Microsoft Office Excel 2013 Expert Microsoft Office Excel 2013 Expert Courseware # 3254 Lesson 2: Advanced Charts, Conditional Formatting, and Checking Formulas

Microsoft Office Excel 2013 Expert Lesson Objectives Format a simple chart Add a secondary vertical axis Use dynamic and animated charts Create and apply chart templates Create and modify a chart trendline Use basic conditional formatting Manage conditional formatting rules Create custom conditional formatting rules Use the Error Checking Tool Trace formula errors Use the Evaluate Formula feature Check worksheet manually for formula errors © CCI Learning Solutions Inc. 2

Microsoft Office Excel 2013 Expert Formatting a Simple Chart Excel charting is a powerful tool Wide variety of options to customize appearance of charts © CCI Learning Solutions Inc. 3

Microsoft Office Excel 2013 Expert Add a Secondary Vertical Axis Y-axis is always on left side of chart, secondary Y-axis is on the right side Two axes used because the chart has two different types of data – Sales volume up to 1,000,000 units – Price data up to $10.00 Often used with a combo chart with two different chart types Use Change Chart Type on Design tab to set chart type and secondary axis © CCI Learning Solutions Inc. 4

Microsoft Office Excel 2013 Expert Add a Secondary Vertical Axis Can also select secondary axis from the Format Data Series pane © CCI Learning Solutions Inc. 5

Microsoft Office Excel 2013 Expert Dynamic Charts Charts display all data within a defined range of cells Any changes to the data will automatically update the chart If data is set up as a table, the AutoFilter will also update the chart © CCI Learning Solutions Inc. 6

Microsoft Office Excel 2013 Expert Animated Charts When a chart is updated, the changes are now slower and more visible Before Excel 2013, the changes were instantaneous © CCI Learning Solutions Inc. 7

Microsoft Office Excel 2013 Expert Custom Chart Templates Chart template is used to apply same formatting to other charts Chart template is created from existing chart – right- click, then Save as Template User-created templates appear in Insert Chart dialog box in the Templates category Saved as a chart design without the data © CCI Learning Solutions Inc. 8

Microsoft Office Excel 2013 Expert Chart Trendline Trendline used to: – Identify a pattern in existing data – Predict future values Cautions about trendlines: – Include at least 100 data points – Trendline may be wrong – do not automatically accept what is presented © CCI Learning Solutions Inc. 9

Microsoft Office Excel 2013 Expert Choosing Trendline Options Choice of six types of trendlines – Based on different statistical calculation methods Option to forecast to future, beyond time period specified in data To improve readability, line colors can be changed © CCI Learning Solutions Inc. 10

Microsoft Office Excel 2013 Expert Basic Conditional Formatting Cell formatting changes automatically – Depending on cell value, a different conditional formatting rule is applied – Saves time and eliminates errors Excel 2013 Core courseware covered how to create conditional formats using the Ribbon © CCI Learning Solutions Inc. 11

Microsoft Office Excel 2013 Expert Manage Conditional Formatting Rules Rules Manager shows all conditional formatting rules – you can create new rules, modify existing, and delete rules no longer needed A range of cells can have multiple conditional formats at the same time If rules conflict, only one will take effect – rules precedence If rules do not conflict, both will take effect © CCI Learning Solutions Inc. 12

Microsoft Office Excel 2013 Expert Manage Conditional Formatting Rules Example has 3 rules: – First 2 rules conflict with each other because both set background fill – Third rule applies to all cells Rules apply in reverse sequence – last rule is shown at top and takes precedence over earlier rules Stop If True used only if you want same behavior as Excel 2003 or earlier © CCI Learning Solutions Inc. 13

Microsoft Office Excel 2013 Expert Custom Conditional Formatting Using a Formula Example: =A$1=$B$16 is conditional formula applied to A1:M14 Two rules: – Formula must have a True or False result – Formula containing cell references must be entered as if it applied to cell in upper left corner of cell range Cell references are relative, absolute, or mixed – For each cell in range, relative and mixed cell reference is adjusted and evaluated – For example in cell C1, formula becomes =C$1=$B$16 © CCI Learning Solutions Inc. 14

Microsoft Office Excel 2013 Expert Custom Conditional Formatting Using a Function Formulas in a custom conditional format can also use a function © CCI Learning Solutions Inc. 15

Microsoft Office Excel 2013 Expert Using the Error Checking Tool Reduces time spent auditing formulas for accuracy If background error checking is enabled – Excel displays dark green triangle in upper left corner of cell to indicate if formulas: Are inconsistent with others in same row or column Refer to range but omit cell within or adjacent to range Evaluate to an error Are numbers stored as text Trace Error icon (box with exclamation mark) – Click arrow to display problem identified by Excel and the suggested fix © CCI Learning Solutions Inc. 16

Microsoft Office Excel 2013 Expert Tracing Formula Errors Excel auditing tools draw arrows to help trace cells that are precedents or dependents of current cell Following lines and dots in arrows helps determine which cells referenced to formula in another cell Extend tracing of precedent or dependent cells as needed © CCI Learning Solutions Inc. 17

Microsoft Office Excel 2013 Expert Evaluate Formulas Use to step through each calculation inside a formula and see the intermediate results. Three buttons to use for the underlined part of the formula: – Evaluate: If the underline appears under a cell reference, press this button to obtain the value from that cell and display it in the formula. If the underline is under an arithmetical expression, press this button to perform the arithmetic and display the result. – Step in: If the underlined cell contains a formula, press this button to evaluate that formula in a separate window. – Step out: If you have stepped into a cell to evaluate its formula, press this button to return. © CCI Learning Solutions Inc. 18

Microsoft Office Excel 2013 Expert Evaluate Formulas If Step In is used, a separate box is displayed showing the result of this calculation and the formula used This tool may be difficult to use – Time-consuming to track every step in a formula as calculations are being performed – Likely need to repeat the evaluation several times before finding the problem – Usually used as a last resort © CCI Learning Solutions Inc. 19

Microsoft Office Excel 2013 Expert Manual Checking and Display Formulas Error Checking tool is not 100% reliable – Inconsistencies ignored if formulas reference other formulas rather than values – Should still manually check formulas for accuracy Involves selecting every cell in worksheet to determine if it contains right value or formula – If formula references other cells, should look and verify correct cells are being referenced – Double-click a cell containing a formula or press F2 to see a graphic display of the cells or ranges included in the formula © CCI Learning Solutions Inc. 20

Microsoft Office Excel 2013 Expert Lesson Summary Format a simple chart Add a secondary vertical axis Use dynamic and animated charts Create and apply chart templates Create and modify a chart trendline Use basic conditional formatting Manage conditional formatting rules Create custom conditional formatting rules Use the Error Checking Tool Trace formula errors Use the Evaluate Formula feature Check worksheet manually for formula errors © CCI Learning Solutions Inc. 21

Microsoft Office Excel 2013 Expert Review Questions 1.Which of the following customizations is not possible with an Excel chart: a.Add and remove data rows. b.Change the chart type after the chart has been created. c.Add and remove the legend. d.Switch between showing the data rows or columns on the X-axis. e.Move the chart to a different location on the worksheet or a different worksheet. f.All of the above customizations can be performed on a chart. 2.A line chart can have both a primary and secondary Y-axis, even though it is not a combo chart. a. Trueb. False © CCI Learning Solutions Inc. 22

Microsoft Office Excel 2013 Expert Review Questions 3.Which of the following changes to the data will cause the chart to change immediately: a.The data is set up as a table, and the AutoFilter is used to remove some of the rows of data from being displayed. b.The data is not set up as a table, and the AutoFilter is used to remove some of the rows of data from being displayed. c.A new row of data is added to a table. d.Two of the cells are updated with new data. e.All of the above. f.None of the above. 4.Once you have created a chart template, can you apply it to almost any worksheet containing similar data? © CCI Learning Solutions Inc. 23

Microsoft Office Excel 2013 Expert Review Questions 5.Why would you want to include a trendline in a chart? 6.Which of the following is not a valid conditional format? a.Display a dark gray background color if the cell contains a text string with the three character text “con” in it. b.Display a dark blue background color in a chart if the cell value is greater than 10,000. c.Display a color that could range from dark green to dark red, with lighter shades between these two extremes, depending on the numeric value in the cell. d.Display an icon set that resembles a pie, with a solid black circle representing the largest values in the range to a solid white circle for the smallest value, with varying portions of black and white for values in between. © CCI Learning Solutions Inc. 24

Microsoft Office Excel 2013 Expert Review Questions 7.Suppose you create two conditional format rules on a range of cells: a.Display an orange background color if the cell has a value > 7.5. b.Display a green background color if the cell has a value >= 7.4. What background color will display if every value had a minimum value of 8? 8.Which of the following is not a valid conditional format: a.Display a dark gray background color if the cell contains a text string with the three character text “con” in it. b.Display a dark blue background color in a chart if the cell value is greater than 10,000. c.Display a color that could range from dark green to dark red, with lighter shades between these two extremes, depending on the numeric value in the cell. d.Display an icon set that resembles a pie, with a solid black circle representing the largest values in the range to a solid white circle for the smallest value, with varying portions of black and white for values in between. © CCI Learning Solutions Inc. 25

Microsoft Office Excel 2013 Expert Review Questions 9.Which of the following are valid formulas to use in a conditional formatting rule (circle all that apply): a.=$C2 b.=$F$5 > TODAY() c.=A$16<>SUM(A$1:A$15) d.=ISNUMBER(A1) e.All of the above. f.None of the above. 10.What are some of the suspicious conditions that the Excel Error Checking tool will flag for you? 11.Why should you check the formulas in your worksheet manually? 12.How can you display all the formulas in a worksheet at once in order to identify all errors in the formulas, or do you need to check each cell individually? © CCI Learning Solutions Inc. 26