Excel 2000 MICROSOFT. Level 2. Version N2

Transcription

1 MICROSOFT Excel 2000 Level 2 Version N2 ICT Training First Floor, Victoria House Queen Alexandra Hospital Cosham PO6 3LY Tel: ext: ICT.Training@porthosp.nhs.uk Website: ICT TRAINING has made every effort to ensure that the material in this manual was correct at the time of publication but cannot be held responsible for any errors or inaccuracies. ICT TRAINING reserves the right to change or replace information contained in the manual without notice. For the most up to date version please refer to the ICT Training website.

2 CONTENTS 1. GENERAL COURSE INFORMATION INSERTING DATA INTO MULTIPLE CELLS AT ONCE (GROUP WORKSHEETS) Grouping for Simultaneous Update FILTER DATA USING MORE THAN ONE CRITERIA The AutoFilter Filter using Operators The Advanced Filter Customizing AutoFilter criteria Display Data using a Criteria Range (New Location) Using the Top 10 Feature Copying Filtered Data to another Location THE SORT FEATURE Adding a sort to a list of data Removing a sort USE THE AUTOMATIC SUB-TOTALS FEATURE Sub Totals USE CONDITIONAL FORMATTING HLOOKUP AND VLOOKUP FUNCTIONS USE MORE COMPLEX FUNCTIONS AND FORMULAS IF Function Nested If functions IF combinations Date Functions DATEIF CHARTS Different Chart Types Available in Excel Create simple charts with titles and labels Chart Source Data options Chart Options Chart Location Re-sizing and moving charts Editing charts...24

3 9.8. Using the Chart toolbar Changing the chart type Deleting a chart Modify a Chart Changing the Chart Type The Elements of the Chart Toolbar To Change the Chart Type Add Chart Axes Titles Change the Bar or column Colours Chart Display units Print a Chart Adding a Trendline Formatting a trendline ADD AN EXCEL CHART TO A WORD DOCUMENT Add an existing chart Add a new chart FAULT REPORTING Out of office hours ICT TRAINING CANDIDATE APPEALS PROCEDURE VERSION CONTROL/LOG...38

4 1. GENERAL COURSE INFORMATION COURSE TITLE METHOD OF TRAINING DURATION EXCEL 2000 LEVEL TWO Classroom 3 hours PRE-REQUISITES Using Your Computer at Work Level 1, 2 and 3 Successful completion of an on-line skills test Excel 2000 Introduction ABOUT THE COURSE This course covers the skills necessary to use Excel effectively to produce more complex spreadsheets and formula/functions, e.g. math, statistical, financial. SUITABLE FOR Those who are familiar with Microsoft Excel fundamental operation and users who have completed the Excel 2000 Level 1 course OBJECTIVES This course will enable the student to: 1. Insert data into multiple cells at the same time using the group worksheets facility. 2. Filter data using more than one criteria. 3. Use the automatic sub-totals feature and sort a cell range 4. Apply conditional formatting to a list of data 5. Use more complex functions and formulas. 6. Identify and correct errors in formulas. 7. Create, format and edit charts. 8. Add an Excel chart to a Word document. 4

5 2. INSERTING DATA INTO MULTIPLE CELLS AT ONCE (GROUP WORKSHEETS) 2.1. Grouping for Simultaneous Update When sheets have been grouped i.e. a number of sheets have all been selected, anything that is done to any one sheet in the group is done to all. In this way, text or cell formatting can be applied to a number of sheets in one operation. To select adjacent sheets: Select the first sheet by clicking onto its tab with the left mouse button Select the last sheet by holding down the Shift key on the keyboard and clicking onto its tab with the left mouse button Three adjacent sheets selected To select non-adjacent sheets Select the first sheet by clicking onto its tab with the left mouse button Select the next sheet by holding down the Ctrl key on the keyboard and clicking onto its tab with the left mouse button Three non-adjacent sheets selected (February, April, June) 5

6 3. FILTER DATA USING MORE THAN ONE CRITERIA Excel has the Auto Filter command available to enable the user to search for and extract information from a large list of data The AutoFilter To activate the auto filter Click anyway in the list (remember the list needs to be within an area with no column breaks (no blank columns) or it will treat the list as two separate pieces of data. Click on the Data menu and select Filter then Autofilter Filter Drop down arrows will appear on all the column headings in your list When you choose AutoFilter, Excel extracts all the unique entries in each column. It does this for each column and creates a dropdown list, next to the column heading. The lists also contain All, Custom, and Top Ten options. When you drop down one of these menus and pick a choice, Excel will filter (hide) all records not containing the chosen value. For instance, if you choose Sales from the department column, you will see only records that contain sales values in the department field. (The other records are not deleted; they are just temporarily hidden from view.) The All choice filters nothing for that column. In other words, if you choose all in every column, you will see all the records and your list will return to its original form. The Custom in the drop-down menus allows you to specify ranges of things you want to see. For instance, to see all of the employees that earn over 12,000 you can enter into the custom dialog box > and The Top Ten allows you to view the top or bottom ten from any of the ranges. You can combine filters. For instance to find all of the operators in the production department, you could choose operator in the Job Title field and Production in department. 6

7 To deactivate the Autofilter go back to Data & Filter. A tick should have appeared next to Autofilter showing that the filter is on. Select Autofilter to remove the filter Filter using Operators We can use the usual mathematical operators to extend the criteria selection, i.e.: = Equal to <> Not equal to < Less than <= Less than or equal to > Greater than >= Greater than or equal to 3.3. The Advanced Filter This works in a manner similar to previous versions of Excel. When you use the advanced filter Excel uses the current database range, you can then specify the criteria range and have Excel display the records in the existing range or at a new location. To set the criteria range you can enter the Field name in a single cell alongside the database or copy all the fieldnames to a location a few rows below the database. Comparison operator drop-down list boxes Value drop-down combo boxes 3.4. Customizing AutoFilter criteria Select a cell in the list you want to filter. From the Data menu, choose Filter. From the Filter submenu, choose AutoFilter. In the column with which you want to filter the data, from the AutoFilter drop-down list, select (Custom...). In the Custom AutoFilter dialog box, in the Show rows where area, from the first comparison operator drop-down list, select an operator. In the value drop-down combo box, type or select a value. To display records that meet two criteria, select the And or Or option button, and then repeat steps 5 and 6 for the second comparison operator drop-down list box and value drop-down combo box. Choose OK Display Data using a Criteria Range (New Location). Select Data, Filter, Advanced Filter from the menus. 7

8 Click on the Copy to Another Location radio button. Click in the text box beside Copy to:. Use the mouse to select destination cells. Click on the OK button Using the Top 10 Feature In addition to the Custom Autofilter you can generate filtered reports showing sub sets of data according to criteria you set with the Top 10 feature. Although it s called the Top 10 feature it isn t used just to display top 10 results, for example the top ten highest earners. You can filter for any number or percentage of items you desire, say for example those in the lowest 5 per cent earnings bracket. If necessary, activate AutoFilter for the desired list. In the column with which you want to filter the data, from the AutoFilter drop-down list, select (Top 10 ). In the Top 10 AutoFilter dialog box (below), from the first drop-down list, select Top or Bottom. In the spin box, enter or select the desired number. From the second drop-down list, select Items or Percent. Click OK Copying Filtered Data to another Location Whenever you filter data, Excel displays only those records that meet the filter criteria, and hides the records that do not meet the filter criteria. In other words, you are really only getting Excel to hide unwanted data records temporarily. An advanced filter is different because you also copy your filtered data to another location on your worksheet. You can then compare your filtered list to your complete list or use it for other purposes. To copy filtered data to another location: Create the advanced filter criteria range. Select a cell in the list. From the Data menu, choose Filter. From the Filter submenu, choose Advanced Filter. In the Advanced Filter dialog box, in the Action area, select the Copy to another location option button. 8

9 In the List range text box, enter the desired list range. In the Criteria range text box, enter the range that includes the copied column headings and the criteria. In the Copy to text box, enter the upper left cell of the range to which to copy the filtered list. Click OK. 9

10 4. THE SORT FEATURE 4.1. Adding a sort to a list of data The sort feature allows a list of data to be ordered in a particular way, using up to three types of sorting criteria. Click anywhere within the list you want to sort Select the Sort option from the data drop down menu The sort box will appear Click the drop down arrow in the Sort by box. Select the heading you wish to sort the list by You have the additional option of making the sort ascending or descending You can also choose to order the list under secondary and third sort options from 4.2. Removing a sort Open the sort box and select the drop down list of the sort option you want to remove. Select the option None from the drop down list Select Ok Excel can also sort lists vertically or horizontally, and ascending or descending. To go to these additional options select the options button in the sort box, the sort options box will then open. If you want to sort your list by one column only, select a cell in the column you want to sort by and click the Sort Ascending button on the standard toolbar. 10

11 5. USE THE AUTOMATIC SUB-TOTALS FEATURE 5.1. Sub Totals The Excel Subtotals feature provides a quick, easy way to group and summarise data in a list. Usually, you create subtotals with the Sum function. You can also subtotal groups with other functions such as count, average, max and min. The list must be sorted before you apply subtotals and the active cell must be somewhere within the list data. Use the Data, Subtotals menu option Choose the field name your list should have been sorted on this field previously Choose the function to be used Nominate the field on which the function is to be used The result is shown in outline mode. You can use the Hide Details button to hide a group of records creating just a summary line instead or you can expand a group by using the Show Details button. To show a particular level of detail for the whole list, click the row or column level button for the lowest level you want to display. For example, to display levels 1 through 3, click 3. 11

12 6. USE CONDITIONAL FORMATTING To make interpretation of data easier, formatting can be applied to a cell (or range) when certain conditions are met. To apply conditional formatting: 1. Select the range or cell to be formatted 2. Use the Format, Conditional Formatting menu option 3. Use the drop down options for the condition Enter the conditions you want e.g. Between 50 and 100 Click onto the Format button and choose the options as appropriate As well as a different Font, you can change the Border and Patterns. 12

13 7. HLOOKUP AND VLOOKUP FUNCTIONS A list generally contains a lot of information. Excel provides a number of tools which simplify the work of looking something up in lists. Among other things, there are several functions which can be used to find the desired information in a list. The VLOOKUP function searches for a specific value in a column within a range (array) and returns the value from a cell in the same row. The HLOOKUP function works in the same way as VLOOKUP, but the other way around. It searches for a specific value in a row in a range and returns the value from a cell in the same column. The VLOOKUP and HLOOKUP functions have the following layout: VLOOKUP(search value; array; column index; search range) HLOOKUP(search value; array; row index; search range) Search value Array Column index Row index Search range is the value searched for in an array is the range which contains the entire list to search identifies the column which contains the value to be returned (column index 1 is the first column, 2 is the second column etc.) identifies the row which contains the value to be returned (row index 1 is the first row, 2 is the second row etc.) specifies where the function is only to accept exact or approximate matches Sample VLOOKUP dialogue box: Sample VLOOKUP Formula: An example of the VLOOKUP function, in relation to the list and its source data. 13

14 8. USE MORE COMPLEX FUNCTIONS AND FORMULAS 8.1. IF Function An if function, allows you to test a cell for two scenarios, and what will happen if it is true and what will happen if it is false. If the test proves true, one action is performed if false, a different action is performed. The action could be a calculation, or it could be adding in a value or text into the cell. The function is split into three areas: 1. The Condition (i.e. the test of the cell value) 2. What will happen if it is true 3. What will happen if it is false In the example shown below, we want to give a bonus of 10% if a salesman has made sales over 1000, however, if the amount is under 1000, we want the cell to state that no bonus is given. The condition being tested for is: If the value in the total sales cell is greater than 1000 the value in this cell is to be multiplied by 1%. If the test proves false, the text No bonus is to be inserted into the cell instead. This formula will be in the Bonus cell. (G3) =IF(F3>1000,F3*10%,"No Bonus") Note that the three arguments are within brackets, separated by commas: The condition: F3>1000 Tests whether F3 is greater than 1000 (no sign is needed) If TRUE works out 10% of the amount in F3 that is over 1000 If FALSE displays the text No Bonus When entering any text into a formula all text entered has to be inserted between speech marks like this: No Bonus. No spaces are added to the formula, as commas are used to separate the different conditions and actions 14

15 8.2. Nested If functions A nested IF function works in the same way as a normal IF function does, but it allows you to give more than one true condition. In the previous example the condition was that if a salesman had total sales over 1000, they would receive a 10% bonus. We can build on this scenario for our nested IF function. If we needed to give the salesman one bonus for getting over 800 total sales, and a bigger bonus if they got more than 1000 sales we would have to create a nested If function. The formula would look like this: =IF(F3>1000,F3*15%,IF(F3>800,F3*10%,"No Bonus")) Condition 1: F3>1000 = this tests whether the value in F3 is greater than 1000 If this is true: F3*15% = Will work out 15% of the amount in F3 that s over 1000 Condition 2: F3>800 = this tests whether the value in F3 is greater than 800 If this is true: F3*10% = Will work out 10% of the amount in F3 that s over 800 If any of the values do not fit these statements (i.e. if any of the total sales are less than 800) then: False: No Bonus = the cell will display the text No Bonus. The highest bonus ( 1000 = 15%) needs to be entered into the function first, with the lower bonus entered afterwards. If this were not done, Excel would not be able to calculate the bonus correctly. =IF(F3>1000,F3*15%,IF(F3>800,F3*10%,"No Bonus")) Highest bonus: 1000 & 15%, Lowest bonus: 800 & 10% 15

16 As before any text entered into the formula has to be entered within speech marks like this: No Bonus. There are no spaces within the formula and commas are used to separate the different conditions and actions IF combinations If functions are often combined with nested or or and functions. They are used to evaluate multiple expressions such as if a1=100 and if b1>3. An example is shown here: Translation: If cell C2 is blank (as indicated by ) and cell B2 has a date in it that is older (less than) today s date (ascertained using the now function) 30 (days), then say yes in the reminder column, otherwise say no Date Functions The now( ) function inserts the current date and time into a cell. The cell can be subsequently formatted to show only the date or only the time portions of the entry DATEIF You may need to calculate the number of days which have elapsed between one date and another. In this case you would use the DATEIF function. =DATEDIF(B1,B2,"D") 16

17 B1 = Refers to the cell with the first date. B2 = Refers to the cell with the last date. D = Refers to the time element involved which is days. If you want to calculate the time in months replace the D with an M in the formula, and if you want to calculate the years, replace it with a Y. 17

18 9. CHARTS A chart (or graph) is a graphic representation of worksheet data. Charts can make data interesting, attractive, and easy to read and evaluate. They can also help you analyse and compare data. When you create a chart based on a worksheet selection, Excel uses the values from the worksheet and presents them in the chart as data points, which are represented by bars, lines, columns, slices, dots, and other shapes. These shapes are referred to as data markers. Groups of data points, or data markers, originating from single worksheet rows or columns, are grouped in data series. Each data series is then distinguished by a unique colour or pattern, or both. After creating a chart, you can enhance it and emphasise certain information by adding chart items, such as data labels, a legend, titles, text, trend-lines, error bars, and gridlines. Most chart items can be moved and sized. You can also format these items using patterns, colours, alignment, fonts and other formatting attributes. Title Number of Courses 50 Grid 40 Y Axis Series Word Excel Excel Ad Win 95 Power Point Access Regis FIS Legend X Axis 18

19 9.1. Different Chart Types Available in Excel 2000 Chart Type Example Purpose Column January Sales Figures February March Tubing (2 m) T joints Straight joints Elbows Compares items as they vary over time. Available in 3-D. Bar Sales Figures Elbows Straight joints T joints Tubing (2 m) Compares items, with categories along the vertical axis and values along the horizontal. Available in 3-D. Line January Sales Figures February March Tubing (2 m) T joints Straight joints Elbows Plots numeric data across time. 3-D Line Sales Figures Tubing (2 m) T joints Straight joints Elbows Plots numeric data across time and presents it with 3-D ribbons. 0 Pie Sales Figures January February March Shows, by percentage, each data point in a data series. Available in 3-D. XY (Scatter) Sales Figures Tubing (2 m) T joints Straight joints Elbows Compares trends over uneven time or measurement intervals. Often used for scientific and engineering data. 19

20 Doughnut Sales Figures January February March Like the pie chart, except that the doughnut chart lets you show more than one data series. Available in 3-D. Radar March Sales Figures January February Tubing (2 m) T joints Straight joints Elbows Shows relationships between multiple data series. Use radar charts only if you and your audience are familiar with them. 3-D Surface Chart Sales Figures A 3-D chart that shows high and low points resulting from two changing variables. Resembles a topographical map. Bubble Sales Figures Tubing (2 m) Straight joints Compares sets of values, with the largest of the three displayed as the size of the bubble. Stock Displays three values in the order of highlow-close Tubing (2 m) T joints Straight joints Elbows Cylinder 400 Sales Figures Tubing (2 m) T joints A column or bar chart using 3-D cylinders. 200 Straight joints Elbows 0 Cone 400 Sales Figures Tubing (2 m) T joints A column or bar chart using 3-D cones. 200 Straight joints Elbows 0 20

21 Pyramid 400 Sales Figures Tubing (2 m) T joints A column or bar chart using 3-D pyramids Straight joints Elbows 0 21

22 9.2. Create simple charts with titles and labels Using the Chart Wizard to create charts allows you to set various options and gives you control over the appearance of the chart and the type of chart that is plotted. First, select the range of cells to be included in the chart. If you include headings in the selection, they will be used in the chart to label the data series. Click the Chart Wizard button in the Standard toolbar to open the chart wizard. Then follow the step-by-step instructions presented to you by the Chart Wizard. Once a chart is created, you can re-size it, move it and change the look of all the individual components of the chart. The first of four steps in the wizard Chart Type is displayed. Here you can choose the type of chart you require. The types of chart that you are most likely to need are listed on the standard types tab. More specialised chart types are available on the Custom Types tab. Select the type of chart you want to create (column, bar, pie) from the chart type list of the left. On the right hand side select the chart subtype you want. This gives you the opportunity to choose to create 3-D charts, stacked charts or standard charts. You can view a sample of the chart you have chosen by clicking the view sample button. Clicking the Next button will move you through the Chart Wizard one step at a time. Clicking Finish will automatically create the chart using the current default settings. 22

23 9.3. Chart Source Data options The second step of the Chart Wizard Chart Source Data is displayed. This is where you can choose the source of the data you want to chart. There are two tabs: Data Range and Series. If you selected the cells you wanted to chart before you started the Chart Wizard, the Data range box already has an entry. The frame around the selected cells in your worksheet appears to rotate Chart Options The third step of the Chart Wizard Chart Options is displayed. Enter the title for you chart on the Titles tab and after a short delay, the sample chart will be updated with the title Chart Location The fourth and final step of the Chart Wizard is the Chart Location. Here you have two choices: To insert the chart as a new sheet. To insert the chart as an object in an existing worksheet Re-sizing and moving charts To move or re-size a chart: Click the chart to select it Use the frame handles to drag it to a new position or re-size it. Click on the chart and drag to move it to a new position. 23

24 9.7. Editing charts Often, when you work with charts, you will want to make changes. You may want to include a title, show or hide the legend, or change the colour of one of the data series. The Chart toolbar provides buttons that are useful for making some of these changes Using the Chart toolbar When a chart is active, the Chart toolbar will be displayed. Its exact position and shape will depend on where it was last positioned and whether or not it has been re-sized. It may even be below the Standard or Formatting toolbars towards the top of your screen. Click the Legend button to hide the legend. Click the Legend button again to show the legend. Click the Data Table button to show the data table. Click the Data Table button again to hide the data table. In the Chart toolbar, click the Angle Text Downward button. In the Chart toolbar, click the Angle Text Upward button Changing the chart type Sometimes when you have plotted a chart, you may decide that you have not chosen the best chart type for the data. To change this: Make sure that the chart is active, then click the downward-pointing arrow of the Chart Type button in the Chart toolbar and choose the chart type you require. The chart type is changed and so is the picture on the Chart Type button Deleting a chart Click the chart to make it active. Press the Delete key. 24

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26 9.11. Modify a Chart To make any modifications the chart must be selected. Click on the chart and you will see that the border changes from a thin line to a line with square blocks at the corners and top and sides. These are called sizing handles and if you place your mouse on them you can resize the chart object. In the illustration the user has clicked once on the chart. As a result, the chart toolbar has appeared and the data that the chart refers to is bordered in its source table. All the modifications and changes you need to make can be achieved using the Chart toolbar. NOTE: If the Chart toolbar disappears, select View, Toolbars, and Chart. You can do this even if a chart is not selected. The most important sector or button on the toolbar is the Chart Objects Drop down List. You use this to select sections or component parts of the chart. For example, if you want to format the Legend (re-colour it or make changes to the Font). Select legend from the Chart Objects Drop Down List. Then right-click on the Legend to show the pop up menu. Then select Format Legend (see below). 26

27 9.12. Changing the Chart Type Once you have created your chart you can choose to change the type of chart. When the chart is selected, you will see the Chart Toolbar (shown below). As soon as you click on any other part of the worksheet the toolbar disappears. As well as the Chart Toolbar, you will also have a Chart option in the Menu bar when you have a chart selected. C h a r t O b j e c t s F o r m a t [ C h a r t o b j e c t ] C h a r t T y p e L e g e n d B y R o w A n g le T e x t D o w n w a r d D a t a T a b l e A n g l e T e x t U p w a r d B y C o lu m n C h a r t T y p e d r o p - d o w n p a le t t e C h a r t O b j e c t s d r o p - d o w n lis t The table on the next page describes the components of the chart toolbar The Elements of the Chart Toolbar Button Chart Objects Format [Chart object] Chart Type Legend Data Table By Column /By Row Angle Text Downward Function From the Chart Objects drop-down list, you can select chart objects. Also, by looking at the Chart Objects dropdown list box, you can see at a glance which chart object is selected. Depending on which chart object is selected, a Format dialog box for that object appears to let you change fonts, colours, and other features of the selected object. The Chart Type drop-down palette lets you easily change the chart type. Toggles the legend, displaying or hiding it. Toggles the data table, displaying or hiding it. Lets you change the data series from rows to columns, or vice versa. The depressed row or column button indicates the present configuration. When an object with text is selected, you can change the angle of the text downward relative to the chart. 27

28 Angle Text Upward To Change the Chart Type When an object with text is selected, you can change the angle of the text upward relative to the chart. Make sure you have selected the chart From the Chart toolbar click the arrow to the right of the chart type icon or Select Chart, Chart Type Select the desired chart type. Make sure the chart is selected. Make sure the Chart toolbar is in view. If not, select View, Toolbars, Chart. Click the Chart Type toolbar button. Click on each type in turn to see the various options. Note the orientation can be vertical or horizontal. Select a different format and click on OK Add Chart Axes Titles Make sure that the chart is selected and that the Chart toolbar is active. Right-click the chart area. Click away from other objects in the chart i.e. steer clear of things like the Legend or the axes otherwise the Chart Wizard will assume you want to format these objects within the chart rather than the chart itself. In the Chart Options dialog box, click the Titles tab if necessary. Click in the boxes to add Titles, Value (Y) axis and Category (X) axis and/or (Z) if you are now working with a 3-D chart. Click on the OK button. Excel has added boxes to hold each of the above. These are now separate objects in the chart. Click on the chart title and then click in it again to activate the insertion point in the text. Type the text. Each object in the chart can be modified through right-clicking and choosing Format Object. This brings up a Format Object dialog box that allows you to change aspects such as the Alignment, Font and Patterns Change the Bar or column Colours Make sure your chart is a column or bar chart type. Select the chart area click the chart surface area once. Select a data series click any of the bars once. The bars or columns for this data series all appear selected. Right-click on one of the data points (one of the bars or columns) From the pop-up menu, choose Format Data Series. If this option is not available you did not have the tip of the mouse cursor exactly on a data point. Choose another colour. Click OK. Deselect the chart (click on an empty cell on the worksheet). NOTE: Remember the Undo button if things start to go wrong here. 28

29 Save the workbook. 29

30 Most of the formatting dialog boxes are available if you double click on an item in the chart. This allows faster access to the choices. However, you have to be very careful that your mouse cursor is exactly placed on the item you want to format, for example, double-clicking on a single bar could be interpreted as wanting to format the data point rather than the data series. You can also use the drawing tools to add lines, arrows and text boxes to your chart, using the drawing toolbar, Chart Display units If your chart values consist of large numbers, you can make the axis text shorter and more readable by changing the display unit of the axis. For example, if the chart values range from 1,000,000 to 50,000,000, you can display the numbers as 1 to 50 on the axis and show a label that indicates that the units express millions. To change the display unit on the value axis Supposing you have the chart shown below Before: Click the value axis you want to change (in this case the vertical axis). On the Format menu, click Selected Axis, and then click the Scale tab. In the Display units list, click the units you want or type a numeric value. In this case, we are choosing 'millions'. To show a label that describes the units expressed, select the Show display units label on chart check box. To change the display unit on the value axis (cont.) After: Altered Display Units 30

31 9.18. Print a Chart You can print the chart on its own or as part of the worksheet. If you created the chart on a separate worksheet, using the Print button on the Standard toolbar will simply print the chart on its own sheet. By default, Excel prints the chart to fill the entire page. If your chart is on a worksheet with data, Select the chart and then select Page Setup. Select the Chart page, (shown here), to change the chart size and print quality. Click the Print button. OR If you return to the chart, you can make more changes, and then use the Print command from the File menu. Making sure the chart is still selected. If you need to print the worksheet data with the chart, use normal worksheet printing methods. To print a chart located on a worksheet containing data: Select the chart From the File menu, choose Page Setup. In the Page Setup dialog box, select the Chart tab. On the Chart page, select any options you need. Select any other Page Setup tabs and options as needed. Click the chart page again (click the Chart tab). Click Print Preview. Preview the chart and then click Print on the combined menu/toolbar at the top of the screen. In the Print dialog box, in the Print what area, make sure the Selected Chart option button is selected. Choose OK. Alternatively, if you closed the Page Setup dialog box or closed print preview in order to make changes to the chart before printing Select the Chart Select File, Print from the menus. Note the option Selected Chart is selected. Click on the Print Preview button. 31

32 Preview the chart and then click Print on the combined menu/toolbar at the top of the screen. 32

33 9.19. Adding a Trendline Often, there is a need to make projections or make historic representations in charts. This is done with trendlines. NOTE: You can only add trendlines to 2-D bar and column charts. Revert your chart to a 2-D column type. Right-click one of the data points and choose Add trendline from the pop-up menu. In the Add trendline dialog box, click the Options tab. Click the Type tab. Make sure that Linear is selected as the Trendline type. You might like to consider however that different selections might well make the trendline appear differently. In the Trendline Name area, select the Custom radio button and in the text box, type a label. In the Forecast section, extend the trendline 2 periods. Click OK Formatting a trendline Right-click the trendline and select Format Trendline from the pop-up menu. If Format Trendline is not an option, you must have missed the trendline with the tip of the mouse cursor arrow. On the Patterns page of the dialog box, change the trendline colour to red. Change the line Style. Click OK. NOTE that the trendline now appears in the Legend key (see below). Sales Figures January February March Tubing T Joint s Straight Joints Elbows Projected Sales 33

34 10. ADD AN EXCEL CHART TO A WORD DOCUMENT Add an existing chart Select the chart in Excel Select Copy then choose Paste Special from the Edit Menu Choose Paste to insert a copy of the chart OR Choose Paste Link to insert a copy of the chart that updates with the original. Any changes that happen in the original chart in Excel will be updates in word. (a warning about links will appear when opening the word document mentioning updates, which you will need to allow to accept the updates.) Choose OK to insert the chart as an object in the Word document There is also an option to display the chart as an icon rather than in chart form. Double-clicking the Icon will activate the chart onscreen Add a new chart Sometime it is easier to add a new chart whilst in word rather than create a chart in excel and copy it into word. Select the Insert menu Select Object from the list Scroll through the object box until you find the Excel chart option Click ok You can also insert an existing chart using the insert, object method by selecting the create from file tab, and locating and selecting the chart you want to insert. A window with two sheets appears. The first sheet shows a default chart, the second is where you can insert new data for your chart. By using this method you have access to all the Excel menus and tools you would have if you were in Excel. The chart can be formatted in the same methods used previously, by right clicking on an area and selecting the format option, and 34

35 Additional Worksheets can be inserted as normal. To insert new data for your chart select sheet 1 where the default data is shown. The sheet has preset data which can be deleted and new data can be typed in. If there is any areas in the sheet that you will not need and therefore will not type over you need to delete these rows and columns. Select the row or column you want to delete and select delete from the Edit menu. If you don t use this method, you will end up with a chart occupying only part of the chart area. By deleting the complete row or column, the chart will occupy the whole of the chart area. Once you have finished creating your chart you can click outside the chart window and becomes an inactive diagram in the word document. To edit the chart double click on the chart to reactivate the chart window. Whatever sheet is selected when the area is deselected is the sheet that will be showing in the word document. 35

36 11. FAULT REPORTING Contact ICT Service Desk: PHT network users phone or SJH (7703) Some of the reasons you may need to contact the ICT Service Desk: EQUIPMENT FAILURE SOFTWARE PROBLEMS SCREEN FREEZES PASSWORD NON-ACCEPTANCE * You will need to give the Service Desk certain information, so always ensure you have the following information available. They may need to know: Your Username. The KB Number of the equipment. This is found on a small label (usually red or blue) stuck to the equipment. The function set and function you were working in. The patient s details e.g. casenote no. Exactly what you were attempting to do, e.g. log on, admit patient, register patient Out of office hours Contact the ICT Service Desk and leave a message on the answer machine. They will deal with the problem as soon as they can. Alternatively them. If you feel there is a major system problem contact the switchboard for them to contact the engineer on call. 36

37 12. ICT TRAINING CANDIDATE APPEALS PROCEDURE Candidates who are unhappy with any aspect of the end of course/test assessment decision should first discuss the problem with the ICT Trainer at the time of receiving the result. The reasons must be made clear by the candidate at this time. If the candidate is still unhappy with the result further discussion should take place involving the ICT Training Team Leader or ICT Training Senior Trainer within 3 days of the course/test date. The ICT Training Department will keep a record of such discussion together with date and outcome. Where necessary the 1 st marker will be asked to re-mark and the marking checked by the ICT Training Team Leader or Senior Trainer. It should be noted that if the candidate was borderline double marking should already have been undertaken. If this does not provide satisfaction the candidate may raise a formal appeal. Appeals will only be accepted if made in writing (not ) to the ICT Training Audit & Quality Manager within 10 days of the candidate receiving their result, outlining clearly the circumstance of the appeal. The 1 st & 2 nd markers will meet with the Training Audit & Quality Manager to consider if there are any aspects that should be taken into account in the candidate s performance. In some circumstances the candidate may be offered a re-test (e.g. hardware or software problems). If this is not the case and the result remains unchanged and the Training Audit & Quality Manager is unable to resolve the impasse then the candidate may write to the ICT Training Manager (within 5 days of receiving the 3 rd result) who will consider all evidence and circumstances of the appeal also taking into consideration responsibilities to the Trust and Data Protection Act to make a final decision. ICT Training QAH May

38 13. VERSION CONTROL/LOG Manual Excel 2000 Level 2 Version V.N2 Date July 2008 Revisions Page Updated Title - from Excel 2000 Intermediate - Updated Formatting and text refinements (unlisted as content and Various meaning unchanged) Updated Order of contents to correspond with lesson structure Various New Course Criteria 4 Update Auto-Filter rewritten and images updated 6 New Sort Feature moved from level 1 manual, text and images 10 added New Conditional Formatting moved from level 3 manual 12 Updated Hlookup/Vlookup images added 13 New Complex Functions moved from level 3 manual 14 Updated Charts level 1 manual content moved, revisions to text and 18 images New Add New Chart using Word 34 New Fault Reporting 36 New Candidate Appeals Procedure 37 New Version Control/Log added 38 Removed Absolute/Relative Cell References moved to level 1 manual - Removed Format Cells/Pages moved to level 1 manual - 38