M I C R O S O F T E X C E L P A R T 2 : W O R K I N G WITH NUMBERS

Transcription

1 ACHIEVEMENT & LEARNING CENTER UNIVERSITY OF BALTIMORE M I C R O S O F T E X C E L P A R T 2 : W O R K I N G WITH NUMBERS BY: MI C HAEL J. WA LK, M. S. michael@jwalkonline.org Working with numbers: how to use Excel to perform calculations and create basic graphs. Learn how to work with larger tables of data and perform more complicated calculations in Excel. Create formulas that involve 3 or more steps; summarize data by finding the minimum, maximum, sum, or average; view data in column, pie, and line graphs; and create drag-and-drop charts using Excel's PivotChart tool. Excel 2013 Part 2 (v1.0) 1 of Michael J. Walk

2 TABLE OF CONTENTS How to Use This Handout... 4 Click Paths... 4 Keyboard Directions... 4 In-Class Instructions and Following Along... 4 Navigating & Selecting Cell Ranges... 5 Select a small adjacent range (3 options)... 5 Select a Large Adjacent Range... 5 Data Region Jumping (CTRL + ARROWS)... 6 Selecting All (Data Region or Whole Worksheet)... 6 Select multiple non-adjacent cells... 6 Viewing Larger Worksheets... 6 View Multiple workbooks concurrently... 8 Viewing Multiple worksheets from the same book... 9 Cell Number Formats and types Filling Series Using the fill handle Numerical Series (When your Values are Numbers) Alpha-Numeric Series (a Word Followed by a Number) Date Series (When Your Values are Dates) Using Fill Series Dialog Box Auto Calculate Toolbar Formulas Intermediate Design Absolute vs. Relative references Functions Autosum Charts, Pivot Tables, and Pivot charts Standard Charts Excel 2013 Part 2 (v1.0) 2 of Michael J. Walk

3 Chart types Pivot Tables & Pivot Charts Source data Steps to create a pivot table Creating a Pivot Chart Exporting Charts, Graphs, and Data Inserting Hyperlinks Editing Hyperlinks after creation Skills Review Exercises Exercise 1: Data Formats Exercise 2: Using Fill Exercise 3: Functions and Absolute References Exercise 4: Creating Charts Exercise 5: Creating a Pivot Chart Excel 2013 Part 2 (v1.0) 3 of Michael J. Walk

4 HOW TO USE THIS HANDOUT This handout serves as a point of reference for your workshop. However, you may also use the handout after the class is over to help you remember how to perform some of the tasks covered during the workshop. CLICK PATHS Throughout this handout, you will be given directions to perform a series of mouse clicks also called a click path. For instance, to add a filter to an Excel workbook, you should click on the Data tab in the ribbon, then find the Sort & Filter section, and then click on Filter. In this handout, that click path is displayed using a bold font for the words to click on connected by a single rightpointing arrow ( ); ribbon sections are indicated using a gray background: Data Sort & Filter Save KEYBOARD DIRECTIONS You also will be given directions to press certain keys on your keyboard. There are two kinds of key press sequences: (1) simultaneous and (2) sequential. 1) Simultaneous key presses refers to keys you have to hold down together to perform a task. Simultaneous key presses are displayed using the plus sign (+) between the keys to be pressed typed in caps. For example, the find box is opened by pressing CTRL + F. CTRL stands for the control key. ALT stands for the alternate key. WIN stands for the windows key (only applies to PCs with windows keys). 2) Sequential key presses refers to keys you have to press in sequence (one after the other it is not necessary to hold them down). Sequential key presses are displayed using a pipe character ( ) between the keys to be pressed typed in caps. For example, one way to save your file under a new file name is to type ALT, then F, then A. This would be displayed as: ALT F A. If you like keyboard shortcuts, the internet has many articles that list them, for example: I provide a lot in this workshop, but their list exhaustive. IN-CLASS INSTRUCTIONS AND FOLLOWING ALONG I provide some files to work with during the in-person workshops. Directions for opening, changing, closing, etc. those files will be given in curly brackets. For example: {Open class file 1_enemies data}. Excel 2013 Part 2 (v1.0) 4 of Michael J. Walk

5 NAVIGATING & SELECTING CELL RANGES {Open class file: 1_selecting cells practice.xlsx.} A cell range is group of adjacent cells in a worksheet. For example, while A1 is a single cell, cells A1 and A2 make up a range. Ranges can be one-dimensional (i.e., an array or vector of cells in the same row or same column) or two-dimensional (i.e., a table or 2-dimensional array). Ranges are referenced using the upper-left cell in the range, a colon, and the lower-right cell in the range. A range of all cells from cell A1 to cell B10 would be referenced as A1:B10. You often have to work with cell ranges applying formats to entire ranges, copying ranges, or analyzing ranges. Therefore, you must learn the ways to select ranges. SELECT A SMALL ADJACENT 1 RANGE (3 OPTIONS) Option 1: Click and drag method: o Click and hold on a cell that is in a corner of the desired range o Then drag to the cell on the opposite corner of the range (for example, click on the upper-left cell in the range and drag to the lower-right cell in the range). Option 2: Shift-click method: o Click on starting cell (upper-left cell in the range). o Press and hold the SHIFT key on the keyboard. o Click on cell at lower-right of range. Option 3: Shift and arrow method: look, Ma! No mouse! o Using the arrows on the keyboard, move the active cell selector to your starting cell. o Press the SHIFT key down and, using the arrows, move to the border of range. SELECT A LARGE ADJACENT RANGE When ranges get large, you need to be able to quickly navigate your worksheet to select and work with cell ranges without having to use the mouse and/or scroll bars. 1 Adjacent cells are cells that are touching each other. Cells A1 and B1 are adjacent. Cells A1 and C1 are not. Excel 2013 Part 2 (v1.0) 5 of Michael J. Walk

6 DATA REGION JUMPING (CTRL + ARROWS) In Excel, a Data Region is a range of adjacent cells that contain data and are bordered by empty cells or by the datasheet borders. You might have a data region that is several thousand rows and many columns. How can you navigate this data region from top to bottom effortlessly? Through data region jumping. Pressing CRTL + ARROW key will allow you to jump from the current active cell to the end of a data region. If there is no data region in the direction of ARROW, then you will come to the end of the worksheet. {Practice jumping around the data region in the open class file.} Pressing CTRL + SHIFT + ARROW keys will allow you to select cells while jumping to the data region border. For example, you could select an entire data region by: o Place the active cell in the upper-left of the data region o CTRL + SHIFT + ARROW( ) {this will select the whole first row} o CTRL + SHIFT + ARROW( ) {this will select all rows} SELECTING ALL (DATA REGION OR WHOLE WORKSHEET) Pressing CTRL + A will select all. The behavior of CTRL + A changes depending on whether your active cell is part of a data region or not. If active cell is part of a data region, CTRL + A will select the entire data region (pressing CTRL + A twice will result in selecting the entire worksheet) If active cell is not part of a data region, CTRL + A will select the entire worksheet SELECT MULTIPLE NON-ADJACENT CELLS Click on the first cell or range you want Hold down CTRL on the keyboard Click on the 2 nd cell or range you want Repeat until you have selected all desired cells. (Note, you can also select ranges of cells by dragging your mouse across them while holding down CTRL) VIEWING LARGER WORKSHEETS There are many different ways to view your worksheet to allow you to display larger than actual size (or smaller), allow you to keep certain rows/columns from scrolling, etc. Some of the key skills for worksheet views are: Excel 2013 Part 2 (v1.0) 6 of Michael J. Walk

7 1. Zoom (making the sheet appear larger/smaller than actual size) 2. Freeze Panes (keeps desired header rows/columns from scrolling) 3. Page layout view (allows you to see what your worksheet will look like when printed while also letting you enter/edit data, add headers, etc.) ZOOM Changing the zoom level of your worksheet simply changes how the sheet is displayed on your screen. The default value is 100%. Changing the zoom view does not impact printing, worksheet functionality, etc.; however, at certain zoom levels, some data may become unreadable. The current zoom level of your sheet is displayed in the lower right corner of your Excel window (see below). Option 1: Use the Zoom Slider o At the bottom-right of your Excel window, there is a slider with a plus and minus sign on its ends. Either Click on the plus or minus sign to move the slider or click, hold, and drag the slider to the right to zoom in and to the left to zoom out. Option 2: Use the Zoom Quick Access button o At the bottom-right of your Excel window, to the left of the Zoom Slider, there is a percentage value displayed that represents the current zoom level of your sheet. Click on this value to open the Zoom dialog box. o Choose your desired zoom level from the list of levels, or provide a Custom value by typing in the text box next to Custom:. o Click OK. o Note: Fit selection will zoom your sheet in or out so that the range you have selected will fill your screen. For Fit selection to work, you should select the range BEFORE opening the Zoom dialog box. Option 3: Use View Zoom in the ribbon. FREEZE ROWS OR COLUMNS When a worksheet contains too much information to fit on a screen, it can be helpful to use the Freeze Pane command to lock certain rows or columns (or both) while you scroll through the remainder of the data. This feature is generally used to freeze row/column names so they remain on the screen as you scroll through the worksheet. Excel has 3 tools to freeze portions of your sheet: Freeze the top row (Row 1 will remain in place while you scroll up and down through the worksheet.) o To keep the top row at the top of the screen, click on View Window Freeze Panes Freeze Top Row. Excel 2013 Part 2 (v1.0) 7 of Michael J. Walk

8 Freeze the left column (Column A will remain in place while you scroll left and right through the worksheet.) o To keep the left column at the left of the screen, click on View Window Freeze Panes Freeze First Column. Freeze designated rows/columns (you get to select which rows and columns stay put by clicking on the cell immediately below and right of the portions you want frozen). o Click in the cell that below the rows you want frozen and to the right of the columns you want frozen. For example, if you wanted to freeze the first two rows (rows 1 and 2) and the first three columns (Columns A through C), then you would click in cell D3. o Then, click View Window Freeze Panes Freeze Panes. VIEW MULTIPLE WORKBOOKS CONCURRENTLY You may want to compare two workbooks side-by-side for various reasons. You can do this either in the same Excel window or in two different Excel windows. View two or more workbooks using the Restore button o Have both workbooks open by either double-clicking on the books in your file browser or by using File Open inside Excel o Click on the Restore button in the upper-right corner of the Excel window, left of the X o o This will cause the workbooks to be less than maximized. You can manually adjust the width/height of each workbook so that both are visible Excel 2013 Part 2 (v1.0) 8 of Michael J. Walk

9 View Multiple Workbooks Using Arrange All (useful to display all open windows automatically) o Open all workbooks you want to view o View Window Arrange All o Select the arrangement option you like best (Note: when you have an odd number of workbooks, the active workbook will be given the largest amount of space when using tiled arrangement) VIEWING MULTIPLE WORKSHEETS FROM THE SAME BOOK You know, for those times when you have a bunch of info on Sheet1 and you want to compare it to info that s on Sheet2, so you keep switching back and forth between sheets (using CTRL + Page Up and CRTL + Page Down, of course). But, what a waste of time! Let s view Sheet1 on one half of the monitor and Sheet2 on the other. This can be done in just a few simple steps. 1. You have to have the workbook open and active (i.e., the workbook is visible to you and has the computer s focus). 2. Create a NEW WINDOW of your current workbook: in your ribbon, click on View Window New Window. Excel 2013 Part 2 (v1.0) 9 of Michael J. Walk

10 3. This will create 2 windows of your active workbook. One will have a :1 and the other a :2 after the workbook title. Excel 2013 Part 2 (v1.0) 10 of Michael J. Walk

11 4. Then, all you have to do is manually arrange the 2 windows OR, use the ARRANGE ALL tool. 5. To use the arrange all tool, go to View > Window > Arrange All. If you have other workbook files open that you don t want to be arranged with your new windows, be sure to then click on WINDOWS OF ACTIVE WORKBOOK to make sure Excel is arranging your two windows of your current workbook. Excel 2013 Part 2 (v1.0) 11 of Michael J. Walk

12 6. Once your two windows are arranged, then, just navigate to one worksheet in one window and the other worksheet in the 2nd window. You can repeat NEW WINDOW creation steps (step #2) to make as many different windows of your current workbook as needed (for 3, 4, 5, or even more sheets viewed at the same time). Excel 2013 Part 2 (v1.0) 12 of Michael J. Walk

13 CELL NUMBER FORMATS AND TYPES All data entered into an Excel worksheet cell (except for plain text) is stored in the cell as a numeric value. This includes dates, times, dollars, percentages, etc. You can change the way that data is displayed by changing the number format of the cell. Each cell in your worksheet can have its own number format this is similar to how each cell can have its own font format, background color, etc. A cell s number format is indicated and changed in the ribbon on the Home Number (as depicted below). There are many different number formats. You can use the drop-down box in the Number section to change your cell s (or cells ) number format, or you can see more options by clicking the expand arrow in the lower right corner of the Number section. Changing a cell s number format o Simply select the cell or cell range that you wish to change, then either: o Select your desired data format (i.e., data type) in the drop-down in Home Number. OR o Expand Home Number to see more data formats. OR o Right click on the cell, choose Format cells as the action. Excel 2013 Part 2 (v1.0) 13 of Michael J. Walk

14 Data types are categories within formatting. Besides Right-Clicking, you can access these formats directly from the Format icon, under the Cells section, within the Home tab. {Skills review: Exercise 1} FILLING SERIES A series is a set of cells with consistently changing (increasing or decreasing) values. For example, 12 cells numbered from 1 to 12, or with the 12 months of a year in order, or a list of items (Item 1 to Item 12). USING THE FILL HANDLE NUMERICAL SERIES (WHEN YOUR VALUES ARE NUMBERS) SIMPLE SERIES (COUNTING UP BY ONES) Creating a series of cells that count up by a unit of 1 is done by: Type your starting value in a cell Use the fill handle to propagate that cell s value to adjacent cells o Click and hold on the fill handle (the lower-right corner of the active cell) o Drag to the desired stopping point for the series and release the mouse o The AutoFill Options menu will display (a little orange box next to your series see at right) o Click on the Auto Fill Options and select Fill Series (this will change the operation of the fill handle from copying to filling the series of values). Excel 2013 Part 2 (v1.0) 14 of Michael J. Walk

15 HINT: you can avoid having to use the Auto Fill Options if you press and hold CTRL while dragging the fill handle. CTRL toggles the function of the fill handle between copying and filling the series. COMPLEX SERIES (COUNTING BY SOMETHING OTHER THAN ONE) You can create a series of numbers counting by 2s, 10s, -3s, 100s, you pick it. Type your starting value into a cell. Type the next value of your series into an adjacent cell in the desired direction of the fill. Select both cells Use the fill handle on both selected cells and drag in the desired direction until your series is complete. ALPHA-NUMERIC SERIES (A WORD FOLLOWED BY A NUMBER) You can create a series of labels that end in a number (e.g., Item 1, Item 2, Item 3 ) Type your starting value into a cell. Type the next value of your series into an adjacent cell in the desired direction of the fill. Select both cells Use the fill handle on both selected cells and drag in the desired direction until your series is complete. DATE SERIES (WHEN YOUR VALUES ARE DATES) Create your series in 2 cells to start, for example: Then, select the range of 2 cells, and use the fill handle to drag the series in the desired direction until you have created enough cells with that series of values to meet your needs. NOTE: when using the fill handle, a small option box appears at the end of your filled cells. You can click that box and choose to fill different date intervals (e.g., days, weekdays, months, and years). Excel 2013 Part 2 (v1.0) 15 of Michael J. Walk

16 USING FILL SERIES DIALOG BOX Another way to create a set of cells with a series of values is to use the fill series dialog box, accessed through Home Editing Fill Series 1. Type the first value of your series in the desired cell 2. Place your cursor in the cell that starts your series 3. Open the Fill Series dialog box 4. Choose whether to fill across the row or down the column 5. Choose the type of series (in this example, it is a date) 6. Chose the unit of increment (could be add 1, add 10, 7 days, 1 month, 1 year, etc.) 7. Enter the step value (the increment size: by 1, by 2, by 10, etc.) 8. Enter the stop value, if one exists (for dates, enter the ending date) 9. Click OK To create a column of months from January 2012 to December 2012, we would prepare the dialog box like this: We get this result: Excel 2013 Part 2 (v1.0) 16 of Michael J. Walk

17 {Skills Review: Exercise 2} AUTO CALCULATE TOOLBAR Excel offers a way to quickly summarize two or more cells of numeric data. In the Excel window, at bottom right, in the Status Bar, Excel calculates the average and sum of any two selected cells. Looking at the example above, you can see I have selected two cells ($780 and $60). In the lower right of the screen, you see the average is $420, the count of cells with values is 2, and the sum of the cells is $840. You can add or remove auto-calculate features by right clicking on the existing features and selecting (or deselecting) them. Excel 2013 Part 2 (v1.0) 17 of Michael J. Walk

18 FORMULAS INTERMEDIATE DESIGN ABSOLUTE VS. RELATIVE REFERENCES {Open the class file: 3_absolute reference practice.xlsx} A relative cell reference occurs when you create a dependent formula. To move either the source data or the formula itself, you have to understand how Excel uses cell references. Relative: by default, all formulas are relative. If you copy the formula (via fill handle or copy and paste), the cell references will update to reflect the move or fill. For instance, if you fill the formula down 1 row, the cell references used in the formula will be increased by 1 (i.e., down 1 row). Absolute: to make a cell reference absolute,, you must place a $ in front of the part of the reference you want to lock in. =$A$4: no matter where this formula is copied/pasted or filled, the cell reference will not change, because for the columns (A) and rows (4) are locked. =$A4: because the columns are locked, dragging a formula to the right or left won t change it. =A$4: the row is locked. Options for placing the $: 1. After selecting the source cell in your formula, press F4 as many times as you need to obtain the desired $ sign (once for cell locked, twice for row locked, thrice for column locked). OR 2. Manually type it into the formula. {Use the class file: 4_function practice.xlsx} FUNCTIONS Functions are fixed algorithms or mathematical processes that are implemented by using the function name. For example, you can add up the total of a range of cells by using the =SUM() function. Functions are made up of the function key word (e.g., SUM) and then a list of arguments inside parentheses to dictate what the function does and/or how it behaves. The SUM function, for instance, needs a range of cells to sum. =SUM(A1:B5) If you don t know the syntax for a given function you want to use, you can find it on the Formulas tab of your ribbon. Below if a listing of common functions. Keyword Description Arguments =SUM Calculates the sum of values in any given range of cells. The range of cells to SUM. Excel 2013 Part 2 (v1.0) 18 of Michael J. Walk

19 =AVERAGE =MAX =MIN =COUNT Calculates the average (arithmetic mean) of any given range of cells. Finds the maximum value present in an array of values Finds the minimum values in an array of values Finds the number of cells in a given range of cells that have values The range of cells to average. Range of cells in which to find the max Range of cells Range of cells {Skills Review: Exercise 3} AUTOSUM You can quickly create a sum, average, count, min, max, etc. using the autosum feature. Select the cell into which the sum should be calculated. Use Home Editing AutoSum CHARTS, PIVOT TABLES, AND PIVOT CHARTS Excel allows us to create many different types of charts. There are two categories of charts: standard charts and pivot charts. Basic process for creating a chart: STANDARD CHARTS 1. Select the data that you want included on the chart 2. Go to Insert Charts 3. Select the chart you want 4. Reformat the chart by right-clicking on chart elements or using the ribbon menu Excel 2013 Part 2 (v1.0) 19 of Michael J. Walk

20 Y-axis (data values) Series X-axis (data values) Complete Example: {Open class file: 6_chart practice.xlsx} 1. A standard chart must have the data prepared for display. For example, let s say we have quarterly sales for 4 different products. The data must be formatted like a table: 2. Because our data table is simple and completely labeled (all columns and rows have labels), we can select the entire data table to be used in chart creation. After selecting the data, we will click on Insert Chart (select a line chart icon) Excel 2013 Part 2 (v1.0) 20 of Michael J. Walk

21 3. This will create a line chart based on the data we ve selected. 4. You can see from the image above that Excel used our row labels as lines and our column labels as X-axis categories. The data in the middle of table (the sales amounts) are graphed on the Y-axis. 5. Changing chart layout: to edit the layout of the chart, you must have clicked on the chart object so that the add Chart Elements icon appears. a. To add a Chart Title, i. choose Chart Elements Chart Title (choose title type; either overlay or above). This will add a text box with the words, Chart Title, inside it. Excel 2013 Part 2 (v1.0) 21 of Michael J. Walk

22 ii. Double-click inside the text box and edit the title text. (You can also change the font type, size, etc. using the standard formatting options in the ribbon.) b. Add Axis Titles i. Horizontal (X) Axis: Chart Elements Axis Titles Primary Horizontal Axis Title. Double click on the title and edit the text. ii. Vertical (Y) Axis: Chart Elements Axis Titles Primary Vertical Axis Title. Double click on the title and edit the text. c. Adjust the location of the Legend i. Chart Elements Legend (pick an option: Top) d. Other options Excel 2013 Part 2 (v1.0) 22 of Michael J. Walk

23 i. Remove the horizontal lines: Chart Elements Gridlines ii. Change numbers on the y-axis so they look like currency: Change the data type of the source data to currency. iii. Display values at each data point: Chart Elements Data Labels (if you don t click on one of the lines, then all lines will get data labels). CHART TYPES There are many types of charts in Excel, each with a particular purpose: 1. Column: great for displaying values for different groups or categories that are not necessarily in any order. For example, totals per department, division, employee, product, etc. 2. Line: great for displaying values for groups or categories over time. For example, monthly sales, daily totals, quarterly profits, etc. 3. Pie: great for showing the proportion of the total associated with different groups. For example, % of sales in each department. 4. There are many others. {Skills Review: Exercise 4} PIVOT TABLES & PIVOT CHARTS A pivot table is tool used to summarize data based on column values. Pivot tables (and accompanying pivot charts) are incredibly useful for data mining and on-the-fly analysis, because you can quickly change how you are viewing the data without having to re-design the source data for the table. SOURCE DATA The source data for a pivot table must be in tableized format with some columns representing groups or categories of information and at least one column representing data you wish to summarize. For example, in the table below, there are 3 columns representing different categories of information: products, customers, and quarters, and there is 1 column representing data to summarize: quarterly sales. Excel 2013 Part 2 (v1.0) 23 of Michael J. Walk

24 Product Customer Qtr Sales Alice Mutton ANTON 2 $ Alice Mutton BERGS 1 $ Alice Mutton BOLID 4 $ 1, Alice Mutton BOTTM 1 $ 1, Alice Mutton ERNSH 1 $ 3, Alice Mutton GODOS 2 $ Alice Mutton HUNGC 1 $ Alice Mutton PICCO 2 $ 2, Alice Mutton RATTC 2 $ Alice Mutton REGGC 4 $ Alice Mutton SAVEA 3 $ 4, Alice Mutton SEVES 2 $ Alice Mutton WHITC 4 $ Aniseed Syrup ALFKI 4 $ Aniseed Syrup BOTTM 4 $ Aniseed Syrup ERNSH 4 $ Aniseed Syrup LINOD 1 $ Aniseed Syrup QUICK 2 $ Aniseed Syrup VAFFE 3 $ Boston Crab Meat ANTON 2 $ Boston Crab Meat BERGS 2 $ If your data is set up in this way, then you can create a pivot table from it. {Open the class file: 7_ pivotchart.xlsx} STEPS TO CREATE A PIVOT TABLE 1. Click in any cell in your source data table. This enables Excel to guess about the boundaries of your data table. 2. Insert Pivot Table 3. A dialog box will pop up, allowing you to select the source data and destination for your pivot table Excel 2013 Part 2 (v1.0) 24 of Michael J. Walk

25 a. Usually, the default options are correct. If not, adjust the source data or placement of the pivot table. 4. Click OK, and you will be taken to a new worksheet in your workbook that looks similar to: 5. Your pivot table is ready to be displayed. You now have to select which columns (a.k.a., fields ) you want to be used in your pivot table. 6. At the far right of your screen, you will see the PivotTable Field List. Excel 2013 Part 2 (v1.0) 25 of Michael J. Walk

26 7. Values box: Drag the field that contains the data you want to summarize (Sales) and drop it in the Values box at the bottom right. 8. Row labels: What field contains labels for each row in your table? Let s use Customer. Drag and drop it in the Row Labels box. 9. You now have a pivot table with each row displaying the total sales per Customer. 10. Column Labels: to add column labels to your table, drag Qtr to the Column Labels box. Excel 2013 Part 2 (v1.0) 26 of Michael J. Walk

27 11. Changing the summary function: Click on Sum of Sales in the Values box, and then select Value Field Settings. Select Count in the list of options, and click OK. This will count sales rather than total them. CREATING A PIVOT CHART A pivot chart is simply a graphical representation of the data contained in a pivot table. The process to create a pivot chart is the same as a pivot table with a couple exceptions. 1. Place your cursor in the source data (should be set up in the same way as for a pivot table). 2. Click Insert Charts Pivot Chart 3. A dialog box will pop up. The default settings should already be correct. 4. Now you are ready to create your pivot chart. Simply drag and drop your fields into the correct boxes. To make a bar chart of total quarterly sales, drop Sales into the Values box, drop Qtr into the Axis Fields box. Excel 2013 Part 2 (v1.0) 27 of Michael J. Walk

28 5. To only view sales from on particular customer, add Customer to the Report Filter box. Then, use the drop-down in the Graph Filter to select the customer. 6. There are many other customizations possible. You can add different colored bars by dropping a field in the Legend Fields box. You can also change your Chart Type by rightclicking on the chart and selecting Change Chart Type. {Skills Review: Exercise 5} Excel 2013 Part 2 (v1.0) 28 of Michael J. Walk

29 EXPORTING CHARTS, GRAPHS, AND DATA You are able to copy and paste any component of an Excel file into other office programs (e.g., Word, PowerPoint, etc.). There are many pasting options: 1. Link data and use destination theme: this creates a live link between the source data and the pasted object. If you update the data in the source file, this will automatically update the data in the pasted object. The pasted object takes on the theme (color scheme, font face) of the destination file. 2. Link data and use source formatting: same as above, except that the pasted object keeps its original colors, etc. 3. Embed and use destination theme: this creates an object that is self-contained (all the data actually exists in the object embedded in the external document), and the object takes on the theme of the destination file. 4. Embed and use source formatting: same as #3, except object keeps its original color scheme, etc. INSERTING HYPERLINKS To add a hyperlink (a clickable link that takes a user to a website or allows them to send an , follow these steps. Either 1. Type a URL or address directly into the cell (e.g., michael@jwalkonline.org) OR 2. Select the cell into which you wish to place the hyperlink. 3. Click Insert Links Hyperlink 4. There are different types of hyperlinks a. Existing file or webpage: i. Enter the text to display in the Text to display box. Excel 2013 Part 2 (v1.0) 29 of Michael J. Walk

30 ii. If linking to a file on your computer or the network, browse to that file and click OK. iii. If linking to a URL on the internet, simply type or paste the URL into the Address box. Click OK. b. Place in this document: i. Enter the text to display in the Text to display box. ii. To jump to a particular cell, type the cell reference in the Cell reference box, and select the appropriate sheet from the list of sheets. iii. To jump to a defined name, select the name in the list of names. iv. Click OK. c. Create new document i. Enter the text to display in the Text to display box. ii. Browse to where you want the new document to be created and give it a name. Click OK. d. address: i. Enter the text to display in the Text to display box. ii. Enter the address into the address box. iii. Enter the subject (if desired) into the Subject box. iv. Click OK. EDITING HYPERLINKS AFTER CREATION Once a cell contains a hyperlink, every time you single-click on it, it will enact the hyperlink. If you want to edit or remove the hyperlink, you can either: 1. Click in the cell and HOLD until you are allowed to edit the cells contents. 2. Use your arrows to navigate to the cell and then edit the contents using the formula bar. 3. Right-click on the cell and choose Edit hyperlink Excel 2013 Part 2 (v1.0) 30 of Michael J. Walk

31 SKILLS REVIEW EXERCISES EXERCISE 1: DATA FORMATS 1. Use the class file: 2_data formats Ex1.xlsx 2. Follow the instructions on the worksheet. EXERCISE 2: USING FILL Create a new workbook with only ONE sheet named Monthly Data. Save the workbook as Monthly Items. 1. Row 1 should have column names for each month between Jan and Dec Column A should have rows numbered by 5s from Item 5 to Item Format the column names to be the month, followed by a dash, then a 2-digit year (e.g., Jan-12) 4. Fill in the data for January 2012 by creating a series that counts backwards from 100 by 3s 5. Fill in the data for Item 5 so that the value increases by 10 until the end of year 2012 and then stops. 6. Change all the data cells to an accounting format (don t change the column or row names). 7. Type a value of $76.23 for Item 15, Oct 2012 to make sure your accounting format works. 8. Format the entire data set as a table. Your completed workbook should look something like this. EXERCISE 3: FUNCTIONS AND ABSOLUTE REFERENCES Open the class file: 5_functions and references Ex3.xlsx 1) Add a function to the cells in the Hours table to calculate the total hours per employee and the average weekly hours for each employee. 2) Add a function to the cells in the Hours table to calculate the total hours per week. 3) Add a function to the cells in the Wages table to calculate the pay per employee per week based on the employee s hourly wage stored in the Base Rate column at the top. **Hint: If you do this right, you should only create ONE formula that you can copy to all the wages cells from D16:I20. Excel 2013 Part 2 (v1.0) 31 of Michael J. Walk

32 4) Add a function to the cells in the Wages table to calculate the total wages for each employee and the average weekly wage for each employee. 5) Add a function to the Wages table to calculate the total payroll per week. 6) Use functions to find the wages for the lowest-paid employee and the wages for the highestpaid employee. EXERCISE 4: CREATING CHARTS Using the chart practice data set (should already be open), create the following charts. 1) Create a pie chart to display what percentage of total sales come from each product. a. Add a Total column that calculates the total sales for each product b. Create the pie chart. c. Make sure it has a title d. Add data labels to display the percentages and the series labels. Total Sale Distribution by Product Camembert Pierrot 41% Alice Mutton 35% Boston Crab Meat 20% Aniseed Syrup 4% 2) Create a stacked bar chart to display the sales per quarter for all 4 products. It should look like this: Quarterly Sales by Product $20, $18, $16, $14, $12, $10, $8, $6, $4, $2, $- Qtr 1 Qtr 2 Qtr 3 Qtr 4 Camembert Pierrot Boston Crab Meat Aniseed Syrup Alice Mutton Excel 2013 Part 2 (v1.0) 32 of Michael J. Walk

33 Use the class file: 7_pivotchart.xlsx. EXERCISE 5: CREATING A PIVOT CHART 1) Create a pivot chart with the following characteristics 2) Column chart 3) X-axis is product category 4) Column colors (legend entries) are regions 5) Data displayed is profit. 6) It should look like this: Central East West Furniture Grocery Stationery Excel 2013 Part 2 (v1.0) 33 of Michael J. Walk