www.dataservice.org Data Service Center May, 2000 478-8957 Compiled by: Katey Semmel Donna Frieze
Table of Contents Charting Data... 3 Customizing Charts... 6 Other Customizations... 9 Chart Toolbar...12 Modifying the Chart Type...13 Adding Data Series to a Chart...13 Deleting a Data Series...13 Enhancing Your Worksheet...14 Inserting Graphics...14 Inserting a Text Box...15 Using VLOOKUP...16 Lesson 1: VLOOKUP...17 Auditing a Worksheet...18 Trace Precedents...18 Trace Dependents...19 Trace Errors...19 Adding a Comment...20 Using SUMIF...21 Using PMT...22 Lesson 2: PMT...23 Working with One-Variable Tables...24 Lesson 3: One-Variable Table...25 Using COUNTIF...26 Lesson 4: COUNTIF...27 2
Charting Data Excel offers a variety of options for charting data. By charting the data in a spreadsheet, you can present the data in a visual format that can aid in the interpretation of the data. Excel offers 14 standard chart types with each chart type containing a variety of subtypes from which to choose. The standard chart types are as follows: Type Column Bar Line Pie XY (scatter) Area Doughnut Radar Surface Bubble Stock Cylinder Cone Pyramid Purpose Shows data changes over a period of time or shows comparisons of data Shows comparisons among individual items Shows trends in data at equal intervals Shows the proportional size of items in relation to the whole for a single data series Shows the relationship among numeric values in several data series or plots two groups of numbers in a series Shows the magnitude of change over time Similar to a pie chart but allows comparison of two or more data series Compares the aggregate values of numbers Allows you to determine optimum combinations between two sets of data Similar to an XY chart were the size of the bubble represents a third variable Typically used to chart changes in stocks including high-low-close values Similar to a Bar or Column chart but the cylinder adds dramatic effect Similar to a Bar or Column chart but the cone adds dramatic effect Similar to a Bar or Column chart but the pyramid adds dramatic effect The following is an example of a standard bar chart: Chart Title Income Statement $16,000.00 $14,000.00 Plot Area Y Axis (Value) $12,000.00 $10,000.00 $8,000.00 $6,000.00 $4,000.00 REVENUE Payroll Rent Supplies Legend $2,000.00 $- Jan Feb Mar X Axis (Category) Data Series Chart Area 3
To chart data, perform the following steps: Select the data to chart. Select cells A6:D8 in the income worksheet. Click on the Chart Wizard button; the following will appear: Click on the column chart type (subtypes may be displayed) Click on the desired chart subtype Click on the Next button; the following will appear: 4
Change the Series In option if desired Note: You may want to test this option to see the different results that will be presented. Click on the Next Button; the following will appear: Note: Please see Customizing Charts below for more detail on the tabs in the above graphic. Enter Income for Chart title, Category for X Axis title and Value for Y Axis title. Click on the Next button; the following will appear: Note: If you would like the graph to appear on a separate worksheet, select the As new sheet option prior to clicking on the Finish Button. Click on the Finish Button; a graph will appear 5
Customizing Charts You may want to change the appearance of your charts by customizing them. You can do some customization while you are in the Chart Wizard and others after the chart has been created. Any changes that you make on these tabs will be applied to the chart when you complete each step of the Chart Wizard. Once you have created the chart, you can return to the Step 3 options by right clicking on the white space of the chart (a menu will appear) then click on Chart Options. Customizing Using the Chart Wizard Prior to the chart being created, you can modify the appearance by changing settings within the Chart Wizard. When you get to Step 3 in the Chart Wizard, the following dialog box is presented: The following is a brief explanation of each option in Step 3: The Axes Tab Allows you to define the primary axis of the chart. 6
The Gridlines Tab Allows you to include or exclude gridlines in the chart. The Legend Tab Allows you to choose whether you want a legend and its location. 7
The Data Labels Tab Allows you to display data labels within the Chart. The Data Table Tab Allows you to choose to display a data table. 8
Other Customizations Once your chart is created you can make other modifications including font and color changes as well as layout changes. You can make modifications to each object of the Chart. Chart Title To modify the Chart Title, perform the following steps: Double click on the Chart Title; the following will appear: Make desired changes to the Patterns, Fonts and Alignment Click on OK when done Activity: Modify the Chart Title to say Income Statement" Legend To modify the Legend, perform the following steps: Double click the Legend; the following will appear: Make desired changes to the Patterns, Font and Placement Click on OK when done Note: If you change the color used to represent a data series in the legend, that color change will be automatically reflected in the chart. Activity: Modify the Legend. 9
Value Axis To modify the Value Axis, perform the following steps: Double click on the Value Axis; the following will appear: Make desired changes to the Patterns, Scale, Font, Number, and Alignment. Click on OK when done Activity: Modify the Value Axis. Category Axis To modify the Category Axis, perform the following steps: Double click the Category Axis; the following will appear: Make changes to the Patterns, Scale, Font, Number and Alignment Click on OK when done Activity: Modify the Category Axis 10
Plot Area To modify the Plot Area, perform the following steps: Double click on the Plot Area; the following will appear: Make desired changes to the Pattern Click on OK when done Activity: Modify the Plot Area. Series Data To modify the Data Series, perform the following steps: Double click the desired Data Series; the following will appear: Make desired changes to the Patterns, Axis, Y Error Bars, Data Labels, Series Order and Options Click on OK when done Note: If you modify the color used to represent a data series, the legend color will automatically change. Activity: Modify a Data Series. 11
Chart Area To modify the Chart Area, perform the following steps: Double click the Chart Area; the following will appear: Make desired changes to the Patterns, Font, and Properties Click on OK when done Activity: Modify the Chart Area. Chart Toolbar The Chart Toolbar also allows you to make modifications to the Chart. The following is the Chart Toolbar which a brief explanation of each button: Angle Text Upward Chart Objects Format Chart Area Chart Type Legend By Row Data Table By Column Angle Text Downward Button Chart Object Format Chart Area Chart Type Legend Data Table By Row By Column Angle Text Downward Angle Text Upward Function Allows you to select different objects in the Chart Allows you to format the Chart Area Allows you to change the Chart Type Allows you to include or exclude the Legend Allows you to include or exclude a Data Table Allows you to chart the data By Row Allows you to chart the data By Column Allows you to angle the text on the chart downward. You must first select the text to modify the angle. You cannot angle the text in the Legend. Allows you to angle the text on chart upward. To access the Chart Toolbar, Click View; highlight Toolbars; click on chart Activity: Use the Chart Toolbar to modify the chart. 12
Modifing the Chart Type You may decide that you would like to modify the Chart Type once you have created the chart. To do so, perform the following steps: Click in the white space of the Chart to select it Click on the down arrow on the Chart Type button from the Chart Toolbar; the following will appear: Click on the desired Chart Type; the change will be made Note: You may need to modify the Chart once you change the Chart Type. Activity: Modify the Chart Type. Adding Data Series to a Chart After you have charted data from a spreadsheet, you may decide that you want to add additional data series to the chart. To do so, perform the following steps: Select the data to be included in the chart Click copy on the toolbar Click in Chart Area Click paste Activity: Add the Revenue data series (a4:d4) to the chart. Deleting a Data Series To delete a data series from the chart, perform the following steps: Click on the data series to delete Press the delete key on the keyboard Activity: Delete the Revenue data series. 13
Enhancing Your Worksheet When you are ready to print a worksheet, you may want to apply some enhancements which add to the presentation of the information. Inserting graphics and text boxes are a couple of ways to enhance your worksheet. Inserting Graphics To insert a graphic, perform the following steps: Click on Insert from the menu Click on Picture Click on Clip Art; a dialog box will appear Right click on the picture and click insert; the graphic will be inserted The following is what the graphic will look like: Handle To change the size of the graphic, position your mouse pointer on one of the handles ; it will change to a double headed arrow. Click and hold and drag in (reduce size) or out (increase size). Release the mouse when the graphic is the desired size. Hint: In order to maintain the proportionality of the graphic use the handles at any of the four corners. To move the graphic to a new location, use the alignment buttons, tab or enter keys. Note: If you would like to insert one of the graphics from a specific file, click on the From File option instead of Clip Art. Also, if you would like to insert a graphic on a chart, click on the chart first then follow the steps above. Activity: Insert a clip art picture in the Income2 worksheet. 14
Inserting a Text Box A text box will allow you to insert text in your worksheet which you can float anywhere without the constraints of columns and rows. Activity: Insert a Text Box in the Income2 Worksheet and type the following information: These figures represent the First Quarter only. Format the text as desired. To insert a text box, perform the following steps: Click on View from the Menu Highlight on Toolbars Click on Drawing; the following Toolbar will be displayed: Text Box Button Click on the Text Box button Click, hold and drag to create the text box Enter the text for the text box Note: You can size and move the Text Box in the same manner as a graphic. Also, you can format the text within the Text Box the same way you format text within the Worksheet. 15
Using VLOOKUP VLOOKUP (Vertical Lookup) allows you to lookup information in a table based on specific data, such as a grade range. Then you can use that data to extract associated data such as a letter grade. The syntax for a VLOOKUP formula is as follows: VLOOKUP(lookup_value,table_array,col_index_num,range_lookup) Lookup_value Table_array Col_index_num Range_lookup = the value in the first column of the array = the table of information in which the data is looked up = the column number in the table_array from which the matching value must be returned = a logical value that indicates whether or not VLOOKUP should match to an exact value (FALSE) or an approximate value (TRUE or Blank). Lesson 1: VLOOKUP on the Activity: Complete following page 16
Lesson 1: VLOOKUP Complete the following activities for Sheet: Grades of Advanced Excel.xls. 1. In c3, use the following formula to perform a vertical lookup: =vlookup(b3,$a$14:$b$19,2) Copy this formula to c4:c11 2. In cell e3, use the following formula to perform a vertical lookup with a false argument: =vlookup(d3,$a$14:$b$19,2,false) Copy this formula to e4:e11 17
Auditing a Worksheet Auditing a spreadsheet will allow you to determine whether or not formulas are working the way you expect them to work. Auditing allows you to trace precedents, dependents and errors. Precedents cells that provide data to formulas. Dependents cells with formulas that pertain to cells with data. To open the Auditing Toolbar, perform the followings steps: Click on Tools from the Menu Highlight Auditing Click on Show Auditing Toolbar Trace Precedents Remove Precedent Arrows Trace Dependents Remove Dependent Arrows Clear Validation Circles Circle Invalid Data New Comment Trace Error Remove All Arrows Trace Precendents The Trace Precendents options will allow you to display the cells which relate to a particular formula. To Trace Precendents, perform the following steps: Click on the cell containing the formula. Click on the Trace Precendents button The following is an example of a formula that has been traced for precedents: To clear the Precendent arrows, click on the Remove Precendent Arrows button. Activity: Trace Precendents for cell c3. 18
Trace Dependents You will use the Trace Dependents option to see how cells containing data relate to formulas. To Trace Dependents, perform the following steps: Click on the cell containing the Data Click on the Trace Dependents button The following is an example of a formula that has been traced for precedents: To clear the Dependent Arrows, click on the Remove Dependent Arrows button. Activity: Trace Dependents for cell b14. Trace Errors To Trace for Errors, perform the following steps: Click in the cell containing the formula which presented the error message Click on the Trace Error button The following is an example of a formula that has been traced for precedents: To remove all arrows from the spreadsheet, click on the Remove All Arrows Button. Activity: Trace Errors for cell e3. 19
Adding a Comment From the Auditing Toolbar you can add a comment to a cell. To do so, perform the following steps: Click on the cell to add the comment to Click on the New Comment button; the following will appear: Enter the information for the Comment When you click away from the comment, it will disappear and a red triangle will appear in the upper right corner of the cell. When you move your mouse pointer to that cell, the Comment will appear. To delete or edit the comment, right click in the cell and click on either Edit Comment or Delete Comment. Activity: Add a Comment Box to cell e3 and enter the following statement: This error occurred because the number grade does not meet the criteria of the formula. 20
Using SUMIF The SUMIF function allows you to add cells based on specified criteria. The syntax for SUMIF is as follows: =sumif(range,criteria,sum_range) Range Criteria Sum_range =The range of cells you want to evaluate =Can be a number, expression or text which defines what should be added. Ex: 15000, 15000, >=15000, classes. =The cells to add which match the criteria. Activity: Enter the following formula in cell a13: =sumif(b2:b10, >=15000,c2:c10) on the Salaries worksheet. 21
Using PMT The PMT function is a financial function which allows you to calculate the payments for a loan. The syntax for PMT is as follows: =pmt(rate,nper,pv,fv,type) Rate =The interest rate for the loan. Nper =The total number of payments. PV =Present value (principal) FV =Future value (if omit, assumes a 0) Type =The number 0 (end of period) or 1 (beginning of period) which indicates when payments are due. Activity: Complete Lesson 2: PMT on the following page. 22
Lesson 2: PMT Complete the following activities for Sheet: Loan of Advanced Excel.xls: 1. In cell b3, enter the following loan amount: -250000 2. In cell b4, enter the following APR:.065 3. In cell b5, enter the following formula to calculate the monthly interest =b4/12 rate: 4. In cell b7, enter the following for the number of years of the loan: 30 5. In cell b8, enter the following formula to calculate the number of months of =b7*12 the loan: 6. In cell b10, enter the following formula to calculate the monthly payments: =pmt(b5,b8,b3) 7. In cell b12, enter the following formula to calculate the total amount of the =b8*b10 loan: 23
Working with One-Variable Tables A One-Variable Table allows you to analyze data based on changing criteria. For instance, you can use a One-Variable Table to determine the monthly payments on a loan for various interests rates, amount of the loan or duration of the loan. In order for the One-Variable Table to work properly, you must designate an input cell either on the row or column of the table. In our example b4 (APR) will be the input cell which determines the values in the table. To create a One-Variable Table, perform the following steps: Select the table area Click on Data from the Menu Click on Table; the following will appear: Enter the cell reference for the input cell Click OK Activity: Complete Lesson 3: One-Variable Table on the following page. 24
Lesson 3: One-Variable Table Complete the following acitivities for Sheet: Loan of Advanced Excel.xls: 1. In cell e5, enter.04 2. In cell e6, enter.045 3. Select cells e5:e6, perform an autofill to generate a number series to cell e17 4. In cell f4, enter the following formula: =pmt(b5,b8,b3) 5. Select e4:f17 6. Click on Data from the menu 7. Click on Table 8. Type b4 in the Column Input cell 9. Click OK 25
Using COUNTIF The COUNTIF function allows you to count specific information if it meets a certain criteria. The syntax for COUNTIF is as follows: =countif(range,criteria) Range Criteria The range of cells you want to count What you want to count. Can include numbers, expressions or text Activity: Complete Lesson 4: COUNTIF on the following page. 26
Lesson 4: COUNTIF Complete the following activities for Sheet: Attendance of Advanced Excel.xls. 1. In cell m4, enter the following formula to count only Abs: =countif(b4:l4, ab ) 2. Use the following table to complete the remaining COUNTIF formulas: Cell N4 O4 P4 Q4 R4 Formula =countif(b4:l4, ae ) =countif(b4:l4, os ) =countif(b4:l4, au ) =countif(b4:l4, ed ) =countif(b4:l4, is ) 3. Once all formulas are entered, copy the formulas to m5:r12 4. In cell s4, enter the following formula to total the results of the countif formulas: =sum(m4:r4) 5. Copy this formula to s5:s12 6. Hide columns, m:r 27