1. 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

2. 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.

3. 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

4. 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

5. 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?

6. 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

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

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

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

10. 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

11. 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.

12. 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.

13. 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).

14. 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 …)

15. 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)

16. 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

17. 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)

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

19. 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)

20. 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.

21. 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.

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

23. 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

24. 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.

25. 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.

26. 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.