MSOffice EXCEL 1 Part 2 ® Microsoft® Office 2010: Illustrated Introductory

Objectives Make a workbook user friendly Understand function syntax Enter formulas and function Enter function swith the Insert function dialog box 2 Microsoft® Office 2010: Illustrated Introductory

Objectives 3 Use the AutoFill tool to enter formulas and data and complete a series Use the COUNT and COUNTA functions Use an IF function Use an Round function Microsoft® Office 2010: Illustrated Introductory

Objectives Microsoft® Office 2010: Illustrated Introductory 4 Create an embedded chart Apply styles to a chart Add data labels to a pie chart Format a chart legend Create a clustered column chart Create a stacked column chart

Objectives Microsoft® Office 2010: Illustrated Introductory 5 Create a line chart Create a combination chart Format chart elements Modify the chart’s data source

Visual Overview: function Microsoft® Office 2010: Illustrated Introductory 6

Working with functions Microsoft® Office 2010: Illustrated Introductory 7 Quick way to calculate summary data Every function follows a set of rules (syntax) that specifies how the function should be written General syntax of all Excel functions Square brackets indicate optional arguments

Working with function Microsoft® Office 2010: Illustrated Introductory 8 Advantage of using cell references: – Values used in the function are visible to users and can be easily edited as needed

Choosing the Right Summary function Microsoft® Office 2010: Illustrated Introductory 9 AVERAGE function – To average sample data MEDIAN function – When data includes a few extremely large or extremely small values that have potential to skew results MODE function – To calculate the most common value in the data

Inserting a function Microsoft® Office 2010: Illustrated Introductory 10 Three possible methods: – Select a function from a function category in the function Library – Open Insert function dialog box to search for a particular function – Type function directly in cells

Using the Insert function Dialog Box Microsoft® Office 2010: Illustrated Introductory 11 Organizes all function s by category Includes a search feature for locating functions that perform particular calculations

Using the function Library to Insert a function Microsoft® Office 2010: Illustrated Introductory 12 When you select a function, the function Arguments dialog box opens, listing all arguments associated with that function

Microsoft® Office 2010: Illustrated Introductory 13 Use the fill handle to copy a formula and conditional formatting – More efficient than two-­‐step process of copying and pasting By default, AutoFill copies both content and formatting of original range to selected range Formulas with AutoFill

Microsoft® Office 2010: Illustrated Introductory 14 Formulas with AutoFill

Microsoft® Office 2010: Illustrated Introductory 30 Use Auto Fill options button to specify what is copied 15 Formulas with AutoFill

Microsoft® Office 2010: Illustrated Introductory 16 Use AutoFill to create a series of numbers, dates, or text based on a patterns Use Series dialog box for more complex patterns Formulas with AutoFill

Microsoft® Office 2010: Illustrated Introductory 17

Counting Cells Microsoft® Office 2010: Illustrated Introductory 18 Excel has two function for counting cells—the COUNT function and the COUNTA function. The COUNT function tallies how many cells in a range contain numbers or dates (because they are stored as numeric values) – The COUNT function does not count blank cells or cells that contain text.

Counting Cells Microsoft® Office 2010: Illustrated Introductory 19 COUNTA FUNCTION If you want to know how many cells contain entries—whether those entries are numbers, dates, or text—you use the COUNTA function, which tallies the nonblank cells in a range. – The COUNTA function does not count blank cells

Working with Logical functions Microsoft® Office 2010: Illustrated Introductory 20 Logical function – Build decision-­‐making capability into a formula – Work with statements that are either true or false Excel supports many different logical function, including the IF function

Comparison Operators Microsoft® Office 2010: Illustrated Introductory 21

Using the IF function Microsoft® Office 2010: Illustrated Introductory Returns one value if a statement is true and returns a different value if that statement is false IF (logical_test, [value_if_true,] [value_if_false] ) 22

Rounding Function The more you explore features and tools in Excel, the more ways you’ll find to simplify your work and convey information more efficiently. For example, cells containing financial data are often easier to read if they contain fewer decimal places than those that appear by default. Microsoft® Office 2010: Illustrated Introductory 23

Rounding Function You can round a value or formula result to a specific number of decimal places by using the ROUND function. Microsoft® Office 2010: Illustrated Introductory 24

Excel Charts Microsoft® Office 2010: Illustrated Introductory 25 Charts show trends or relationships in data that are easier to see in a graphic representation rather than viewing the actual numbers or data. When creating a chart, remember that your goal is to convey important information that would be more difficult to interpret from columns of data in a worksheet.

Charts Keep it simple Focus on the message Limit the number of data series Use gridlines in moderation Choose colors carefully Limit chart to a few text styles Microsoft® Office 2010: Illustrated Introductory 26

4 Steps for creating Excel Charts Microsoft® Office 2010: Illustrated Introductory 27 Select the range containing the data you want to chart. On the INSERT tab, in the Charts group, click the Recommended Chart button or a chart type button, and then click the chart you want to create (or click the Quick Analysis button, click the CHARTS category, and then click the chart you want to create). On the CHART TOOLS DESIGN tab, in the location group, click the Move Chart button, select whether to embed the chart in a worksheet or place it in a chart sheet, and then click the OK button.

Creating an Excel Chart Microsoft® Office 2010: Illustrated Introductory 28 Select a range to use as chart’s data source

Creating an Excel Chart Microsoft® Office 2010: Illustrated Introductory 29 Select chart type that best represents the data

Moving and Resizing Charts Microsoft® Office 2010: Illustrated Introductory 30 Excel charts are either placed in their own chart sheets or embedded in a worksheet. When you create a chart, it is embedded in the worksheet that contains the data source.

Choosing a Chart Style Microsoft® Office 2010: Illustrated Introductory 31 Recall that a style is a collection of formats that are saved with a name and can then be applied at one time. In a chart, the format of the chart title, the location of the legend, and the colors of the pie slices are all part of the default chart style. You can quickly change the appearance of a chart by selecting a different style from the Chart Styles gallery. 23 New Perspec:ves on MicrosoC Excel 2013

Designing a Pie Chart Microsoft® Office 2010: Illustrated Introductory 32 Choose location of the legend, and format it using tools on Chart Tools Layout tab

Formatting the Pie Chart Legend Microsoft® Office 2010: Illustrated Introductory 33 You can fine-­‐tune a chart style by formatting individual chart elements. From the Chart Elements button, you can open a submenu for each element that includes formatting op-ons, such as the element’s loca-on within the chart. You can also open a Format pane, which has more options for formaeng the selected chart element.

Microsoft® Office 2010: Illustrated Introductory 34 Formatting the Pie Chart Legend

Microsoft® Office 2010: Illustrated Introductory 35 Formatting the Pie Chart Label

Formatting the Chart Area The chart’s background, which is called the chart area, can also be Formatted using fill colors, border styles, and special effects such as drop shadows and blurred edges. The chart area fill color used in the pie chart is white, which blends in with the worksheet background. Microsoft® Office 2010: Illustrated Introductory 36

Designing a Pie Chart Microsoft® Office 2010: Illustrated Introductory 37 Exploded pie charts – Move one slice away from the others – Useful for emphasizing one category above all of the others

Performing What-­‐If Analyses and Filtering with Charts Microsoft® Office 2010: Illustrated Introductory A chart is linked to its data source, and as changes are made to the data source the changes translate to the chart allowing a visual representa-on of the What-­‐if changes. Filtering is another type of what-­‐if analysis that limits the data to a subset of the original values in a process. 38

Creating a Column Chart Microsoft® Office 2010: Illustrated Introductory 39 Column chart – Displays values in different categories as columns – Height of each column is based on its value Bar chart – Column chart turned on its side – Length of each bar is based on its value

Filtered Pie Chart Microsoft® Office 2010: Illustrated Introductory 40

Charts vs Pie Charts Microsoft® Office 2010: Illustrated Introductory 41 Column/bar charts are superior to pie charts – For large number of categories or categories close in value – Easier to compare height or length than area – Can be applied to wider range of data – Can include several data series (pie charts usually show only one data series)

Inserting a Column Chart Select data source Select type of chart to create Move and resize the chart Change chart’s design, layout, and format by: – Selecting one of the chart styles, or – Formatting individual chart elements Microsoft® Office 2010: Illustrated Introductory 42

Moving a Chart to a Different Worksheet Microsoft® Office 2010: Illustrated Introductory 43 Move Chart dialog box provides options for moving charts

Editing the Axis Scale and Text Microsoft® Office 2010: Illustrated Introductory 44 Range of values (scale) of an axis is based on values in data source Vertical (value) axis: range of series values Horizontal (category) axis: category values Primary and secondary axes can use different scales and labels Add descriptive axis titles if axis labels are not self-­‐explanatory (default is no –titles )

Changing and Formatting a Chart Title Microsoft® Office 2010: Illustrated Introductory 45

Session 4.2 Visual Overview Microsoft® Office 2010: Illustrated Introductory 46

Crating a Line Chart Microsoft® Office 2010: Illustrated Introductory 47 Use when data consists of values drawn from categories that follow a sequential order at evenly spaced intervals Displays data values using a connected line rather than columns or bars

Editing the Scale of the vertical Axis Microsoft® Office 2010: Illustrated Introductory 48

Formatting the Chart Columns Microsoft® Office 2010: Illustrated Introductory 49 Columns usually have a common formatting distinguished by height, not color

Working with Column Widths Microsoft® Office 2010: Illustrated Introductory 50

Formatting Data Markers Microsoft® Office 2010: Illustrated Introductory 51

Formatting the Plot Area Microsoft® Office 2010: Illustrated Introductory 52 50

Creating a combination Chart Microsoft® Office 2010: Illustrated Introductory 53

Combo Chart Example Microsoft® Office 2010: Illustrated Introductory 54