Microsoft Excel 2002 M O D U L E 2

Transcription

1 THE COMPLETE Excel 2002 M O D U L E 2 CompleteVISUAL TM Step-by-step Series Computer Training Manual

2 Copyright Notice Copyright 2002 EBook Publishing. All rights reserved. No part of this publication may be reproduced, transmitted, or translated into any language, in any form or by any means, electronically or mechanical, including photocopying, recording, storage in a database or retrieval system, or otherwise, without the prior written permission of EBook Publishing. Disclaimer We take great care to ensure the accuracy of these material; however, EBook Publishing makes no warranty, express or implies, including without limitation any warranty concerning the adequacy, accuracy or completeness of such information or material or the results to be obtained from using such information or material. EBook Publishing reserves the right to revise this publication and to make changes in its content at any time, without obligation to notify any person or entity of such revisions or changes.

3 HOW TO USE THIS MANUAL The CompleteVISUAL TM step-by-step computer training manual is specially developed and organized based on the Instructional Design concepts, to ensure the effectiveness of the knowledge transfer. Most of the tasks in each chapter are fit into a single page for easy reference. Most tasks are summarized to less than 10 key steps and accompanied with actual screen illustrations. Every step you go through is practical and relevant. All chapters are independent. No exercise files need to be installed prior to the training. Therefore, you can start training from any modules that best suit you or your trainees. However, you are recommended to follow the module sequence that we suggest to optimize your computer learning process. Section name. Each section groups the related chapters under the same section to make sure you learn all the related features and skills in complete details. Chapter name. Each chapter is an independent learning unit. No exercise files need to be installed prior to the training. This lets you start your training anywhere or anytime you like. Chapter introduction. Each chapter begins with a presentation and illustration to present the concepts you need to have a better understanding of a chapter before you begin.

4 HOW TO USE THIS MANUAL Instructional Actions Click File >> Save. Press <Shift>+<Tab> Type Photo from Kevin Jeff. You are asked to Click the File menu to pull down the menu, then click the Save command from the pull down menu. Hold down the Shift key while pressing the Tab key on the keyboard. Type the phase Photo from Kevin Jeff. Task Name. Each task consists of a series of fully illustrated step-by-step instructional actions, which helps you to follow the hands-on activities precisely. Handy summary. Each task concludes with a summary that reinforces the key steps in the task. It also serves as cue card for a specific task. Visual step-by-step instructional actions show you the hands-on activities to accomplish the task. These instructional actions appear as such. The important commands or keywords are highlighted as such. The texts that you need to type in appear as such. Detailed descriptions and explanations on each step help you to learn more about the step that you have just performed. Actual screen captured illustration such as the dialog boxes and the result outcomes are displayed to show you how they would appear on screen. This helps you to learn visually and effectively. Appropriate tips, tricks, and shortcuts that you may find useful are included to further enhance your skill. A thick rectangle or circle is used to draw your attention to the part of the illustration that you are dealing with.

5 TABLE OF CONTENTS FORMATTING WORKSHEET...7 Adjusting Column Width / Row Height...8 How To Adjust Column Width Using Mouse...9 How To Adjust Column Width Using Menu...10 How To Adjust Row Height Using Mouse...11 How To Adjust Row Height Using Menu...12 Formatting Cell Using Toolbar...13 How To Change Font...13 How To Change Font Size...14 How To Bold...14 How To Italic...14 How To Underline...14 How To Change Font Color...15 How To Align Data In A Cell...16 How To Indent Data In A Cell...16 How To Merge Cells And Center Data...17 How To Change Number To Percentage...18 How To Increase / Decrease Decimal Points...18 Formatting Cell Using Menu Options...19 How To Double Underline Using Menu Option...20 How To Align Vertically...21 How To Change Text Orientation...22 How To Wrap Text In A Cell...23 How To Format Numbers...24 How To Format Date...25 How To Change Cell Background Color...26 How To Add Outline Border...27 How To Add Double Line Border...28 How To Format Table Using AutoFormat...29 CREATING CHART...30 Creating Chart using Chart Wizard...31 How To Use Chart Wizard...32 How To Move Chart...35 How To Resize Chart...35 How To Change Chart Type...36 How To Change Chart Source Data...37 How To Swap Data Series In Legend With The X-axis...38 How To Move Existing Chart To Another Worksheet...39 Changing Chart Options...40 How To Change Chart Title, X axis And Y axis Title...41 How To Change Gridlines...42 How To Change Legend Options...43 How To Change Data Labels...44 How To Add Data Table...45 How To Delete Data Series...45 How To Add Data Series Using Mouse...46 How To Delete Chart...46 Formatting Chart

6 TABLE OF CONTENTS How To Change Font Format...48 How To Change Text Orientation...49 How To Change Object Color...50 How To Change The Order Of Data Series...51 How To Use Combination Of Chart Type...52 How To Create A Pie Chart...53 How To Use 3-D View To Rotate Chart...54 How To Explode A Wedge In Pie Chart...55 How To Create A Picture Chart...56 SETTING UP PAGE AND PRINT...57 Setting Up Page...58 How To Change Page Orientation...59 How To Change Scaling...59 How To Change Paper Size...60 How To Change Page Margin...60 How To Align To Center Of Page...61 How To Add Header / Footer...62 Previewing and Printing...64 How To Print Preview...65 How To Print Active Sheets...66 How To Print Selected Cells...67 How To Print Chart...68 How To Print Multiple Copies...69 EXERCISES...70 Exercise Formatting Worksheet...70 Exercise Creating Chart...71 Exercise Setting Up Page and Print

7 Formatting Worksheet Objectives: When you have completed these lessons, you will be able to: Adjust column weight and row height Format cells background and border Change font and font size Bold, Italic and underline Align data in a cell Merge cells and center data Change number to percentage Increase and decrease decimal points Double underline using menu option Align vertically Change text orientation Wrap text in a cell Format numbers Format date Change cell background color Add outline border Add double line border Format table using AutoFormat 7

8 FORMATTING WORKSHEET Adjusting Column Width / Row Height The column width and the row height of the worksheet could be modified to display the worksheet appearance. Normally, the column weight and row height are adjusted automatically when you format the cell. However, you may want to adjust the appearance manually. You can set column width and row height using: 1) The mouse. 2) The menu option. 8

9 FORMATTING WORKSHEET How To Adjust Column Width Using Mouse 1. Position the mouse pointer at the boundary on the right of the Column D heading. This is to adjust the column D width. The pointer is changed to a double-headed arrow, as shown below. 1. Position the pointer at the Column heading boundary. 2. Drag to adjust the width. TIPS If you want to AutoFit the column width, double-click at the boundary or click Format >> Column >> AutoFit Selection. 2. Drag to the width you want. The new column width is shown near the mouse pointer when you are dragging the pointer. If you want to adjust a few columns width at the same time, click all the columns and drag the boundary of any column heading. 3. Release the mouse button. The column width is adjusted as shown below. 9

10 FORMATTING WORKSHEET How To Adjust Column Width Using Menu 1. Select the Column B and C. Click and drag the column heading B and C to select the columns. 1. Click the column. 2. Click Format >> Column >> Width. 3. In the Column width box, type the new measurement you want. 4. Click the OK button. 2. From the menu, click Format >> Column >> Width. In the Column width box, type 6. A Column Width dialog box is displayed, as shown below 3. Click the OK button. The width of columns is set. 10

11 FORMATTING WORKSHEET How To Adjust Row Height Using Mouse 1. Position the mouse pointer at the boundary on the bottom of the Row 2 heading. This is to adjust the row 2 heights. The pointer is changed to a double-headed arrow, as shown below. 1. Position the pointer at the Row heading boundary. 2. Drag to adjust the heights. 2. Drag to the height The new row height is shown near the mouse pointer when you are dragging the pointer. The row height is changed as shown below. TIPS If you want to AutoFit the row height, double-click at the boundary or click Format >> Row >> AutoFit Selection. If you want to adjust a few rows height at the same time, click all the rows and drag the boundary of any row heading. 11

12 FORMATTING WORKSHEET How To Adjust Row Height Using Menu 1. Select the row 2. Click at the row 2 heading. 1. Click the row. 2. Click Format >> Row >> Height. 3. In the Row height box, type the new measurement you want. 4. Click the OK button. 2. From the menu, click Format >> Row >> Height. In the Row height box, type 40. A Row Height dialog box is displayed, as shown below. 3. Click the OK button. The row height is set. 12

13 FORMATTING WORKSHEET Formatting Cell Using Toolbar Excel allows you to control the appearance of the cells. This includes the data format, font, alignment, border, and pattern of the cells. How To Change Font 1. Select the cells B2:D2, where you want to change the format. The cells are highlighted. 1. Click the cell. 2. Click the Font dropdown arrow on the Formatting toolbar. 3. Click the font you want. 2. Click the Font drop-down arrow on the Formatting toolbar. A list of the font types is displayed. 3. Click Times New Roman from the drop-down list. Note that the fonts in cell B2:D2 are changed. 13

14 FORMATTING WORKSHEET How To Change Font Size 1. Select the range A3:A5. To format the sales persons names. How to Bold text: Click the Bold button or press <Ctrl>+<B> How to Italic text: Click the Italic button or press <Ctrl>+<I> 2. Click Font Size drop-down arrow on the Formatting toolbar. A list of the font sizes is displayed. How to Underline text: Click the Underline button or press <Ctrl>+<U> How to Change Font Color: Click the Font Color button and click the color you want. 3. Click 12 from the list. The font size in cells A3:A5 are changed. How To Bold 4. Click the Bold button. How To Italic 5. Click the Italic button. How To Underline 6. Click the Underline button. 14

15 FORMATTING WORKSHEET How To Change Font Color 7. Click the Font color drop-down arrow on the Formatting toolbar. The Font Color Palette is displayed. TIPS If the formatting buttons are not visible on the formatting toolbar, you may click at the button at the right of the formatting toolbar to expand the hidden button. 8. Click the Blue color. The font is formatted as shown below. 15

16 FORMATTING WORKSHEET How To Align Data In A Cell 1. Select the cells B2:C2. You are to align center the content in cells. Click the Alignment button, Center, Align Left or Align Right on the Formatting toolbar. 2. Click the Center button. The cell content is aligned to center horizontally. TIPS You can also justify align the data in the cell. Click Format >> Cells. Click the Alignment tab. Under the Text alignment area, click Justify in the Horizontal box. Alignment Button Align Center Align Left Align Right Description Align cell content to center. Align cell content to left. Align cell content to right. How To Indent Data In A Cell 1. Select the cell D2. You want to increase indent the content in the cell. Click Increase Indent button or Decrease Indent buttons. 2. Click the Increase Indent button Note that the indent in the cell has increased. Click the button again to increase the indent. To decrease indent, click decrease indent button 16

17 FORMATTING WORKSHEET How To Merge Cells And Center Data 1. Select the cells A1:D1. The title of the table needs to be shown at the center of the table width. 1. Select the cells. 2. Click the Merge and Center button on the Formatting toolbar. 2. Click the Merge And Center button. The selected cells are merged and the title of the table is set to the center of the merged cell. 17

18 FORMATTING WORKSHEET How To Change Number To Percentage 1. Select the cells D3:D5. The selected numbers need to be changed to percentage format. 1. Select the cell. 2. Click the Percentage button. 2. Click the Increase Indent button. Numbers are changed to percentage without decimal. How To Increase / Decrease Decimal Points 1. Click the Increase Decimal button twice. The numbers are formatted to 2 decimal points. 1. Click the Increase Decimal button. 2. Click the Decrease Decimal button. 2. Click the Increase Decimal button The decimal numbers are changed to 1 decimal point. 18

19 FORMATTING WORKSHEET Formatting Cell Using Menu Options You can format the cell using Format Cells dialog box from the menu. From the menu, click Format >> Cells, the Format Cells dialog box is displayed as shown below. Tab Number Alignment Font Border Patterns Protection Description You can specify the format style of the context in the cell You can specify text alignment, text control and text orientation. You can specify font, font style, font size, font color, font effect and underline. You can specify border color and line style. You can specify the cell pattern and color. You can protect the cell to be locked to avoid changes and formula to be hidden from viewer. 19

20 FORMATTING WORKSHEET How To Double Underline Using Menu Option 1. Select the cells A3:A5. You want to format the text to have double underline instead of one. 1. Select the cell. 2. Click Format >> Cells. 3. Click the Font tab. 4. Click Underline dropdown arrow and click Double. 5. Click the OK button. 2. From the menu, click Format >> Cells. Click the Font tab. The Format cells dialog box is displayed. 3. Click the Underline drop-down arrow, and click Double from the list. The single underline is changed to double underline. 4. Click the OK button. The cells contents are double underlined. 20

21 FORMATTING WORKSHEET How To Align Vertically 1. Select the cells B2:C2. To align the months to the middle of the cell. 1. Click the cell. 2. Click Format >> Cells. 3. Click the Alignment tab. 4. Click the Vertical drop-down arrow and click Center. 5. Click the OK button. 2. From the menu, click Format >> Cells. Click the Alignment tab. The Format Cell dialog box is displayed. 3. Click the Vertical drop-down arrow, and click Center. 4. Click the OK button. The months are aligned to the middle of the cells. 21

22 FORMATTING WORKSHEET How To Change Text Orientation 1. Select the cells B2:C2. To change the text orientation. 1. Click the cell. 2. Click Format >> Cells. 3. Click the Alignment tab. 4. In the Degrees box, type the number. 5. Click the OK button. 2. From the menu, click Format >> Cells. Click the Alignment tab. The Format Cell dialog box is displayed. 3. In the Degrees box, type 45. You can also click and drag the red diamond sign up manually. 4. Click the OK button. The month s text orientation is changed to 45 degrees anti-clock wise. 5. Change the Text Orientation again to 90 degrees anticlock wise. The text orientation of the months is changed, as shown below. 22

23 FORMATTING WORKSHEET How To Wrap Text In A Cell 1. In cell A9, type Unit Price in US currency. Click to confirm the entry. You want to wrap the text within the cell A9. 1. Click the cell. 2. Click Format >> Cells. 3. Click the Alignment tab. 4. Under the Text control area, click the Wrap text check box. 5. Click the OK button. 2. From the menu, click Format >> Cells. Click the Alignment tab. The Format Cell dialog box is displayed. 3. Under the Text control area, click the Wrap text check box. The Shrink to fit is disabled if the Wrap text is checked. TIPS If you want the word `US appears on the third line, click the left of the word `US in formula bar and press <ALT>+<Enter> to insert a line break. Text control options Wrap text Shrink to fit Merge cells Description Wraps text into multiple lines dependent on the column width and the length of the cell contents in a cell. Adjust the font size so that all data in a selected cell fits within the column. Combines two or more selected cells into a single cell. 4. Click the OK button. The text is wrapped within the cell A9. 23

24 FORMATTING WORKSHEET How To Format Numbers 1. Select the cells C3:C6. You want to format the numbers to currency. 1. Select the cells. 2. Click Format >> Cells. 3. Click the Number tab. 4. In Category list box click Currency. 5. Click the OK button. 2. From the menu, click Format >> Cells. Click the Number tab. The Format Cell dialog box is displayed. 3. In the Category list box, click Currency. The details options for the category are displayed on the right. Change the options if necessary. TIPS If the cell displays ####### as the content, you need to enlarge the column width in order to see the details. 4. Click the OK button. The numbers are formatted to currency. The column is too small to display the contents. After you enlarge the column width, contents are displayed as shown below. 24

25 FORMATTING WORKSHEET How To Format Date 1. In the cell B10, type Report Date and in the cell C10, type the formula =TODAY(). You use function to insert the current date in cell C10. Then, you want to format the date to 30-Jan Select the cell. 2. Click Format >> Cells. 3. Click the Number tab. 4. In Category list box, click Date. 5. In the Type list box, click the format you want. 6. Click the OK button. 2. From the menu, click Format >> Cells. Click the Number tab. The Format Cell dialog box is displayed. 3. In the Category list box, click Date. The details options for the category are displayed on the right. Change the options if necessary. 4. In the Type list box, Click 14-Mar--01 formats. Note the preview of the data appears in the Sample area. 5. Click the OK button. The date is reformatted, as shown below.. 25

26 FORMATTING WORKSHEET How To Change Cell Background Color 1. Select the cell A6:C6. You want to change the cells background color to yellow. 1. Select the cell. 2. Click Format >> Cells. 3. Click the Pattern tab. 4. Under the Color area, click the color you want. 5. Click the OK button. 2. From the menu, click Format >> Cells. Click the Pattern tab. The Format Cells dialog box is displayed. 3. Under the Color area, click Yellow from the color palette. You may choose the pattern if you want. 4. Click the OK button. The cells background is changed to yellow 26

27 FORMATTING WORKSHEET How To Add Outline Border 1. Select the cells A2:D6. You want to draw an outline for the selected range. 1. Select the cell. 2. Click Format >> Cells. 3. Click the Borders tab. 4. In the Line Style box, click the line style. 5. Under the Presets or Border area, draw the border using the buttons. 6. Click the OK button. 2. From the menu, click Format >> Cells. Click the Borders tab. The Format Cells dialog box is displayed. 3. In the Line Style box, click the thick line style. Under the Presents area, click the Outline button. The selected options are displayed as shown below. TIPS If you want to remove all the borders, click the None button in the Presets area or click the Border buttons in the border area. 4. Click the OK button. An outline is added to the selected range. 27

28 FORMATTING WORKSHEET How To Add Double Line Border 1. Select the cells A3:D3. You want to draw a double border above the selection. 1. Select the cell. 2. Click Format >> Cells. 3. Click the Borders tab. 4. In the Line Style box, click the Double Line style 5. Under the Presets or Border area, draw the border using the buttons. 6. Click the OK button. 2. From the menu, click Format >> Cells. Click the Border tab. The Format Cells dialog box is displayed. 3. In the Line Style Box, click Double Line style. Under the Border area, click the Top Border button. The border settings are as shown below. TIPS If you want to remove the border, click the Border button again. 4. Click the OK button. A double borderline is drawn above the selection. 28

29 FORMATTING WORKSHEET How To Format Table Using AutoFormat 1. Select the table range A1:D6. You want to apply a predefine table format at the selected table. 1. Select the table range. 2. Click Format >> AutoFormat. 3. Click the Table Style. 4. Click the OK button. 2. From the menu, click Format >> AutoFormat. Click the Classic 2 table style. The AutoFormat dialog box is displayed. 3. Click the OK button. The Classic 2 style is applied to the selected table. 29

30 Creating Chart Objectives: When you have completed these lessons, you will be able to: Use chart wizard Move and resize chart Change chart type Change chart source data Swap data series in legend with the X- axis Move existing chart to another worksheet Change chart title, X-axis and Y-axis Change gridlines Change legend options Change data labels Add data table Delete data series Format chart Use combination of chart type Create a pie chart Use 3-D view to rotate chart Explode a wedge in Pie chart Create a picture chart 2001 ComputerTrainingManual.com 30

31 CREATING CHART Creating Chart using Chart Wizard Excel provides an easy way to create charts quickly by the Chart Wizard. The Chart Wizard leads you thought a series of steps that allow you to set the options for the chart. There are 4 steps involved. Chart Wizard Steps Step 1: Chart Type Step 2: Source Data Step 3: Chart Options Step 4: Location Description Select the chart type and sub-type. Select or verify the range of the data for the chart. Set various chart options. Select where to place the chart. Normally, you select the range of data for the chart prior to the wizard. Then the wizard helps you to produce the chart as shown below. Without Using Chart Wizard. You can also create a chart without using the wizard quickly. However, the chart is created using the default chart type and is created onto a new chart sheet. To do that, select the data you want to plot, and then press <F11>. 31

32 CREATING CHART How To Use Chart Wizard 1. Select the range A2:D5 that contains the data you want to appear in the chart. Select the data and label only. Do not select the total if the figures are not being shown in the chart. 1. Select the data range for the chart. 2. Click the Chart Wizard button. 3. Click the Chart type and the Chart subtype. 4. Click the Next button. 5. Click the Next button again. 6. In the Title box, type the title for the chart. 7. Click the Next button. 8. Select where you want to place the chart either of a new worksheet or the existing worksheet. 9. Click the Finish button. 2. Click the Chart Wizard button on the Standard toolbar. Chart Wizard Step 1 of 4 Chart Type dialog box is displayed. 3. In the Chart Type box, click the Column chart type. In the Chart sub-type, click the first chart sub-type. Make the selection as shown below. 32

33 CREATING CHART 4. Click the Next button. Chart Wizard Step 2 of 4 Chart Source Date dialog box is displayed. You may select the data range again if you have not selected the range or you want to select another range instead. 5. Click the Next button. Chart Wizard Step 3 of 4 Chart Options dialog box is displayed. 6. In the Chart title box, type the chart title Sales for You may want to add the X-axis and Y-axis titles as well. 33

34 CREATING CHART 7. Click the Next button. Chart Wizard Step 4 of 4 Chart Location dialog box is displayed. 8. In the As object in list box, click Sheet1. This is to place the chart in the existing worksheet Shett1. 9. Click the Finish button. The chart will be created on the worksheet as shown below. When you click at the chart, the Chart menu appears at the menu bar and the Chart toolbar is displayed as well. 34

35 CREATING CHART How To Move Chart 1. Position the mouse at the Chart Area of the chart. 2. Drag the chart to the new location. 1. Position the mouse pointer at the Chart Area. The Chart Area is the white space in the chart. Do not point to any elements in the chart.. 2. Drag the chart to the new location. A dotted outline is displayed when you drag the chart to indicate the new chart location. How To Resize Chart 1. Position the mouse at the resize handle of the chart object. 2. Drag to resize. 1. Position the mouse pointer at any resize handle of the chart object. The mouse pointer changes to a double-headed arrow pointer. The corner resize handle changes both the height and weight of the chart object while others just change either the height or the weight of the object. 2. Drag the chart object to the size you wish. A dotted outline is displayed when you drag the resize handle to indicate the new chart size. 35

36 CREATING CHART How To Change Chart Type 1. Click the chart to select it. If you do not click the chart, the Chart menu does not appear. 1. Select the chart. 2. Click Chart >> Chart Type. 3. In the Chart Type box, click the new chart type. 4. Click the OK button. 2. From the menu, click Chart >> Chart Type. The Chart Type dialog box is displayed. 3. In the Chart Type box, click the new chart type Bar. The Chart Type dialog box is displayed, as shown below. 4. Click the OK button The Column chart is changed to Bar chart. 36

37 CREATING CHART How To Change Chart Source Data 1. Click the chart. 2. Click Chart >> Source Data. 3. In the Data range box, enter the new range source data. 4. Click the OK button. 1. Select the chart. From the menu, click Chart >> Source Data. The Source Data dialog box is displayed. 2. In the Data range box, enter the new source data range. You can click at the collapse dialog button press <Enter> key. and select the new range, then TIPS You can use <Ctrl> key to click nonadjacent cell ranges. 3. Click the OK button. The chart is updated. 37

38 CREATING CHART How To Swap Data Series In Legend With The X-axis 1. Select the chart. From the menu, click Chart >> Source Data. The Source Data dialog box is displayed. 1. Select the chart. 2. Click Chart >> Source Data. 3. In the Series in option lists, click the option you want. 4. Click the OK button. 2. In the Series in option lists, click Columns option button. This specifies that the data series are in columns. 3. Click the OK button. The chart is updated, as shown below. 38

39 CREATING CHART How To Move Existing Chart To Another Worksheet 1. Select the chart. From the menu, click Chart >> Location. The Chart Location dialog box is displayed. 2. Click the As new sheet option button and type Sales Chart. Excel will create the Sales Chart worksheet and move the chart onto the new worksheet. 1. Select the chart. 2. Click Chart >> Location. 3. Click the As new sheet option button and type the new worksheet name. 4. Click the OK button. TIPS If you want to move the chart to another existing worksheets, click As object in option button and select the worksheet you want to move to. 3. Click the OK button. The chart is move to the Sales Chart worksheet. Note that the new worksheet is inserted on the left of the selected worksheet. 39

40 CREATING CHART Changing Chart Options After the chart is created, you can still change the chart options set earlier during the chart wizard. The chart contains several elements called objects. Chart Object Chart area Plot area Chart Title Category (X) axis Value (Y) axis Legend Series Marker Gridlines Description The entire chart area. If you want to format this area, double click at the white space instead of any objects in the chart. The area where the data is plotted. The title of the chart. The axis that contains the categories being plotted. The axis that contains the values being plotted. The description of the data series. Graphic elements for the data series in the chart like bars, columns, lines etc. Lines that extend from the axis across the plot area. 40

41 CREATING CHART How To Change Chart Title, X axis And Y axis Title 1. Select the chart. From the menu, click Chart >> Options. Click the Title tab. The Chart Options dialog box is displayed. 1. Select the chart. 2. Click Chart >> Options. 3. Click the Title tab. 4. Type the Chart, (X) axis and (Y) axis title. 5. Click the OK button. TIPS You can also click at the title in the chart to select the title and type the new name and press <Enter>. 2. Change the Chart title to Sales for 1Qtr In the Category (x) axis box, type 2001 and In the Value (Y) axis box, type Sales. Note that the preview on the right is updated when you are changing the Titles. 3. Click the OK button. The chart is updated as in the preview box. 41

42 CREATING CHART How To Change Gridlines 1. Select the chart. From the menu, click Chart Options from the menu. Click the Gridlines tab. The Chart Options dialog is displayed. 1. Select the chart. 2. Click Chart >> Options. 3. Click the Gridlines tab. 4. Click the gridlines check boxes you want. 5. Click the OK button. 2. Click the gridlines check boxes that you want to show in the chart. You can see the preview box on the right for any gridlines you select. Category (X) axis Major gridlines Displays gridlines at the major intervals on the category (x) axis. Minor gridlines Displays gridlines at the minor intervals on the category (x) axis. Value (Y) axis Major gridlines Displays gridlines at the major intervals on the series (y) axis. Minor gridlines Displays gridlines at the minor intervals on the series (y) axis. 3. Click the OK button. The chart gridlines are updated. 42

43 CREATING CHART How To Change Legend Options 1. Select the chart. 2. Click Chart >> Options. 3. Click the Legend tab. 4. Under the Placement area, click the option you want. 5. Click the OK button. 1. Select the chart. From the menu, click Chart >> Options. Click the Legend tab. The Chart Options dialog box is displayed. 2. Under the Placement area, click Bottom option button. The legend is move to the bottom as displayed in the preview box. TIPS If you want to hide the legend, uncheck Show legend check box in the Chart Options dialog box. You can also click the legend directly from the chart and press <Delete>. 3. Click the OK button. The legend is moved. 43

44 CREATING CHART How To Insert Data Labels 1. Select the chart. 2. Click Chart >> Options. 3. Click the Data Labels tab. 4. Under the Data labels area, click the option you want. 5. Click the OK button. 1. Select the chart. From the menu, click Chart >> Options. Click the Data Labels tab. The Chart Options dialog box is displayed. 2. Under the Data labels area, click Show value option button. The values are displayed at the top of each bar. TIPS Check the Legend key next to label if you want to place legend keys, with the assigned format and color, next to the data labels in the chart. 3. Click the OK button. The data labels are added to the chart. 44

45 CREATING CHART How To Add Data Table 1. Select the chart. 2. Click Chart >> Options. 3. Click the Data Table tab. 4. Click the Show data table check box. 5. Click the OK button. 1. Select the chart. From the menu, click Chart >> Options. Click the Data Table tab. The Chart Options dialog box is displayed. 2. Check the Show data table check box. Note that the data table appears below the chart as shown in the preview box. 3. Click the OK button. The data table is added as displayed in the preview box. How To Delete Data Series 1. Click at any Steve bar in the chart to click the data series. You want to delete Steve data series. Dot appears at the center of each bar. 1. Click the data series in the chart. 2. Press <Delete>. 2. Press <Delete>. The data is deleted from the chart as shown below.. 45

46 CREATING CHART How To Add Data Series Using Mouse 1. Select the range A5:D5 (Steve data). You want to add the highlighted data range into the chart. 2. Position the mouse pointer to the border of the highlighted range. The pointer changes to an arrow. 1. Select the range. 2. Position the mouse pointer to the border of the highlighted range. 3. Drag the selected range to the chart area. 3. Drag the selected range to the chart area. Steve data series are added into the chart. How To Delete Chart 4. Select the chart. Press <Delete>. The chart is deleted from the worksheet. 1. Click the chart. 2. Press <Delete>. 46

47 CREATING CHART Formatting Chart You can format the chart to according to your requirements as below. Before the chart formatting: After the chart formatting: 47

48 CREATING CHART How To Change Font Format 1. Double-click the chart title Sales for 2001 in the chart. Click the Font tab. The format chart title dialog box is displayed. 1. Double-click the chart title in the chart. 2. Click the Font tab. 3. Change the necessary font format and click the OK button. TIPS You can format any objects in the chart by double clicking the objects. 2. Make necessary changes to the font format and click the OK button. The format of the title is changed. 48

49 CREATING CHART How To Change Text Orientation 1. Double-click the text object. 2. Click the Alignment tab. 3. Under the Orientation area, in the Degrees box, enter the new text orientation degrees. 4. Click the OK button. 1. Double-click any x-axis title or Jan. Click the Alignment tab. The Format Axis dialog box is displayed. 2. Under the Orientation area, in the Degrees box, type 90 You can use the arrow button to increate the number in the box or drag the red diamond shape handle to change the text orientation. 3. Click the OK button. The text orientation of the x-axis is changed, as shown below. 49

50 CREATING CHART How To Change Object Color 1. Double-click any Series Markers or John bar. Click the Patterns tab. The Format Data Series dialog box is displayed. 1. Double-click the object. 2. Click the Patterns tab. 3. From the Area color palette. Click the color you want. 4. Click the OK button. TIPS You can change any objects color like the chart area color, plot area color, legend etc. Just double-click at the object and set the format in the displayed dialog box. 2. From the Area color palette, click the Green color. The Sample area is filled with the selected color. If you want to have more effects on the objects instead of a plain color, click Fill Effects button in the to select gradient, texture, pattern or picture to fill the object. The Fill Effects dialog is displayed as shown below. 3. Click the OK button. The object color is changed. 50

51 CREATING CHART How To Change The Order Of Data Series 1. Double-click the data series. 2. Click the Series Order tab. 3. Click the data series. 4. Click Move Up or Move Down button to move the data series. 5. Click the OK button. 1. Double-click any bar or John bar. Click the Series Order tab. The Format Data Series dialog box is displayed. 2. In the Series order list box, click John. Click Move Down button to move one step down. You can see that the John data series appear after Mary data series in the preview box. 3. Click the OK button. John data series appears after the Mary data series. 51

52 CREATING CHART How To Use Combination Of Chart Type 1. Click the Steve bar to select the Steve data series. You want change only Steve data series to line chart instead of column chart. Make sure a dot appears in each of the Steve data series. 1. Click the data series. 2. Click Chart >> Chart Type. 3. Click the Standard Types tab. 4. Click the Chart type and Chart sub-type. 5. Click the OK button. 2. From the menu, click Chart >> Chart Type. Click the Standard Types tab. The Chart Type dialog box is displayed. 3. In the Chart type box, click Line. Under the Chart subtype area, click the forth box. The Chart Type dialog box is displayed as shown below. You have selected a chart type that contains line with markers displayed at each data value. 4. Click the OK button. The Chart is changed to a combination chart as shown below. 52

53 CREATING CHART How To Create A Pie Chart 1. Select the range A2:B5 as the chart data series. For pie chart, only one data series is needed. 1. Select the range. 2. Click the Chart Wizard button. 3. Click the Standard Types tab. 4. In the Chart types box, click Pie. 5. Click Chart sub-type if necessary. 6. Click the Finish button. 2. Click the Chart Wizard button on the toolbar. The Chart Wizard dialog box is displayed. 3. Click the Standard Types tab. In the Chart types box, Click Pie. Under the Chart sub-type area, click the second Chart sub-type. The dialog box is displayed as shown below. 4. Click the Finish button. The pie chart is created. 53

54 CREATING CHART How To Use 3-D View To Rotate Chart 1. Select the chart. 2. Click Chart >> 3D View. 3. Set the Elevation, Rotation and Height. 4. Click the OK button. 1. Select the chart. From the menu, click Chart >> 3D View. The 3-D view dialog box is displayed. 2. In the Elevation box, type 30. In the Rotation box, type 90. In the Height box, type 50. The 3-D View dialog box is displayed as shown below. 3-D Options Description Elevation Indicates the height you want to view the chart from. (From -90 to 90 degrees) Rotation Controls the rotation of the chart. (From degrees) Height Controls the height of the z-axis and the chart walls relative to the length of the x-axis or the width of the chart at its base. The height is measured as a percentage of the x-axis length. 3. Click the OK button. The pie is rotated and the height is changed. 54

55 CREATING CHART How To Explode A Wedge In Pie Chart 1. Select the pie chart. A dot appears at each data series of the pie chart. 1. Select the pie chart. 2. Click again at the data series that you want to pull out. 3. Drag the data series away from the pie chart. 2. Click the wedge you want to explode. Dots appear only around the selected wedge. 3. Drag the selected wedge away from the pie. The gray outline indicated the new location of the data series. The data series is pulled out as shown below. 55

56 CREATING CHART How To Create A Picture Chart 1. Click the picture you want to replace the column bar in column chart. Click the Copy button to copy the picture. You can insert the picture from the clipart gallery or draw the picture manually using graphical software. 1. Click the picture. 2. Click the Copy button. 3. Click the data series in the chart 4. Click the Paste button. 2. Click the John column bar. You want to replace John data series in the chart with the copied picture. 3. Click the Paste button. The chart is changed, as shown below. 56

57 Setting Up Page and Print Objectives: When you have completed these lessons, you will be able to: Setup Page Orientation Change scaling and paper size Control page margins Align to center of page Add header and footer Preview the worksheet Print active sheets Print selected cells Print charts 57

58 SETTING UP PAGE AND PRINT Setting Up Page Page formatting allows you to control features that will affect the entire page such as page orientation, the scaling, paper size, page margins, header and footer of the page etc. Your settings are applicable to the worksheet where you set the page properties. Left Margin Top Margin Right Margin Header Bottom Margin Footer Page Orientation: Portrait Page Orientation: Landscape Scaling: 150% of original. Alignment: Center on page Vertically and Horizontally 58

59 SETTING UP PAGE AND PRINT How To Change Page Orientation 1. From the menu, click File >> Page Setup. Click the Page tab. The Page Setup dialog box is displayed, as shown below. 1. Click File >> Page Setup. 2. Click the Page tab. 3. Under the Orientation area, click the option you want. 4. Click the OK button. 2. Under the Orientation area, click the Landscape option button. The default orientation is portrait. 3. Click the OK button. The orientation of the page is set to landscape (horizontal). How To Change Scaling 1. Click File >> Page Setup. 2. Click the Page tab. 3. In the Adjust to box, type the percentage. 4. Click the OK button. 1. From the menu, click File >> Page Setup. Click the Page tab. Page Setup dialog box is displayed, as shown below. 2. Under the Scaling area, in the Adjust to box, type 150. You can click to up arrow in the box to increase the number. 3. Click the OK button. The printout on the worksheet is enlarged. 59

60 SETTING UP PAGE AND PRINT How To Change Paper Size 1. From the menu, click File >> Page Setup. Click the Page tab. Page Setup dialog box is displayed, as shown below. 2. In the Paper size list box, click 8 1/2x11in. 1. Click File >> Page Setup. 2. Click the Page tab. 3. In the Paper Size box, click the paper size you want. 4. Click the OK button. 3. Click the OK button. The paper size is changed. How To Change Page Margin 1. Click File >> Page Setup. 2. Click the Margins tab. 3. In the Top, Left, Right and Bottom box, type the margin you want to change. 4. Click the OK button. 1. From the menu, click File >> Page Setup. Click the Margins tab. Page Setup dialog box is displayed as shown below. 2. In the Top, Left, Right and Bottom box, type the margin you want to change. The margin is in inch in this example. 3. Click the OK button. The margin is set. 60

61 SETTING UP PAGE AND PRINT How To Align To Center Of Page 1. From the menu, click File >> Page Setup. Click the Margins tab. The Page Setup dialog box is displayed, as shown below. 1. Click File >> Page Setup. 2. Click the Margin tab. 3. Under the Center on page area, click Horizontally and Vertically check boxes options. 4. Click the OK button. 2. Under the Center on page area, click Horizontally and Vertically check boxes options. This is to set the content to the center of the page. 3. Click the OK button. The content appears at the middle of the printout. 61

62 SETTING UP PAGE AND PRINT How To Add Header / Footer 1. From the menu, click File >> Page Setup. Click the Header/Footer tab. The Page Setup dialog box is displayed, as shown below. 1. Click File >> Page Setup. 2. Click the Header/Footer tab. 3. Click the Custom Header button. 4. Type in text or use the buttons to insert self updated information. 5. Click the OK button. 2. Click the Custom Header button. The Header dialog box is displayed. 3. In the Left section box, type Training. Click the Right section box and then click the Date button to insert a current date. The header is set as shown below. 62

63 SETTING UP PAGE AND PRINT TIPS If you want to display page numbering in e.g. Page 1 of 6 format. Type Page &[Page] of &[Pages] If you want to start page numbering other than 1, use &[Page]+. E.g. Number 3 is display if you use &[Page]+2 4. Click the OK button. The header dialog box is closed and the header is displayed in the Page Setup dialog box as shown below. Your date is different from the illustration as it shows the current date. Other buttons to customize the header and footer: Button Functions Syntax Format Text Insert Page Numbering &[Page] Insert Total Page Number Insert Current Date Insert Current Time Insert Current File Name Insert Current Worksheet Name &[Pages] &[Date] &[Time] &[File] &[Tab] 63

64 SETTING UP PAGE AND PRINT Previewing and Printing To get a better idea of how your worksheet will look like when you print it, Excel provides you with a Print Preview mode. The Print Preview mode will allow you to view your worksheet as a reduced image of how it will print. Print Preview is the most accurate way of displaying your worksheet and is useful to check if any obvious layout changes are necessary before printing it. You can select what you want to print from the worksheets: print the whole worksheet, all active worksheets, only the selected range or only the chart as shown below below. Print Whole worksheet Print selected range Print the chart 64

65 SETTING UP PAGE AND PRINT How To Print Preview 1. From the menu, click File >> Print Preview. Print Preview window is displayed. 1. Click File >> Print Preview. 2. Click the Close button to exit the preview. TIPS You can also click the Preview button to activate the Print Preview. Use the command buttons in the Print Preview window to carry out more actions. Button Next Previous Zoom Print Setup Margins Page Break Preview Normal View Close Action Display the next page Displays the previous page Enlarge / reduce the content in the preview screen Print the current selection with printing options Setup the page Display or hides margin handles Display page break preview for you to adjust the page break Display in normal view Close the print preview window 2. Click the Close button to exit the preview window. The worksheet is displayed again. 65

66 SETTING UP PAGE AND PRINT How To Print Active Sheets 1. Select the sheet that you want to print Click at the sheet tab. To select multiple sheets, press <Ctrl> + click a few worksheets tab. 2. From the menu, click File >> Print. Print dialog box is displayed. 1. Select the sheets you want to print. 2. Click File >> Print. 3. Under the Print What area, click Active sheet(s) option button. 4. Click the OK button. 3. Under the Print What area, click the Active sheet(s) option button. This is the default setting. 4. Click the OK button. All the selected sheets are printed. 66

67 SETTING UP PAGE AND PRINT How To Print Selected Cells 1. Select the cells A2:C6 that you want to print. To select multiple ranges, hold down <Ctrl> key and select subsequent ranges. 1. Select the cells. 2. Click File >> Print. 3. Under the Print What area, click Selection option button. 4. Click the OK button. 2. From the menu, click File >> Print. The Print dialog box is displayed. 3. Under the Print What area, click Selection option button. Only the selected cells are printed.. 4. Click the OK button. The selected cells are printed. 67

68 SETTING UP PAGE AND PRINT How To Print Chart 1. Select the chart to be printed. Click the chart to select it. 1. Select the chart. 2. Click File >> Print. 3. Click the OK button. 2. From the menu, click File >> Print. The Print dialog box is displayed. The Selected Chart option is enabled and is selected. 3. Click the OK button. The chart is printed.. 68

69 SETTING UP PAGE AND PRINT How To Print Multiple Copies 1. From the menu, click File >> Print. The Print Dialog Box is displayed. 1. Click File >> Print. 2. Under the Copies area, in the Number of copies list box, type the number of copies you want to print. 3. Click the OK button. 2. Under the Copies area, in the Number of copies list box, type 2. This is to print 2 copies of the selected worksheets. 3. Click the OK button. A complete copy of the document is printed before the first page of the next copy is printed if Collate box is checked. 69

70 EXERCISES Exercises Exercise Formatting Worksheet 1. Open the training.xls from previous exercise as shown below below. If you do not have the file, just create the following table in a new workbook. 2. Adjust the row height for row 3 to Adjust the column weight for column C to Change sales person names (C4:C6) font to Times New Roman, Font size to 12, Italic, underlined and blue font color. 5. Format months (D3:F3) to bold, aligned center, red font color, text align center vertically, text orientation to Edit cell C7 to Total Sales for each month and word warp the cell. 7. Change cell D9 to currency format. 8. Increase D10 decimal to 2 decimal places. 9. Merge and center the range C2:G2 and type in the title Sales Report for First Quarter. Chang title format to 10. Draw thick outline as the border for the table range C3:G7 and a double line above the Total Sales for each month range C7:G Change background color for range C7:G7 to yellow. 12. The formatted table is shown as shown below below. 70

71 EXERCISES Exercise Creating Chart 1. Open the training.xls from previous exercise as shown below below. If you do not have the file, just create the following table in a new workbook (you can ignore the cell format used). Create Column Chart 1. Select the range for the chart (C3:F6). 2. Create column chart using chart wizard. 3. Move the chart to cell C Resize the chart to fit in range C12:J Change the chart type to bar chart type. 6. Change the chart type back to column chart type. 7. Change the chart source data to range C3:E6 only 8. Swap Data series Legend with the x-axis. (Data series in rows to columns) 9. Add the Chart Title to Monthly Sales Analysis 10. Add the X-axis Title to Sales Person and Y-axis Title to Sales 11. Add Major gridlines for category X-axis. 12. Change the legend to the bottom of the plot area. 13. Show values in plot area (Add data labels: show value) 14. Format the Title font to Times New Roman, size 16, bold and blue color. 15. Format the Y-axis title (Sales) to horizontal text orientation and move it to the top of the Y-axis. 16. Change the plot background color to light green. 17. Change Feb data to gradient effect: 2 colors (green and yellow), diagonal up shading style. 18. Delete Jan data series using <delete> key 19. Add Jan data series back into chart using mouse. 20. Rearrange Jan data series before Feb. 71

72 EXERCISES 21. The formatted column chart is displayed as shown below. Create Pie Chart 1. Select the range for the pie chart (C3:D6) 2. Create 3-D pie chart using chart wizard onto a new chart worksheet name Sales Pie Chart. 3. Rotate the pie chart 90, elevation 45 and height 70% of base. 4. Explode Tommy wedge from the pie chart. 5. The formatted pie chart is displayed as shown below. 72

73 EXERCISES Exercise Setting Up Page and Print 1. Create the following table and chart in a new worksheet. 2. Preview the printing 3. Change page orientation to landscape. 4. Change scaling to 150%. 5. Change page margin: left margin 1.5 and right margin Align the table and chart to the center of the page horizontally and vertically. 7. Add Sales Department in the left section of the page header. 8. Add Page numbering to the right section of the page footer. 73