1. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall1 Chapter 4: PowerPoint Presentation GO! with Microsoft Excel ® 2007 Comprehensive 1e - Original Chapter 4 Chapter 4 Creating Charts and Tables; Sorting and Filtering Data

2. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall2 Objectives Use Text Orientation Create a Column Chart Create a Chart Sheet and Edit the Chart Create and Modify a Pie Chart Apply a Theme to a Chart Print Charts

3. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall3 Objectives Sort Data Convert Text into Columns Apply Conditional Formatting Using Data Bars and Color Scales Insert a Table and Filter Data

4. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall4 Use Text Orientation Information in cells can be displayed at an angle or vertically. These formats save space. They also add interest and a professional look to the worksheet. Column titles displayed at an angle on two lines

5. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall5 Use Text Orientation To change text orientation: –With the cells selected, from the Home tab, in the Alignment group, point to the Orientation button. –Click the Orientation button arrow and make a selection.

6. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall6 Use Text Orientation Orientation menu Orientation button

7. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall7 Create a Column Chart A chart type determines the way the data is presented—as a column, line, bar, or pie chart. Chart styles determine the colors used in the chart.

8. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall8 Determining which chart type to use: –Pie chart: To show the proportion of each item to the sum of the whole. All data points must be positive values and only one data range—row or column—may be charted. –Bar chart: To illustrate comparisons among individual items. Create a Column Chart

9. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall9 Create a Column Chart Determining which chart type to use: –Column chart: To show data changes over a period of time or to illustrate comparisons among items. –Line chart: To display continuous data over time. Use for showing trends in data at equal intervals.

10. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall10 Create a Column Chart A chart is a visual representation of numeric data. To create a chart: - Select the source data range. - Click on the Insert tab. - In the Charts group, select the preferred chart style.

11. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall11 Create a Column Chart 3D Clustered Column chart Chart legend

12. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall12 By default, charts are embedded in a worksheet. The default displays both the chart and the worksheet data. A chart may be displayed on a separate sheet in a workbook, called a chart sheet. Create a Column Chart

13. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall13 Create a Chart Sheet and Edit the Chart Determining which chart type to use: –Column chart: To show data changes over a period of time or to illustrate comparisons among items. –Line chart: To display continuous data over time. Use to show trends in data at equal intervals. –Bar chart: To illustrate comparisons among individual items.

14. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall14 Create a Chart Sheet and Edit the Chart –Pie chart: To show the proportion of each data item to the sum of the whole. All data points must be positive values and only one data range—row or column—may be charted. Sample pie chart

15. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall15 Create and Modify a Pie Chart To create a Pie Chart: Select the data range. Click on the Insert tab, and in the Charts group, click Pie to display the Pie chart gallery. Select the desired style of chart.

16. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall16 When a theme is applied, it is applied to the entire workbook, including the chart. To change a theme: –Select the Page Layout tab. –In the Themes group, click the Themes button. –The Themes gallery is displayed. Apply a Theme to a Chart

17. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall17 Print Charts A chart sheet: –Can include a header and a footer. –Can be centered on the page. –Can be printed in portrait or landscape orientation. A chart embedded on the same sheet as a worksheet can be printed with the worksheet or as a separate document.

18. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall18 Print Charts To print a chart as a separate sheet apart from the worksheet data: –Click the chart to make it active. –Click the Office button. –Point to Print and then click Print Preview. –Only the chart displays in Print Preview.

19. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall19 A table—also called a list or a database—is a collection of data. Sort Data A row or record contains all of the data about one employee. Column titles identify field categories. Sort & Filter button Sort & Filter list

20. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall20 Sort Data Data can be sorted by: –Text –A to Z –Z to A –Numbers –Largest to smallest –Smallest to largest

21. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall21 Sort Data When the primary sort results match, a secondary sort field is used. Sort dialog box Primary level sort Then by level— secondary level Sort order options

22. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall22 Data, such as first and last name, that is entered into one cell can be split into two or more cells. Use the Text to Columns feature. Convert Text into Columns Data tab Text to Columns button

23. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall23 Convert Text into Columns Two choices for the file type— delimited and fixed width. –Delimited width sets the limits of the fields by a symbol (e.g., comma, tab, or semicolon), which is called a delimiter. –Fixed width sets the limits of the fields by the specified width for the column break.

24. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall24 Convert Text into Columns Delimited—sets the limits of the fields by characters. Fixed width—sets the limits of the fields by a specific number of spaces.

25. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall25 Apply Conditional Formatting Using Data Bars and Color Scales Cells that meet a specific condition, such as greater than, less than, or equal to, can be highlighted using conditional formatting.

26. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall26 Apply Conditional Formatting Using Data Bars and Color Scales With conditional formatting, data that falls within a specific range will be highlighted. –To create, click the Home tab, and in the Styles group, click the Conditional Formatting button. –From the displayed list, point to Highlight Cells Rules, and from the submenu, click Between.

27. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall27 Apply Conditional Formatting Using Data Bars and Color Scales Between dialog box Type smallest number of range Type largest number of range Format to apply Results

28. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall28 Apply Conditional Formatting Using Data Bars and Color Scales A data bar is a colored bar that displays in a worksheet cell. The data bar represents the value in the cell. –A longer bar represents a higher value. –A shorter bar represents a lower value.

29. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall29 Apply Conditional Formatting Using Data Bars and Color Scales Data Bars Gallery Conditional Formatting button Live Preview displays data bars in the worksheet. Data Bar ScreenTip

30. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall30 Apply Conditional Formatting Using Data Bars and Color Scales Color scales use gradients of the color to visually compare values. A two-color template assigns one color to the lowest value and another to the highest value. –Gradients of color are used for the values in between.

31. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall31 Apply Conditional Formatting Using Data Bars and Color Scales Color assigned to maximum Edit Formatting Rule dialog box Color assigned to minimum

32. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall32 Insert a Table and Filter Data Filtering data enables you to display a specific set of data. When a filter is applied to a list, only the records that match the criteria will display in the worksheet. Data is not lost.

33. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall33 Insert a Table and Filter Data To apply a filter: –Click in a cell within the worksheet data. –Click the Data tab. –In the Sort & Filter group, click the Filter button.

34. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall34 Insert a Table and Filter Data Filter button Sorting and filtering arrow Sort & Filter group

35. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall35 Insert a Table and Filter Data Click the sorting and filtering arrow to display the menu. A list of sorting and filtering options displays.

36. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall36 Insert a Table and Filter Data Text Filters list displays Sorting instructions

37. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall37 Insert a Table and Filter Data A filter button displays when the column is filtered. Filter button—indicates column is filtered.

38. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall38 Insert a Table and Filter Data A filter can be removed from a table individually by field. To remove all filters: –On the Data tab, in the Sort & Filter group, click Clear.

39. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall39 Covered Objectives Use Text Orientation Create a Column Chart Create a Chart Sheet and Edit the Chart Create and Modify a Pie Chart Apply a Theme to a Chart Print Charts

40. with Microsoft Excel 2007Comprehensive 1e© 2008 Pearson Prentice Hall40 Covered Objectives Sort Data Convert Text into Columns Apply Conditional Formatting Using Data Bars and Color Scales Insert a Table and Filter Data