MSOffice EXCEL
Part 2
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Microsoft® Office 2010: Illustrated
Introductory
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Objectives
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Make a workbook user friendly
Understand function syntax
Enter formulas and function
Enter function swith the Insert
function dialog box
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Microsoft® Office 2010: Illustrated
Introductory
Objectives
• Use the AutoFill tool to enter formulas and
data and complete a series
• Use the COUNT and COUNTA functions
• Use an IF function
• Use an Round function
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Microsoft® Office 2010: Illustrated
Introductory
Objectives
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Create an embedded chart
Apply styles to a chart
Add data labels to a pie chart
Format a chart legend
Create a clustered column chart
Create a stacked column chart
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Microsoft® Office 2010: Illustrated
Introductory
Objectives
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Create a line chart
Create a combination chart
Format chart elements
Modify the chart’s data source
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Microsoft® Office 2010: Illustrated
Introductory
Visual Overview: function
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Microsoft® Office 2010: Illustrated
Introductory
Working with functions
• Quick way to calculate summary data
• Every function follows a set of rules (syntax)
that specifies how the function should be
written
• General syntax of all Excel functions
• Square brackets indicate optional arguments
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Microsoft® Office 2010: Illustrated
Introductory
Working with function
• Advantage of using cell references:
–Values used in the function are visible to
users and can be easily edited as needed
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Microsoft® Office 2010: Illustrated
Introductory
Choosing the Right
Summary function
• AVERAGE function
– To average sample data
• MEDIAN function
– When data includes a few extremely large or
extremely small values that have potential to
skew results
• MODE function
– To calculate the most common value in the data
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Microsoft® Office 2010: Illustrated
Introductory
Inserting a function
• Three possible methods:
–Select a function from a function category in
the function Library
–Open Insert function dialog box to search
for a particular function
–Type function directly in cells
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Microsoft® Office 2010: Illustrated
Introductory
Using the Insert function
Dialog
Box
• Organizes all function s by category
• Includes a search feature for locating functions
that perform particular calculations
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Microsoft® Office 2010: Illustrated
Introductory
Using the function Library to
Insert a function
• When you select a function, the function
Arguments dialog box opens, listing all
arguments associated with that function
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Microsoft® Office 2010: Illustrated
Introductory
Formulas with AutoFill
• Use the fill handle to copy a formula and
conditional formatting
–More efficient than two-‐step process of
copying and pasting
• By default, AutoFill copies both content and
formatting of original range to selected range
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Microsoft® Office 2010: Illustrated
Introductory
Formulas with AutoFill
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Microsoft® Office 2010: Illustrated
Introductory
Formulas with AutoFill
• Use Auto Fill options button to specify what is
copied
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Microsoft® Office 2010: Illustrated
Introductory
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Formulas with AutoFill
• Use AutoFill to create a series of numbers,
dates, or text based on a patterns
• Use Series dialog box for more complex
patterns
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Microsoft® Office 2010: Illustrated
Introductory
Formulas with AutoFill
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Microsoft® Office 2010: Illustrated
Introductory
Counting Cells
• Excel has two function for counting cells—the
COUNT function and the COUNTA function.
• The COUNT function tallies how many cells in a
range contain numbers or dates (because they
are stored as numeric values)
– The COUNT function does not count blank cells
or cells that contain text.
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Microsoft® Office 2010: Illustrated
Introductory
Counting Cells
COUNTA FUNCTION
• If you want to know how many cells contain
entries—whether those entries are numbers,
dates, or text—you use the COUNTA function,
which tallies the nonblank cells in a range.
– The COUNTA function does not count blank cells
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Microsoft® Office 2010: Illustrated
Introductory
Working with Logical
functions
• Logical function
–Build decision-‐making capability into a
formula
–Work with statements that are either true
or false
• Excel supports many different logical
function, including the IF function
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Microsoft® Office 2010: Illustrated
Introductory
Comparison Operators
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Microsoft® Office 2010: Illustrated
Introductory
Using the IF function
• Returns one value if a statement is true and
returns a different value if that statement is
false
• IF
(logical_test, [value_if_true,]
[value_if_false]
)
Microsoft® Office 2010: Illustrated
Introductory
22
Rounding Function
• The more you explore features and tools in
Excel, the more ways you’ll find to simplify
your work and convey information more
efficiently.
• For example, cells containing financial data
are often easier to read if they contain fewer
decimal places than those that appear by
default.
Microsoft® Office 2010: Illustrated
Introductory
23
Rounding Function
• You can round a value or formula result to
a specific number of decimal places by using
the ROUND function.
Microsoft® Office 2010: Illustrated
Introductory
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Excel Charts
• Charts show trends or relationships in data
that are easier to see in a graphic
representation rather than viewing the actual
numbers or data.
• When creating a chart, remember that your
goal is to convey important information that
would be more difficult to interpret from
columns of data in a worksheet.
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Microsoft® Office 2010: Illustrated
Introductory
Charts
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Keep it simple
Focus on the message
Limit the number of data series
Use gridlines in moderation
Choose colors carefully
Limit chart to a few text styles
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Microsoft® Office 2010: Illustrated
Introductory
4 Steps for creating Excel
Charts
• Select the range containing the data you want to chart.
• On the INSERT tab, in the Charts group, click the
Recommended Chart button or a chart type button , and then
click the chart you want to create (or click the Quick
• Analysis button , click the CHARTS category, and then click the
chart you want to create).
• On the CHART TOOLS DESIGN tab, in the location group, click
the Move Chart button , select whether to embed the chart in
a worksheet or place it in a chart sheet, and then click the OK
button .
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Microsoft® Office 2010: Illustrated
Introductory
Creating an Excel Chart
• Select a range to use as chart’s data source
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Microsoft® Office 2010: Illustrated
Introductory
Creating an Excel Chart
• Select chart type that best represents the data
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Microsoft® Office 2010: Illustrated
Introductory
Moving and Resizing Charts
• Excel charts are either placed in their own
chart sheets or embedded in a worksheet.
• When you create a chart, it is embedded in
the worksheet that contains the data source.
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Microsoft® Office 2010: Illustrated
Introductory
Choosing a Chart Style
• Recall that a style is a collection of formats
that are saved with a name and can then be
applied at one time.
• In a chart, the format of the chart t i t l e , the
location of the legend, and the colors of the
pie slices are all part of the default chart style.
• You can quickly change the appearance of a
chart by selecting a different style from the
Chart Styles gallery.
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New Perspec: ves on MicrosoC Excel 2013
Microsoft® Office 2010: Illustrated
Introductory
3
1
Designing a Pie Chart
• Choose location of the legend, and format it
using tools on Chart Tools Layout tab
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Microsoft® Office 2010: Illustrated
Introductory
Formatting the Pie Chart
Legend
• You can fine-‐tune a chart style by formatting
individual chart elements. From the Chart
Elements button, you can open a submenu for
each element that includes formatting
op-ons, such as the element’s loca - on within
the chart.
• You can also open a Format pane, which has
more options for forma e n g the selected chart
element.
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Microsoft® Office 2010: Illustrated
Introductory
Formatting the Pie Chart
Legend
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Microsoft® Office 2010: Illustrated
Introductory
Formatting the Pie Chart Label
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Microsoft® Office 2010: Illustrated
Introductory
Formatting the Chart Area
• The chart’s background, which is called
the chart area, can also be Formatted
using fill colors, border styles, and
special effects such as drop shadows
and blurred edges.
• The chart area fill color used in the pie
chart is white, which blends in with the
worksheet background.
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Microsoft® Office 2010: Illustrated
Introductory
Designing a Pie Chart
• Exploded pie charts
–Move one slice away from the others
–Useful for emphasizing one category above
all of the others
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Microsoft® Office 2010: Illustrated
Introductory
Performing What-‐If
Analyses and Filtering with
Charts
• A chart is linked to its data source, and as
changes are made to the data source the
changes translate to the chart allowing a visual
representa - on of the What-‐if changes.
• Filtering is another type of what-‐if analysis
that limits the data to a subset of the original
values in a process.
Microsoft® Office 2010: Illustrated
Introductory
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Creating a Column Chart
• Column chart
–Displays values in different categories as
columns
–Height of each column is based on its value
• Bar chart
–Column chart turned on its side
–Length of each bar is based on its value
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Microsoft® Office 2010: Illustrated
Introductory
Filtered Pie Chart
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Microsoft® Office 2010: Illustrated
Introductory
Charts vs Pie Charts
• Column/bar charts are superior to pie charts
– For large number of categories or categories
close in value
– Easier to compare height or length than area
– Can be applied to wider range of data
– Can include several data series (pie charts
usually show only one data series)
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Microsoft® Office 2010: Illustrated
Introductory
Inserting a Column Chart
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Select data source
Select type of chart to create
Move and resize the chart
Change chart’s design, layout, and
format by:
• –Selecting one of the chart styles, or
• –Formatting individual chart elements
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Microsoft® Office 2010: Illustrated
Introductory
Moving a Chart to a Different
Worksheet
• Move Chart dialog box provides options for
moving charts
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Microsoft® Office 2010: Illustrated
Introductory
Editing the Axis Scale and Text
• Range of values (scale) of an axis is based on
values in data source
• Vertical (value) axis: range of series values
• Horizontal (category) axis: category values
• Primary and secondary axes can use different
scales and labels
• Add descriptive axis titles if axis labels are not
self-‐explanatory (default is no – titles )
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Microsoft® Office 2010: Illustrated
Introductory
Changing and Formatting a
Chart Title
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Microsoft® Office 2010: Illustrated
Introductory
Session 4.2 Visual Overview
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Microsoft® Office 2010: Illustrated
Introductory
Crating a Line Chart
• Use when data consists of values drawn from
categories that follow a sequential order at
evenly spaced intervals
• Displays data values using a connected line
rather than columns or bars
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Microsoft® Office 2010: Illustrated
Introductory
Editing the Scale of the vertical
Axis
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Microsoft® Office 2010: Illustrated
Introductory
Formatting the Chart Columns
• Columns usually have a common
formatting distinguished by height, not
color
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Microsoft® Office 2010: Illustrated
Introductory
Working with Column Widths
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Microsoft® Office 2010: Illustrated
Introductory
Formatting Data Markers
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Microsoft® Office 2010: Illustrated
Introductory
Formatting the Plot Area
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Microsoft® Office 2010: Illustrated
Introductory
Creating a combination Chart
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Microsoft® Office 2010: Illustrated
Introductory
Combo Chart Example
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Microsoft® Office 2010: Illustrated
Introductory