Chapter 7 Highlights 7.1 The Use of Formulas and Functions 7.2 Creating Charts 7.3 Using Chart Toolbar 7.4 Changing Source Data of a Chart Separate Text Across Cells The Convert Text to Columns Wizard can help you to divide the text into columns separated with specific symbols. First select the range of cells that contains the text values. The range can be any number of rows tall, but no more than one column wide. On the Data menu, click Text to Columns. If items in your text values are separated by tabs, colons, semicolons, or other characters, select "Delimited". If the items in your text values are the same length, select "Fixed width". Click Next and follow the instructions in the Convert Text to Columns Wizard to specify how you want to divide the text into columns.
Microsoft Office 2000 Fundamentals 7.1 The Use of Formulas and Functions Formulas Formulas can be used in Excel to do calculations in the worksheet. For example, enter =C13-C14 in cell C15 and then press Enter key. Then a simple formula is created. It is used to calculate the value of C13 minus C14 and show the result in C15. REMARK The equal sign = must be added at the beginning of the formula. You may also click to enter the equal sign. Functions Functions are predefined formulas that can be used to calculate the value according to specific order and steps. For example, the SUM function is commonly used in Excel and it calculates the sum of a row or a column quickly. Click on the Standard toolbar, the sum of the selected row or column is shown. If the data you want to sum is not confined to one row or column, or if you want to make a formula using other functions, you have to click on the Formula bar. 1 Click the arrow next to Function field. 2 Choose the function you would like to use. If you do not find the function on the list, select More Functions to show all the available functions. 1 2 3 The selected function s dialog box will appear and you can enter the data. Let s take the SUM function as an example. 3 To temporary close the dialog box and select the cells to be summed in the worksheet, click on the right of Number1 field. 50
4 You can use the mouse to select the cells to be summed. If the cells are located separately, you have to press and hold down Ctrl key when you select the cells. 5 Click on the right to return to the dialog box and click OK to complete the process. 4 5 HANDS-ON Use of AVERAGE function: Select the cell for placing the average value and click. Then click the arrow on the right of the "Function" field. Select the AVERAGE function. Select the cells for calculating the average value. Click OK to confirm and the average value of the selected cells will be shown. Try it! Copying a Formula You can copy and paste a formula just like any other data. First select the cell containing the formula and then click. Then select the cell to paste the formula and click. You will find that the formula works the same as the original formula. Other operations on formula such as moving and deleting are just similar to the operations applied to general data. However, you have to note that the cell reference used in most formulas is relative to the location of the formula. When you copying and moving formulas, you need to check the cell reference in the result formula. 51
Microsoft Office 2000 Fundamentals 7.2 Creating Charts Creating charts Creating a Chart Charts can help the users to overview the difference, pattern and trend in the data. Let's take the examination results of the students to create a chart. 1 Select the region in the worksheet for displaying in the chart. 2 Open the Insert menu. 3 Click Chart. 1 2 3 REMARK If you want to have labels in the chart corresponding to the row and column headings, you can include the headings in your selection. 4 5 4 The Chart Wizard will be opened. The first step is to choose the chart type. Select Column from Chart type list. 5 Select Stacked Column from Chart sub-type on the right. 6 Click Next to continue. 6 7 Since we have already selected the data range before we start the Chart Wizard, the data has shown in the Data range field. 8 Click Next to continue. 7 8 9 10 9 Now select the Titles tab and enter the title of the chart in the Chart title, Category X axis and Value Y axis fields. 10 Then click Next to continue. 11 The last step is to locate the chart in the worksheet. Select the location as in As object in. 12 Click Finish and a chart is created. 11 52 12
7.3 Using Chart Toolbar When you select the chart, the Chart toolbar will appear. The left end option on the toolbar is Chart Object. You can choose the chart object that you need to change. Then click to open the relevant dialog box for changing the format options of the chart object. You can also use to change the chart type. and are used to angle text clockwise and counterclockwise respectively to 45 degrees. let you display or hide the chart legends. can display the data value under the table. 53
Microsoft Office 2000 Fundamentals 7.4 Changing Source Data of a Chart Changing source data of a chart To add or to change the source data range of the chart, you may do the following: 1 Click on the chart you want to change. 2 On the Chart menu, click Source Data. 2 1 3 3 Source Data dialog box will appear. Then click Data Range tab. 4 Click on the right of Data range field to temporary hide the dialog box and select the data in the worksheet for data change. 4 5 Click on the right of Data range field to restore the dialog box. Then click OK to complete the data change. 5 Now the chart is displayed with new value changed in the data range. 54
Exercise 7 1. Ordering: The following screens demonstrate the steps of inserting picture in PowerPoint. Put the screens in correct order. A B C D E F Correct order: 2. To adjust the horizontal or vertical alignment of the text in Excel, you can choose the Alignment tab on the Format Cells dialog box. (a) Write down the steps to open the Format Cells dialog box. (b) Circle the option for merging multiple cells. 55