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STD 8 - Charts and Functions With Spreadsheet

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29 views

STD 8 - Charts and Functions With Spreadsheet

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Bhaskar Gupta
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© © All Rights Reserved
Available Formats
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Spreadsheet—Functions and © Charts In This Lesson We Will Learn About Formula and Functions Operators Precedence of Operators in Excel Calculations Using Formulae and Rules Range Cell Referencing Operations on Sheets from Sheet Tab Adding a Worksheet Deleting a Sheet Functions Charts Components of a Chart Various Types of Charts Creating a Chart Chart Operations eecececerceceee ee eee FORMULA AND FUNCTIONS A formula performs calculations or other actions on the data in the worksheet. It is an expression that can contain numbers, one or more Cell Addresses, Arithmetic Operators, parenthesis (round brackets) and built in library functions of Excel. A formula always starts with an equal sign (=). Parts of a Formula ‘A formula can contain one or more or all of the following: * Constants: A constant is a value that remains same and does not change, e.g. “Monthly Expense” jis a text constant. 654 is a numeric constant, 08/12/2017 is a date constant. + Reference: A reference is a cell ora range of cells that can be used in the formula. Reference means the Cell Address. The expression of the formula uses the data of the referenced cell for calculation. * Operators: Operators are the symbols that perform an operation on the constants or reference to yield a result, * Functions: Excel provides many built in functions to perform some calculations and give results. Example =550 + A2* B2 + SUM( C3: C5) 550: Constant A2, B2: Cell Reference SUM: Function C3: C5 Range of Cells on which function SUM will be applied OPERATORS Operators are symbols that operate upon operands and provide result based on the operation Performed. There are four different types of calculation operators: Arithmetic, comparison, text concatenation, and reference. | Arithmetic Operator Description Example | + Plus - Addition = 545 - Minus - Subtraction 5-2 c = Asterisk - Multiplication =43 I / Forward Slash - Division - Quotient | = 12/3 | % Percent |= 45% L 4 Carat (Exponent) = 542 | Comparison Operator Description Example a Equal to = Al=5 > Greater than =AbBL | < Less than =Al=B1 es Less than or equal to = Al<=B1 <> Notequalto : =AleB1 | ; 1 ‘Text Concatenation Description Example Operator = “Alexander” & “Graham” & “Bell” Ampersand - = AL&%,"&BI % eoneaeaatiD Concatenates contents of Al and B1 with a comma in between Soreadsheet—Functions and Charts Reference Operator Description Example — Range Operator. Takes Colon | reference of all cells between the = SUM (A1:D1) given range including the extremes |__ ony ~TComma-Union Operator |= SUM (Al, D1) PRECEDENCE OF OPERATORS IN EXCEL If there are many operators in one formula, If there is a parenthesis in the expression, parenthesis is calculated first. Excel performs the operations in the following order. the order gets changed and the expression within the Operator Description : (colon) Reference operators » (comma) - Negation (as in -1) % Percent is Exponentiation ne ‘Multiplication and division whichever ant - comes first will be executed first. Addition and subtraction whichever comes +and— 7 first will be evaluated first. & Connects two strings of text (concatenation) <> <= Comparison > < CALCULATIONS USING FORMULAE AND RULES Finding the Sum of Data by the Plus Op Follow the steps given below to see the resul erator It of the sum of some data in the cells (refer fig. 2.1): 1. Place the mouse pointer in Cell C7 (Active Cell is C7) 2. Type =C2+C3+C4+C5+C6 3. Press the Enter key 4, After pressing the Enter key, the resule will be displayed in Cell C7 Computer Studies ~ 8 16 ~_1a/20r “4/5/2017 |vegetablesh Jf TOTAL cascawcarcstcd | Fig. 2.1 Sum of data using the plus operator Finding the Sum of Data in Cells by SUM Function and Range Follow the steps given below to see the result of the SUM of a range of cell (refer to fig. 2.2 to fig. 2.5): 1, . Type =SUM( . Place mouse pointer in C2 |. Hold the Shift key ao Place the mouse pointer in Cell C7 (Active Cell is C7) . Place mouse pointer in C6 . Type) . Press Enter key This would show the result in C7 (The result is 692 as shown in fig.2.5) ies rely 5 : | 1 [Date of Purchase [Item Price | | a fal 3/1/2017| Fruit Juice | 40 | 1 B 1/2/2017|Bread__ T 4 ___1/3/2017|Milk___ Tt 5 | 1/4/2017 Fruits 7 1/5/2017, Vegetables! 6 ees ne cr a SUM(numbert, [number], -) 8 = ; Fig. 2.2 (Steps 1 & 2) Adding up using the SUM function Spreadsheet—Functions and Charts A | B Date of Purchase __ ‘Item [Price 4/1/2017 Fruit Juice i 1/2/2017|Bread_ + : 1/3/2017 Milk [Esumic: ; 1/4/2017 Fruits ‘| [SUMG mC mabe ars i |Price ” 1_|Date of Purchase |Item if | 2 1/1/2017 Fruit Juice 40 | 3 1/2/2017|Bread 35 4) _1/3/2017|Milk 42 | + a 1/4/2017 | Fruits 225 | 6 1/5/2017 Vegetables}____3504 | __frotan _[sum(c2:Csrxicl_|_ : SUM(numbert, [number2], .) | | 2| 7 | iE [ Fig. 2.4 Hold the Shift Key, Place mouse pointer in C6 (Steps 4 & 5) ip =e 4 A c 1 _|Date of Purchase Item _ Price 2] a/afzo17|Fruitsuice | a0) 3 1/2/2017 Bread 35/ 4] 1/3/2017 | Milk 42 6 1/4/2017|Fruits i 225 6 | 1/5/2017| Vegetables 350] zal TOTAL 692; ES Fig. 2.5 Type ) and Press Enter key, See the result 692 in C7 (Steps 6 & 7) RANGE Arranges set of adjacent cells in a row or column. The range of cells in a worksheet can be selected by a) dragging the mouse over or b) by using the arrow keys along with Control or Shift keys. ‘When cells have been selected they are shaded and outlined by a border as shown in the figure 2.6, ‘This range of cells can be used as an arrangement for the function for some useful calculation on the data in the cell range. It can also be used to plot a graph (chart). For example, Al: A10 is a range of cells. Range of Cells Al: D6 is the selected range as shown in figure 2.6. AL ties v_ &Il Range("A1:D6).Select —_|-| = assess Pesaro UAEEeSeaeiees Ree Fig. 2.6 Range A1:D6 selected Naming a Range Range of cells can be named to keep better track of them and to create a useful in complex formulae that contain multiple ranges. For example, 1. =SUM(C10: C20) can be written as =SUM (coral) 2. A range of cells A1:B2 can be named as school_fees and C1:D2 can be named as transport_fees. So, a formula =SUM(A1:B2, C1:D2) can be written as =SUM(school_fees,transport_fees) clean formulae. It is specially Steps to Name a Cell Range ‘There are various ways of naming the cell range. One of the easiest way is to use the Name Box (fig. 2.7). Follow the steps given below to name a range of cells: 1. Select the cells that you want to name, You can select adjacent cells by keeping the Shift key pressed and using arrow keys or mouse pointer. 2. Click in the Name Box, in left most end of the formula bar. 3. Type the name for your selected range. 4, Press Enter key. Spreadsheet—Functions and Charts | 19 ie BE e Fig. 2.7 Type the name of your selected range Rules for Naming the Range 1. “The first character of a name must be a letter, an underscore character (, or a backslash (\), Remaining characters in the name can be letters, numbers, dot (), and underscore characters, ne Space is not allowed. with the same name. Scope of the Name of the Cell Range Scope of a cell range ut name identifies the repi ; For example, if you have defined the dh eet tis name can be used ‘ave defined the cell ; and recognized by Excel. only in Sheet oF the workbook, 8° PME S transport foes in Sheetl, it can be recognized CELL REFERENCING Acell reference identifies the imes ¢ locati inaw al ile ss ha ri 2 a a cell in a orksheet in the workbook. It is sometil ee fe fal <8 cell or cells, x 20 Computer Studies 8 36 \ ‘37\ | Insert... ea 38), | & Delete ae 39] | pie aa F 40) | Move of Copy. _ 41 view Code Use the shortcut key | protect Sheet... ‘AlusShift+F1 to insert a3 | | tab cotot. > — anew sheet in Excel. 44 7 acooaeon eee Te gs | Hide _ ‘46 | ahide- ‘47| Select All Sheets ADDING A WORKSHEET Follow the given steps to add a new sheet into @ workbook: 1. Click Insert Menu -> Sheet. Or 2. Place the mouse pointer on the Sheet tab before which the sheet needs to be inserted. 3, Right-click on the mouse, select Insert option- “The Insert dialog box will appear with selected oS ‘Worksheet option (fig. 2-12). Fig. 2.12 Insert dialog box 4. Click on OK button or press the Enter key. Naming a Sheet It is beneficial to name the sheets with a meaningful name. This allows to find the information in the relevant sheets easily. For example, ‘workbook may contain data on school fees collected for the students, and also data on personal details of the students. Hence it makes more sense to have sheets named as: Fees Data, Student Data instead of Sheet! and Sheet2. Follow the steps given below to name/rename sheet: 1. From the Format menu, select the options Sheet and Rename. Or Double-click on the sheet tab of the worksheet and type a new name. Spreadsheet—Functions and Charts 2B Or 1. Place the cursor over the tab of the worksheet. 2. Right-click on the mouse button, 3. From the context menu, select the Rename option. DELETING A SHEET Follow the steps given below to remove a sheet from the workbook. 1. Place the cursor on the worksheet that you want to remove. 2. From the Edit menu, select the Delete a sheet option. 3. Confirm the deletion by pressing on the OK button. FUNCTIONS Functions are predefined formulas that perform calculations using the values of the cells or cel rag given in the function as arguments. They are already written and available in Excel. Syntax of a function: Equal_to_sign Function _Name (Arguments) Examples: = AVERAGE(C4:C10) = COUNT(B5:B25) Sign: A formula in Excel always starts with an equal to sign. Function Name: It isa name of the arithmetic, logical or statistic function. Examples of some function are: SUM, AVERAGE, MAX, MIN, COUNT, IE etc. Arguments: Arguments supply information to the function to perform calculations. It could be a cll or a range of cells . Arguments are enclosed in parenthesis. More than one argument in the function are separated by comma (,). Colon: Colon specifies that it is a range of cells, e.g. =SUM(A4:D4) would find the sum of dat contained in cells A4, B4, C4 and D4. Here are a list of common functions, its use and syntax. 1. SUM ‘This function, returns the sum of the values. You can add individual values, cell references and ranges ora mix of all three. Example = SUM(A20: A100) finds the sum of all the numbers in the range A20 : A100. ‘ = SUM(A20: A100, C1:C5) Adds up the numbers in the range A20 : A100 with the numbers? the range Cl : C5. ‘This function ignores empty cells and text values. Computer Studies - 8 24 — = 2, Average Returns the mean (average) of the numbers provided in arguments. syntax AVERAGE (number1, number?, ...) number! The first number, cell reference, or range for which you want the average. numbet2, .. Additional numbers, cell references or ranges for which you want the average. Arguments can be numbers or names, ranges, or cell references that contain numbers. Ifa range or cell reference argument contains text, logical values, or empty cells, those values are ignored; however, cells with the value zero are counted. It is calculated by adding a set of numbers and dividing the quotient by the number (count) of those numbers. For example, the average of 20, 30, 20, and 10 is 80 divided by 4, which is 20. Example = AVERAGE(AL:D1) returns the average of 4 numbers in cells A1, B1, C1 and D1 = AVERAGE(AL: D1, 10) returns the average of 5 numbers in cells Al, B1, Cl, D1 and 10 ‘This function like the SUM function ignores empty cells and text values. 3. MAX MAX function returns the largest numeric value out of the values specified in arguments. ‘The MAX function ignores empty cells and text values, Syntax =MAX (Arguments) ‘The items, cell references or cell range from which the largest value has to be returned is given as arguments. Example =MAX(145, C5, C5: C100) returns the largest value from the arguments, 4. MIN MIN function returns the smallest numeric value in the list of arguments, Syntax =MIN (Arguments) ‘The items, cell references or cell range from which the smallest value has to be returned is given as arguments. Spreadsheet—Functions and Charts » Examples 7 =MIN(A38, B4, B9:B25) returns the smallest value ou F cells from B9 to B25. see a a Ae f ase Ble cexceliet macase - Microsoft Biel \ Viome _Insert__Page Layout__Formulas_Dats_ Ree f the values of the cells A38, B4 and y, i view @coax | =Max(ou:011) E | [eres ae aie Geral OPAL 1, MAX(number1,[number2] Ota 3) [Rist ux 4 [sue ‘Brown hs] Duncan Es __|Gatt__ \ ||2) Manfred |Hollis | 8) [Troy jJohnson | 9) Aubrey [sinclair 10, Gen HTanaka | ‘Renee [Zwick NDI sheer 2 SS Reo Es eon Fig, 2.13 Example MAX and MIN 5. Count This function returns the number of cells in the given arguments, that contain numbers. Syntax COUNT valuel, [value2], ...) Arguments valuel—An item, cell reference, or range, value2—[optional] An item, cell reference, Example or range, a) For example, if you enter the following formula to count the numbers in the range Al: Ald: =COUNT(AL: A10). In this example, if five of the cells in the range contain numeric values, the result is 5. b) = COUNT(10, 35,“ABC”) returns 2 ©) = COUNT(AS,B7,C12) Suppose, C12 is an empty cell, AS contains the number 100 and 87 contains the text “Fruits”. The re sult returned would bel, CHARTS Charts display the series of numeric data in a graphical forme vo make it easier to understand lag® quantities of data, [caso helps ser up the relationship between different ame “They add visual appeal ® the reports. There are different types of charts and ics important to display the data in the right chat Computer Studies - 8 26 a? _ ‘Jo create a chart in Excel, you start by entering the numeric you COMPONENTS OF A CHART j Data Label | frome ata for the chart on a worksheet. Then, can plot thar data into a chart by selecting the chart type 8888888 Fig. 2.14 Sample Chart Chart Area: The chart area is the entire area that is reserved for accommodating a chart and other components like titles, legends, etc, Plot Area: The plot area is a part of chart area which contains the chart. Ie is the vertical line which shows the variation of different identities. XAxis: It is a horizontal line that shows variation in another component of the chart. Its Jength and segments represent different intervals of the values. Y-Axis Title: It shows a title or name for the Y-Axis. X-Axis Title: It shows a title or name for the X-Axis, Grid lines: Gridlines are horizontal or vertical lines that is useful for reading values of the daca points. Data Series: Data series isa collection of related values that are plotted on a chart, For example, the following are the two data series for the above chart (fig, 2.15). Data Point: It represents one value of the data series, Data Label: It isa text that specifies value of the data poinc it. Spreadsheet—Functions and Charts Chart Title: Ic is title or name given to the chart in the Chart Area. a ich identify ea ur or pattern on the Legendsate chart keys, which identify each colour or pattern on d chart represen, Legend cries from another. i istinguish one d Te is used to VARIOUS TYPES OF CHARTS Excel provides us with a wide variety of charts. Let us study the commonly used charts in By, cel Column Chart It uses vertical bars of columns to display values over different categories hi il | I | and is used to show variations in value over time. These type of charts are generally used to compare different values. You can easily depict the highest, lowest and also the intermediate values. Fig. 2.16 Column Char oi Bar Chart | ¢ ela * Fl & ee | | A barcharcis similar to a column chart except that it uses horizontal bars insej “= of vertical bars. Ic is used to show variations in value over time. This chart aly = 5° || allows us to compare values. Fig. 2.17 Bar Chart Pie Chart A pie chart displays the contribution of each value to the total. It is very useful to display information when you want to represent different parts of the whole, or the percentages of a total. [= Fig. 2.19 Line Chart Area Chart Area charts are similar to line charts, except the areas under the lines are filled in. Ie can be used to plot changes over time and draw attention to the“ total value across a trend thus showing the relationship of parts to a whole. Line Chart Fig. 2.18 Pie Chart A line chart shows trends and variations in data over time using a line. It | displays a series of points that are connected over time. Fig. 2.20 Area Chatt XY (Scatter) Chart 10 XY charts are typically used for showing and comparing, 2 numeric values, like scientific, statistical, and engineering data. 4 ® Ie combines x and y values into single data points and cher, 2 » 0 them in irregular intervals, or clusters, 0 Daily Raina Fig. 2.21 XY (Scatter Char!) g) Computer Studies ~8 gadar Chart radar chart is also called a spider/star chart. It plots the values of each caegory along 2 separate axis that starts in the center ofthe chart and ends gory ons on the outer fing, Stock Chart Fig. 2.22 Radar Chart Stock chart is often used to illustrate the fluctuation of stock prices. However it can also be used for scientific data. Fig. 2.23 Stock Chart Combo Chart Recent Home Sales Combo charts are a combination of column and line chart. It is also possible to have one or more data series on a secondary RH vertical (value) axis. The scale of the secondary vertical axis |= | n shows the values forthe associated data series. SEED Pe: Bubble Chart. Fig. 2.24 Combo Chart It is basically a variation of an XY scatter plot. Just like the XY scatter plot, bubble charts show the correlation between two sets of data, The difference is the addition of a third dimension that is represented by the size of each bubble in the chart. Fig. 2.25 Bubble Chart CREATING A CHART Selecting a range of cells Now that you know what is a chart, let us learn how to create one. In this before starting the Chart \ 4 ‘ Wizard forms the data emt we will rete a column chart using datasource as in the above | ZAM, forms the sheet. 1. Insert the data a the following (fig. 2.26), or open any existing tabular set on an Excel Worksheet, ‘Spreadsheet—Functions and Charts Pm hose content act as the data source of the chart. In this Case Say 2. Select the range of cells w' ' the range B4:F11. 3. Click on the Insert tab and from the Charts group, click on a desired chart type. Fab Pa] shapes SE 16) OS smanat & Sed Table Pts On eae HE INSERT ________Mustations__ Apps = i Tab Insert Column Chart Button Fig. 2.27 Insert Tab showing Charts group For the given example, click on the Insert Column Chart button (Gig, 2.27). 4. This in turn will display a list of different styles for the selected chart type as shown in fig. 2.28. 5. Click on a desired chart style, which in turn will get inserted into the worksheet. Fig. 2.28 Chart Style of Column Chart Wo fe pe ee Chart Title i en ueeesaes tre ates wtcence cr Fig. 2.29 Chart inserted into the worksheet 6. You may click and drag to move the chart to different location in the sheet. CHART OPERATIONS Change Chart Type To change the type of chart once it has been 1, Right-click on the chart. A shortcut men 2, Select the Change Chart Type option, 3, Click OK. Computer Studies ~8 Plotted, follow the given steps: 1 is displayed. 30 Apply a Pre-defined Chart Layout and Style Excel has some in-built chart layouts and styles which can be applied on the chart that you created. Follow the steps below to apply one of the styles on your chart: 1. Click anywhere in the chart on which you wane to apply a predefined chart layout. ‘This displays the C fools, with the Design, Layout, and Format tabs. 2. Select Design tab, Chart Layouts or Chart Styles group, 3. Click the chart layout that you want to use. oe [sae | sd so [Ib Fig. 2.30 Chart Layout Fig. 2.31 Chart Styles Add Data Labels To quickly idencify a data series in a chart, you can add data labels to the data points of the chart It specifies the value of the data point in a data series, * To add a data label to all data points of all data series, click the chart area. * To add a data label to all data points of a data series, click anywhere in the data series that you want to label. To add a data label to a single data point in a data series, click the data series that contains the data point thar you want to label, and then click the data point that you want to label. Following any of the above steps will display the Chart Tools, with the Design, Layout, and Format tabs. On the Layout tab, in the Labels group, click Data Labels, and then click the display option that you watt a 7 in| ts (ia) Chart Axis Legend Dats Dato Title Titles > i Labels + Table + Fig. 2.32 Labels group of the Layout tab Show or Hide a Legend By default, when you create a chart, the legend appears. You can hide the legend or change its location after you create the chart. ; 1, Click the chart in which you want to show or hide a in Chart Axis Legend Date Data i by legend. This displays the Chart Tools, with the Design, Layout, Fite's qitles® Labels Table and Format tabs, ees oee 2. On the Layout tab, in the Labels group, click Legend. Soresdsheet—Functonsand chats (55

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