Microsoft Excel

Excel

LECTURE WEEK 5
 Microsoft Excel

Fundamentals

Contents
Understanding Workbooks ................................................................................................................................ 1
Navigating in a File ............................................................................................................................................ 2
Typing Text or Numbers Into A Worksheet ....................................................................................................... 3
Typing Simple Formulas In A Worksheet .......................................................................................................... 4
Filling A Series ................................................................................................................................................... 5
Inserting And Deleting Worksheets ................................................................................................................... 6
Copying A Worksheet ........................................................................................................................................ 7
Renaming A Worksheet ..................................................................................................................................... 8
Moving or Copying A Sheet To Another Workbook ........................................................................................... 9
Changing Worksheet Tab Colours .................................................................................................................. 10
Grouping Worksheets ...................................................................................................................................... 11
Freezing Rows And Columns .......................................................................................................................... 12
Selecting Ranges
..............................................................................................................................................................
13
Selecting Rows ................................................................................................................................................ 14
Selecting Columns ........................................................................................................................................... 15
Understanding Formatting
................................................................................................................................................. 16
Applying General Formatting ........................................................................................................................... 17
Changing Fonts ............................................................................................................................................... 18
Changing Font Size ......................................................................................................................................... 19
Understanding Borders .................................................................................................................................... 20
Applying A Border To A Range ....................................................................................................................... 21
Wrapping And Merging Text ............................................................................................................................ 22
PRACTICE EXERCISE .......................................................................................................................................... 23
PRACTICE EXERCISE .......................................................................................................................................... 24
PRACTICE EXERCISE .......................................................................................................................................... 25
Understanding Functions
.................................................................................................................................................. 26

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 Microsoft Excel

Using The SUM Function To Add .................................................................................................................... 27

Calculating An Average ................................................................................................................................... 28
Finding A Minimum Value ................................................................................................................................ 29
Common Error Messages ................................................................................................................................ 30
PRACTICE EXERCISE .......................................................................................................................................... 31
Understanding Quick Analysis
.......................................................................................................................................... 32
Quick Formatting ............................................................................................................................................. 33
Quick Charting ................................................................................................................................................. 34
Quick Totals ..................................................................................................................................................... 35
Quick Sparklines .............................................................................................................................................. 36
Quick Tables .................................................................................................................................................... 37
Practice Exercise ............................................................................................................................................. 38
Printing A Worksheet
........................................................................................................................................................ 39
The Charting Process
....................................................................................................................................................... 40
Choosing The Right Chart ............................................................................................................................... 41
Using A Recommended Chart ......................................................................................................................... 42
Creating A New Chart From Scratch ............................................................................................................... 43
Working With An Embedded Chart .................................................................................................................. 44
Resizing A Chart .............................................................................................................................................. 45
Repositioning A Chart ...................................................................................................................................... 46
Printing An Embedded Chart ........................................................................................................................... 47
Creating A Chart Sheet.................................................................................................................................... 48
Changing The Chart Type ............................................................................................................................... 49
Changing The Chart Layout ............................................................................................................................ 50
Changing The Chart Style ............................................................................................................................... 51
Printing A Chart Sheet ..................................................................................................................................... 52
Embedding A Chart Into A Worksheet ............................................................................................................. 53
Deleting A Chart .............................................................................................................................................. 54
PRACTICE EXERCISE .......................................................................................................................................... 55
PRACTICE EXERCISE SAMPLE ............................................................................................................................ 56

LECTURE WEEK 5
 Microsoft Excel

LECTURE WEEK 5
 Microsoft Excel

UNDERSTANDING WORKBOOKS
In Microsoft Excel the data you enter, whether it sheets) that have been ruled into columns and
consists of numbers, text, or formulas, is stored rows. Before using Excel it is helpful to know what in a file
known as a workbook. Workbooks are the various parts and elements that make up a just like huge
electronic books with pages (or workbook are.

5 6

A worksheet (or page) in a workbook contains 16,384 columns that are labelled using letters of
the alphabet. The first column in a worksheet is labelled column A, while the last is labelled
XFD
A worksheet (or page) in a workbook contains 1,048,576 rows that are labelled using numbers
from 1 to 1,048,576
Where a column and row intersect we get what is known as a cell. You enter your data into
these cells. Each cell in a worksheet can hold up to 32,767 characters – although it would
be unrealistic to ever push it this far. Cells are referred to by their column and row labels. For
example, in the screen above the cell we are pointing to is C11 – this reference is known as the cell
address and is most important as it is frequently used in commands and formulas

When you start typing something, you want it to appear somewhere in the worksheet. As a
consequence when the Status Bar shows Ready mode, at least one cell in the worksheet
will be highlighted – this is known as the active cell. In the screen above, the active cell is cell A1 –
notice that the column label and the row label also appears coloured to indicate the active cell. You can
have more than one active cell – when this occurs you have what is known as a range

A workbook (as you would expect) is made up of pages known as worksheets. You can have as
many sheets in a workbook as your computer resources can accommodate. As a default, a
new blank workbook normally has 3 worksheets labelled Sheet1, Sheet2, and Sheet3. Of course
these labels are pretty boring and meaningless and can be changed to something more relevant

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 Microsoft Excel

The Insert Worksheet button here will insert another worksheet into the current workbook
should you need it

NAVIGATING IN A FILE

Arrow Move one cell to the right, left, up or down

Keys

Tab Move once cell to the right

Ctrl+Home To beginning file

Ctrl+End To end of typed information

Home Beginning of a line

End End of a line

Page Down Down one screen

Page Up Up one screen

F5 To a specific page

Scroll bars Appear at the right and on the bottom of the screen. You may click
the scroll arrows, drag the scroll box or click the scroll bar to move
through the document.

TYPING TEXT OR NUMBERS INTO A WORKSHEET

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Generally when you start a new spreadsheet you wish to enter the data active. This can be done
project, the first task is to enter some headings in a number of ways but the most common is to
into rows and columns. To type a nything into a click in it first before typing.
worksheet you need to make the cell into which

Try This Yourself:

Before you begin ensure
that there is a blank
workbook on the screen…
Click in cell A3 to make
this the active cell, type 1 2
Garden Settings and
press
3
When you press the
next cell down
automatically becomes
the active cell. By the
way, even though the text
looks like it is in cells A3
and B3 it really only is in
cell A3 – since there is
nothing in B3, Excel
allows the spill over to be
displayed giving the 4
illusion it is in 2 cells…
Type Pool Covers and
press
Repeat the above steps
and enter the remaining
text in column A as shown
Click in cell B2 to make
this the active cell, type
UK and press 5

When you press the

cell to the right becomes
the active cell…
Enter the remaining text in
row 2 as shown

For Your Reference… 2. Locate the storage folder in the type the
save a new documententer text: : required information Navigation

1.1. Click on the Click the cell pointer on the 2. panePr ss , an arrow key or
desiredFile Tab and select cSave Asell and to

To

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3. Type a confirm the data entry and to move

the cell File name and click on [Save]
pointer to another cell
Handy to Know…
In the exercise above we have named the You
don’t have to use or to make workbook
adjacent cells active. You can simply use the
Garden Department Sales and filed it in mouse
and click in the cells if you want or C:\Course
Files for Excel 2010. Each time you start Excel
it will most likely even press the arrow keys to
move up,
assume you want to file your workbooks in a down,
left, or right.
folder called Documents which is associated with
the user name you use on the computer.

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TYPING SIMPLE FORMULAS IN A WORKSHEET

The whole idea behind Excel is to get it to even other formulas, already in the worksheet
perform calculations. In order for it to do this you using the cell addresses of these numbers rather
need to type formulas in the worksheet. Usually than the actual value in them. Formulas must be
these formulas reference existing numbers, or typed beginning with an equal sign ( =).

2
Try This Yourself:
Continue using the previous
file with this exercise...

Click in cell B8 to make this

the active cell
Type =B3+B4+B5+B6+B7 and
examine what is happening on
the screen
3
Press to enter the formula
and move to the next cell
Notice that a calculation has
now been performed. We have
entered a formula in B8 that
says “add the values in B3, B4,
B5, B6, and B7 and show them
here”…
Ensure that C8 is the active
5
cell, type =SUM(C3:C7) and
press
This is an alternative type of
formula known as a “function”.
Again a calculation will appear
in the cell…
Click in cell B8 and notice that
the formula you typed appears
in the Formula Bar, while the
result of the calculation 6
appears in the worksheet
Repeat step 5 with cell C8

Click on the File Tab

and select Save to save the
additions that have been made

To

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For Your Reference… Handy to Know…

enter a formula: Operators
1. Click the cell pointer on the desired cell and + Addition
type the formula commencing with = - Subtraction
2. Press , an arrow key or to * Multiplication
confirm the data entry and to move the cell / Division
pointer to another cell

FILLING A SERIES

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A series refers to a sequence of ordered entries reducing the amount of time taken for data entry,
in adjacent cells, such as the days of the week or and ensuring that the spelling is correct. Excel
months of the year. The fill technique can be provides days and months as special built-in series
used to create these in a worksheet for you, that you can access.

2
Try This Yourself:
Before starting this exercise
you MUST open the file E707
Filling_1.xlsx...

Click on cell A4

Move the mouse pointer to the

small square (the fill handle)
at the bottom right corner of
the cell until the mouse pointer 3
appears as a thin, black cross
Drag the mouse pointer to
column
F
Excel will fill the range with the
first six months of the year…
Click on cell A5 and repeat
steps 2 and 3 to create the
series of months with their full
names
You can also fill more than one 6
row at a time…
Select the range A6:A12

Repeat steps 2 and 3 to fill

across to column F
Examine each of the series
created by the filling process

For Your Reference… Handy to Know…

fill a series: As you drag the fill handle across, a tool tip
1. Click on the first cell in the series appears below the fill pointer displaying the
2. Drag from the fill handle across as current value in the series. This is really
many columns as required handy when you want to end on a particular
month, day or value.

INSERTING AND DELETING WORKSHEETS

To

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COPYING A WORKSHEET

To

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RENAMING A WORKSHEET
By default, Excel names worksheets as Sheet1, makes it much easier to understand the purpose of
Sheet2, Sheet3, etc. These names are fine if you a worksheet. You can also adjust the horizontal
are not planning to share the workbook, but scroll bar to make room for longer, more
changing these to something more relevant meaningful worksheet names.

1
Try This Yourself:
Continue using the previous
file with this exercise, or open
the file E1324 Worksheet
Techniques_2.xlsx...

Point to the vertical dots 3

between the sheet names and
the horizontal scroll bar, as
shown
The pointer will change to a
double-headed arrow...
Click and drag the bar across
to the right, to the end of 4
column L, then release the
mouse button
Double-click on Sheet1 (5) to
select the worksheet tab name
This will also place it into edit
mode… 5
Type Comms, then press

Repeat steps 3 and 4 to

rename the other worksheets:
Sheet1 (4) Admin
Sheet1 (3) Shop
Sheet1 (2) IT
Sheet1 Maintenance

To

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For Your Reference… Handy to Know…
rename a worksheet: You can rename a worksheet by
1. Double click on the current name on the right-
clicking on the worksheet tab to display
worksheet tab the shortcut menu and clicking
on Rename.
2. Type the new name and press A worksheet tab name can contain up to 31
characters including spaces, but it is better to
keep it short and succinct.

MOVING OR COPYING A SHEET TO ANOTHER WORKBOOK

You can copy worksheets to other workbooks as can copy their worksheet to another workbook and
required. For example, you might need to keep send them their data only. If worksheets exist in the
records for six different divisions – rather than other workbook, you will need to determine the
send each division the entire set of records, you order in which to place the copied worksheet.

Try This Yourself:

Continue using the
previous file with this
exercise, or open the file
E1324 Worksheet
Techniques_6.xlsx...
1
Click on the Maintenance
worksheet tab
We’ll copy this completed
data to another workbook...
Right-click on the
worksheet tab to display
the shortcut menu, then
click on Move or Copy to
display the Move or Copy
dialog box
Click on the drop arrow for
To book , then select (new
book) 2 4
Click on Create a copy so
it appears ticked
This will create a new
workbook as well as
making a copy of the
worksheet...
Click on [OK]
A new workbook will be
5
created and Maintenance
will be the only worksheet
in the workbook…
Save the new workbook as
Maintenance.xlsx, then
close it

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For Your Reference… copy a Handy to Know…

sheet to another workbook: To copy a worksheet into an existing
1. Right click on the worksheet tab, then workbook, make sure that you open the
click on Move or Copy destination workbook first to ensure that it is
2. Select either (new book) or the name of listed in To book in the Move or Copy
another workbook in To book dialog box.
3. Tick Create a copy, then click on [OK]

CHANGING WORKSHEET TAB COLOURS

To

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To make it easier for you to distinguish between financial years, departments or months. The active
worksheets, Excel enables you to change the sheet appears as underlined in a gradient version
colours of worksheet tabs. This allows you, for of the selected colour, while inactive tabs will
example, to quickly distinguish between different display a solid colour background.

2
Try This Yourself:
Continue using the previous
file with this exercise, or open
the file E1324 Worksheet
Techniques_7.xlsx.. .

Click on the Admin

worksheet tab to select the
worksheet
Right-click on the worksheet
tab to display the shortcut
menu, then point to Tab
colour
3
This will display a palette of
colour options…
Click on Red under
Standard colours to apply
the colour to the tab
Right-click on the 4
Maintenance worksheet tab
to display the shortcut menu,
click on Tab colour , then
click on Blue under
Standard colours
Notice how the Admin
worksheet tab colour is now 5
a solid rather than a
gradient…
Repeat either technique to
apply the following colours:
Shop Yellow
IT Green 6
Click on the Admin
worksheet tab to view the
results

For Your Reference… Handy to Know…

change the colour of a worksheet tab: To apply the same colour to two or more
1. Right-click on the worksheet tab to display sheets at once, select them first. Hold down
the shortcut menu to select consecutive worksheets or
2. Point to Tab colour to display a palette of hold down to select non-consecutive
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3. Click on the desired colour
 Microsoft Excel

GROUPING WORKSHEETS

To

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Worksheet grouping enables you to make the example, if you want to format the heading f or
same change at once to all selected worksheets. multiple worksheets, you simply group the
This feature is useful in situations where your worksheets, make a change to one worksheet and
worksheets have identical layouts or text. For the other worksheets will reflect the change also.

1
Try This Yourself:
Continue using the previous
file with this exercise, or
open the file E1324
Worksheet
Techniques_8.xlsx...
2
Click on the Admin
worksheet tab, hold down
, then click on the Shop
worksheet tab to select the
first three worksheets
Click in cell A1 to select the
cell
Click on the HOME tab, then 3
click on Italics in the Font
group
This will italicise the text in
cell A1 on this and all other
worksheets in the group…
Click on the Maintenance
worksheet tab, then the
Shop worksheet tab to see 4
that the changes have been
applied here
Click on the IT worksheet
tab to see that the changes
have not been applied to
this worksheet
Since this was not part of
the grouped sheets the 5
changes have not been
applied here. Notice too that
clicking on a tab deselects
the previous grouping

To

For Your Reference… Handy to Know…

group worksheet tabs: To deselect a group, either click on the tab of
1. Click on the first worksheet tab a worksheet that is not in the group, or right -
click on a tab and select Ungroup Sheets .
2. Hold down , then click on the last
worksheet tab Most formatting and text changes done on a
worksheet in a group will be applied to other
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FREEZING ROWS AND

COLUMNS

To

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To

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For Your Reference…

select ranges with the mouse:
1. Click in the left-most cell of the range
2. Hold down the key and click in the last
cell, Or
3. Drag the mouse pointer to the bottom
right corner of the range

To

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SELECTING
RANGES
A contiguous range is any group of selected mouse, the keyboard or a combination of the two.
cells that form either a square or a rectangle. A Once selected, you can use the range for input, or
single cell that is selected is also considered to apply formatting, or copy the cells as required.
Handy to Know…
be a range. Ranges can be selected using the

Try This Yourself: 1

Before starting this exercise you

MUST open the file E705
Ranges_1.xlsx...

Click on cell B7 to select it

Because it is the only cell
selected it is the active cell…
Hold down the key and
click in cell E10
Even though a range has been
selected, the active cell is B7 – it 2
appears in a different colour and
its contents appear in the
formula bar. You can keep the
range selected and change the
active cell within the range using
the keyboard…
Press several times and
3
watch the various cells become
active through the selection
Click in cell B7, hold down the
mouse button, and drag down to
cell C10 before releasing the
mouse
The previous selection has
disappeared and the range B7 4
to C10 is now selected…
Press and to
deselect the selected cells and
return the cell pointer to cell A1

To

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When a range has been selected it can be

used as an input range. You can then enter
data into the active cell and move the active
cell to either the cell below by pressing ,
or the adjacent cell by pressing .

To

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SELECTING
ROWS

To

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If you want to make changes to an entire row, row header to the left of the row. Remember that
such as bolding all of the headings in a ro w or any changes you make will apply to every cell in
changing the font of all the cell entries, you must the row all the way across to column XFD, so be
first select the row. This is done by clicking on the careful!

2
Try This Yourself:
Continue using the previous file
with this exercise, or open the file
E705 Ranges_1.xlsx...

Press + to make cell A1

the active cell
Move the mouse pointer to the
row heading for row 5
3
Notice that the mouse pointer
changes to a black arrow that
points towards the row…
Click once on row heading 5 to
select the entire row
Click in cell B7and press +
4

This is the key combination for

selecting an entire row…
Click on the row header for row 7
to select this row
Hold down and click on the 6
row header for row 10
All rows from 7 to 10 will be
selected…
Click in the row header for row 5,
then hold down the left mouse
button and drag down the row 7
headers to row 10
This is another technique for
selecting rows, but it does require
a steady hand!

For Your Reference… OR

To select an entire row: 1. Click in any cell in the row and press
1. Click on the row header of the row that you +
want to select
To

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Handy to Know… are selected, the row or column header is filled
in orange. These indicators help you locate the
When every cell in a row or column is selected,
active cell(s) on the worksheet.
the corresponding row or column header is
filled in dark blue. When only some of the cells

SELECTING COLUMNS

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If you want to make changes to an entire clicking on the column header directly above the
column, such as bolding all of the headings in a column. Remember that any changes you make
column or changing the font of all the cell entries, will apply to every cell in the column all the way
you must first select the column. This is done by down to row 1,048,576!

Try This Yourself: 2

Continue using the previous
file with this exercise, or open
the file E705 Ranges_1.xlsx...

Press + to make 3
cell A1 the active cell
Move the mouse pointer to the
column heading for column B
Notice that the mouse pointer
changes to a black arrow
pointing down the column …
Click once to select the column
This time the row headers
change to orange to indicate
that at least one cell (but not 4
all) in each row is selected…
Click in cell D6 and press
+
This key combination also
selects an entire column…
Click on the column header for
column B to select it
Hold down and click on the 6
column header for column D
This time, columns B, C, and D
are all selected…
Click in the column header for
column A, then hold down the
left mouse button and drag the
mouse pointer across the
column headings to column E

To

For Your Reference… Handy to Know…

To select an entire column: Make sure that you check your worksheet
1. Click on the column heading of the column carefully after you’ve made changes to entire
that you want to select columns. Remember that all of the cells in
that column are affected – even those in
OR
rows below the visible area.
1. Click in any cell in the column and press
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+
UNDERSTANDING
FORMATTING
In Excel there are always two aspects to a screen it is formatted to appear as a number with a
number: how the number presents on the screen percentage sign, whereas the real value in the cell
(known as formatting) and the underlying value is .02.
of the number. Take 2% as an example – on the

Number Formatting – The Veil Placed Over Numbers

All calculations in Excel are performed using numbers – this is only logical. So, when you want to perform
a calculation, you type the numbers in various cells, then create formulas to reference those numbers.
How do you show what those numbers represent? For example, how do you show you are working with
currency, or percentages, or even dates (which in Excel are really numbers)?
Excel allows you to show these representations using number formatting. With number formatting you
change the way a number looks so that it makes immediate sense to the reader of your worksheet. The
underlying value of number, however, remains unchanged. For example, instead of showing sales tax in
a worksheet as .1 you show it as 10%, to show 12889.95 as currency it would appears $12,889.95 or
€12,889.95 (depending upon the currency you are working with), and to show 44104 as a date you show
it as 30-Sep-2020 (remember, dates are actually numbers representing the number of days from January
1, 1900).
The following worksheet contains formatted numbers:

With the formatting removed from the numbers the worksheet looks as follows:

Formatting can also be applied as you type. For example, if you type 30/9/2020 Excel will place the
number 44104 in the cell but will format this number as a date and show it as you typed it. There are also
a range of number formatting options on the ribbon that allow you to apply formatting to numbers after
they have been entered into a worksheet.

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APPLYING GENERAL FORMATTING

To

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CHANGING
FONTS
The appearance that you choose for your text is In Excel 2007, font just refers to the typeface or
referred to as the font or typeface. Font shape of the letters. Typical classic fonts include
traditionally refers to a combination of typeface, Times New Roman, Arial, Century Gothic and
style and size in points (e.g. Arial Bold 12 pt). Copperplate .

1
Try This Yourself:
Continue using the previous
file with this exercise, or open
the file E722 Font
Formatting_1.xls...

Click in cell A1 to make the

cell with the main heading the
active cell
Click on the drop arrow next to
the Font command in
the Font group on the Home
4
tab to display a gallery of
available fonts
Point to Arial Narrow
, then Book
Antiqua, Garamond and Gill
Sans MT
If you don’t have these fonts,
try different ones. As you point
to each font, the preview will
change...
Scroll to and click on Comics
Sans MS, or another font of
your choice if you don’t have
this one
This time the font formatting
has changed in the cell and is
no longer just a preview – it
won’t change again unless you
make another font selection.

To

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 For Your One way that text can be emphasised is by be ch
Reference… changing the size of the font. For example, if comm
your normal text is 11 pt, you may like to make works
To apply font formatting:
the headings 13 pt or larger. Font size may also size c
1. Select the text
2. Click on the drop arrow for Font
3. Point to a font to preview it 1
Try This Yourself:
4. Click on the font to apply it
Handy to Know… Continue using the previous
file with this exercise, or open
You can jump directly to a font. For
the file E722 Font
example, if you want to preview Formatting_2.xlsx...
Garamond, click on the name of the font in
the Font command and press . Click in cell A1 to make the 2
Excel will jump to the fonts that start with cell with the main heading the
G and Live Preview will display the text active cell
temporarily. Keep typing the name until
Click on the drop arrow next to
you reach the required font.
the Font Size command
CHANGING FONT SIZE in the Font group on
the Home tab to display a
gallery of available sizes
Point to various sizes and
notice how Live Preview
shows you how the heading
will look
Click on 16 to change the
heading to 16 pt
You can also change the font
size of parts of a document,
and you can use the Mini
8
toolbar...
Click in cell A2

Click with the right-mouse

button to display the mini-
toolbar and the shortcut menu
Click on the drop arrow next to
Font Size and
click on 14
Click in cell A3 to hide the
toolbar

For Your Reference… Hand

To change font size: Yo
1. Select the cell or range that you want to ch
change un
siz
2. Click on the drop arrow of Font Size
wo
3. Click on the required font size

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UNDERSTANDING BORDERS

To

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Borders are lines that are placed around the is that the lines can be used to group together data
edges of individual cells or ranges. The lines may or indicate totals, or to draw the user’s attention to
be thin, thick, solid, dashed, black or coloured, or critical cells that may need special data entry. Here
even double lines. The reason for using borders are some examples.

A Worksheet without and with Borders

Borders can be used to apply a structure. Here’s the same worksheet shown without borders and
then with borders applied. The use of borders helps to highlight the totals and separate them from
the other data.

Border Variations
Borders can be applied to all four sides of a cell, or to individual sides of a cell. The following
examples show a cell without a border, with an outside border and a top and double bottom border.

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APPLYING A BORDER TO A RANGE

To

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PRACTICE EXERCISE
WRAPPING AND MERGING TEXT

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Microsoft Excel will allow long cell entries to spill to place long text entries in a cell you can arrange
across to other adjacent cells to the right as long for Microsoft Excel to wrap the text within the cell
as those cells are empty. If those cells contain and also merge that cell with others to
data the spill-over will be chopped off. If you need accommodate the longer text entry.

1
Try This Yourself:
Before starting this exercise
you MUST open the file E723
Cell Alignment_9.xlsx...

Click in cell A5
This cell contains a long text 3
entry that spills across several
columns…
Click on the Expand Formula
Bar tool to the right of the
formula bar to see all of the
text
Click on the Wrap Text
command in the
Alignment group on the
Home tab to wrap the text in
cell A5
Notice how the row height has 5
now increased…
Hold down the key and
click in cell E5 to select the
range A5:E5
Click on the drop arrow
for Merge & Centre in the
Alignment group and select
Merge Cells to merge the cells
in the range
Move the mouse pointer to the
bottom of the row 5 heading
border and drag the row height
up until you reach 30 points

For Your Reference… Handy to Know…

To wrap text - click in the cell to merge and In the example above, wrapping forced the
click on the Wrap Text command in the text into one cell and Excel expanded the
row height so that all of the text was
Alignment group on the Home tab
accommodated. We then merged the text
To merge text - click on the drop arrow across several horizontal cells in the exercise
for Merge & Centre in the Alignment above so that we could reduce the row
group and select Merge Cells height to a more acceptable level.

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PRACTICE EXERCISE
Font Formatting
Tasks:

Before starting this exercise you MUST have completed all of the topics in
the chapter Font Formatting…

Open the workbook called PE_Font Formatting.xlsx (it can be found in

the same folder as the student files)

Format the heading in cell A1 as Cambria, 36 pt, bold, Orange Accent 2

Format the other headings as bold, italic or underline as shown on the

following page
Use Orange, Accent 2, Lighter 80% to fill the area behind the headings

as shown on the following page

Add the superscript 1 in cell H3 and in cell B27 with the following comment
1
Fee may be reduced as the result of Government Assistance

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Your completed worksheet should appear as shown on the following
page...

Use the Save As command to save the workbook as PE_Font

Formatting (Completed).xlsx

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PRACTICE EXERCISE
Cell Alignment

Tasks: Completed:

Before starting this exercise you MUST have completed all of the topics in
the chapter Cell Alignment…

Open the workbook called PE_Cell Alignment1.xlsx (it can be found in

the same folder as the student files)

Right-align the fees

Left align the range B6:B21

Centre align cells B23, B25 and B27

Use the Save As command to save the workbook as PE_Cell Alignment1
(Completed).xlsx 

To

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Number Formatting
Tasks: Completed:

Before starting this exercise you MUST have completed all of the topics in
the chapter Number Formatting…

Open the workbook called PE_Number Formatting.xlsx (it can be found

in the same folder as the student files)

On the Cargo worksheet, apply formatting to the dates and figures so that
they appear as shown in sample A on the next page 
This will involve applying a date format, thousands separator, setting the
number of decimals and applying the currency format...

On the Purchases worksheet, apply formatting so that the figures appear

as shown in sample B on the following page 
The currency formats should be $, € Euro (€ 123), R English (South Africa)
and ETB Amharic (Ethiopia) respectively. You’ll need to widen the columns a
little to make room for the characters added by the formatting...

Use the Save As command to save the workbook as PE_Number

Formatting (Completed).xlsx 

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PRACTICE EXERCISE

UNDERSTANDING FUNCTIONS
Imagine having to create a formula that time consuming to develop. This is the role of calculated the
monthly payments on a loan, or hundreds of arithmetic functions that have been the average of over 100
cells – these would pre-programmed in Excel for you. require complex or long formulas that would be

Functions Overview
Functions are simply pre-programmed formulas already provided for you in Excel which can
perform calculations covering a wide range of categories including statistics, date and time
arithmetic, financial calculations, lists, engineering, and more.
Just like normal formulas that you create, functions must start with an equal sign. The equal sign
is then followed by the name of the function (usually a descriptive name which indicates the purpose
of the function). Most functions also require additional information known as arguments which are
supplied to the function in brackets after the function name. Functions are therefore written as follows:
=name(arguments)
The arguments are quite often cell or range references that contain values that can be used in the
function. For example, the commonest function is the SUM function which, as its name suggests, is
used to sum or add values together. If you wanted to add all of the values in the cells from B10 to D15
you would write this function as:

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=SUM(B10:D15)

As you can see this is much simpler than writing your own referential formula which would look like:
=B10+B11+B12+B13+B14+B15+D10+D11+D12+D13+D14+D15

Imagine writing and proofing a formula where you had to add 200 cells! Typing
Functions
If you are familiar with the function that you need you can type it into a cell exactly the same way you
type any other formula. If you are not sure if Excel has a function or you can’t quite remember how it
is

written you can use the Insert Function tool on the Formula Bar to assist you. When you click on
this tool the Insert Function dialog box will be presented to you which lists the most recently used
or common functions and also allows you to search for other functions that you might need.

The Insert Function dialog box will also type the function out for you and then provide you with a
further dialog box to guide you through the process of specifying the arguments that the function
needs to perform its calculation.

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USING THE SUM FUNCTION TO ADD

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FINDING A MINIMUM VALUE

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COMMON ERROR MESSAGES

Microsoft Excel has some in-built messages that other formula cells that depend upon it. The
can assist you when something goes wrong with messages are always prefixed with a hash sign (#)
a formula. These messages appear in the cell and appear with a code. The more common error
that contains the formula, and sometimes also messages are listed below.

A Line of Hash (#) Signs

Sometimes referred to as “tramlines”, a line of hash
signs usually occurs because a column is not wide
enough to display the numbers in the cell or
formula. Widening the column will correct this
problem – you can drag the column heading until
the value in the cell appears as it should.

#DIV/0!
This message means you are trying to divide a value by
zero – this is mathematically impossible. In the example
at the left we are trying to find the average number of
persons per household. All is fine as long as there is a
value greater than zero in cell B3 (Houses). As soon as
we change this to a zero an error m essage appears in
the formula cell (B5).
To prevent the error you will need to enter a value
greater than zero into cell B3, the divisor cell.

#VALUE!
In this message Excel is advising that something in the
formula is not a value and therefore a calculation can’t be
made.
A close examination of the example at the left shows cell
B3 contains the word “three”. Therefore the formula in
cell B5 is trying to divide 192,664 (in cell B2) with a word,
which doesn’t make sense.
To fix the error, a value (a number) will need to be
entered in cell B3.

#NAME?
This message appears when text is found in a
formula that can’t be matched to either a
legitimate function or range name.
In the example to the left, the formula has been
entered as =SOME(B3:B7) – there is no such
function as SOME, and presumably the author
should have typed =SUM(B3:B7).

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PRACTICE EXERCISE
Formulas And Functions

Tasks: Completed:

Before starting this exercise you MUST have completed all of the topics in
the chapter Formulas And Functions…
Open the workbook called PE_Formulas And Fu nctions.xlsx (it can be
found in the same folder as the student files)

Create a formula that calculates the gross pay for each employee, then use
a function to calculate the total of the gross pay

The total for Gross Pay should appear in E14...
Create a formula that calculates the tax as being 20% of the gross pay for
each employee, then create a total for the tax

Create a formula to calculate the net pay for each employee and then a
total of the net pay

Create a formula that calculates the superannuation as being 8% of the
gross pay for each employee, then create a total for superannuation

Use functions to determine the average, maximum and minimum values for
each column, setting the number of decimal places to 2

Your worksheet shou ld appear as shown on the following page...
Use the Save As command to save the workbook as PE_Formulas And
Functions (Completed).xlsx


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UNDERSTANDING
QUICKANALYSIS
The Quick Analysis tools were developed in Live Preview with some of these tools to create
response to the fact that users weren’t using or the Quick Analysis tools.
even aware of the more powerful analytical tools
found in Excel. So Excel decided to combine

The Quick Analysis Button

The Quick Analysis button
appears when a range is
selected in a worksheet.
Clicking on the button displays
the Quick Analysis gallery
which contains quick analysis
tools that can be applied to the
selected data.
The tools have been organised
along tabs at the top –
FORMATTING , CHARTS,
TOTALS , TABLES , and
SPARKLINES .
When you click on a tab,
options specific to that tab are
presented.

Using Quick Analysis Tools With Live

Preview
Most of the Quick Analysis tools in the
Quick Analysis gallery provide a Live
Preview of the changes in the worksheet
when you point to an option.
This is very useful if you are not sure of the
formatting or type of analysis you require as it
provides you with a preview of what the data
would look like if you selected that specific
option.
At the right we have selected only the totals
from the worksheet shown above. We have
pointed to options from the TOTALS tab (%
Total and Average) and from the
FORMATTING tab (Data Bars ).
Live Preview has either presented another
row of analysed data or has formatted the
selection accordingly.
All of these tools are also available on the
ribbon but using the Quick Analysis tools is
much quicker.

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QUICK FORMATTING

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The first tab in the Quick Analysis gallery is colouring it or presenting it in a slightly different
FORMATTING . This tab provides access to the way. In the Quick Analysis gallery you can apply
conditional formatting tools of Excel. These are data bars, colour high and low values, values over
the tools that allow you to analyse data by or below a value, and more.

2
Try This Yourself:
Before starting this
exercise you MUST open
the file E1355 Quick
Analysis_1.xlsx…
Click in cell B5, hold
down , then click in
cell E9 to select the range
B5:E9
Point to the bottom of the
selected range so that the
Quick Analysis button
appears, as shown, then
click on it to see the
Quick Analysis gallery
3
On the FORMATTING
tab, point to Data Bars to
see data bars
representing the size of
the selected values
Point to Colour Scale to
see colours used to
signify the scale of values
(from red for low to green
for high)
Point to Top 10% to see
the top 10% of values
Click on Greater Than to
see the Greater Than
dialog box
6
Type 200000 in Format
cells that are GREATER
THAN, then click in cell
A1 to see the changes

To
1.

For2.Your Reference… Handy to Know…

apply Quick Formatting in a worksheet: Quick Formatting applies conditional
Select the range to be formatted, then click formatting, not the standard formatting.
on the Quick Analysis button The Clear Format option in the Quick
Choose the desired formatting from the Analysis gallery will clear any conditional
FORMATTING tab formatting that has been applied.
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QUICK CHARTING

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Charts aren’t all that difficult to create in Excel, tools provide a way of seeing what the different
especially with the Recommended Charts charts will look like without having to first create the
feature. However, deciding what style and type of chart.
chart can be daunting. Fortunately the Charts

3
Try This Yourself:
Continue using the
previous file with this
exercise, or open the file
E1355 Quick
Analysis_2.xlsx...

Click in cell A3, hold

down , then click in
cell E9 to select the
range A3:E9
Click on the Quick
Analysis button, then
click on the CHARTS tab
to see a range of
recommended chart
types for this range
Point to Clustered
Column to see a Live 6
Preview of the chart with
the Week as the legend
Point to Line, then
Stacked Area, then
Stacked Column to see
how these options appear
in Live Preview
Point to the second
Clustered Column to
see a preview of the chart
with the Days as the
legend
Click on the second
Clustered Column to
create a chart in the
worksheet

To
1.

For2.Your Reference… Handy to Know…

use the Quick Charting tools: When creating a chart you’ll need to ensure
Select the range to be charted, then click on that the range you select includes the labels
the Quick Analysis button to be used on the chart.
Choose the desired option from the
CHARTS tab
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QUICK TOTALS

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The TOTALS tab in the Quick Analysis gallery operations (e.g. AVERAGE instead of SUM) or use
has some useful tools and options to help you the options to create the totals and calculations in
build your worksheet. You can use the options to the first place.
analyse data and perform alternate arithmetic

3
Try This Yourself:
Before starting this
exercise you MUST
open the file E1355
Quick Analysis_3.xlsx…
Click in cell B5, hold
down , then click in
cell E9 to select the
range B5:E9
Click on the Quick
Analysis button, then
click on the TOTALS tab
to see the calculation
options for this range
Point to Vertical Sum to
see a preview of the
totals for each column 6

Point to Horizontal
Sum to see a preview of
the totals for each row
Point to the other
options and study the
results – do not click on
any at this stage
Click on Vertical Sum
to create column totals
7
Click on the Quick
Analysis button again,
click on the TOTALS
tab, then click on
Horizontal % to see the
percentages for each
day of the week

To
1.

For2.Your Reference… Handy to Know…

create Quick Totals in a worksheet: Always check any operation that performs
Select the range to be totalled/calculated and calculations and embeds formulas for you t o
click on the Quick Analysis button ensure that the correct cells and ranges are
included in totals.
Choose the desired calculation methodology
from the TOTALS tab
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QUICK SPARKLINES

Sparklines are mini charts that are embedded acceptance or understanding that Microsoft would
into a worksheet, usually immediately adjacent to like. So, you’ll now find them in the Quick Analysis
the data. Sparklines are only relatively new in tools where you can easily implement them without
Excel and probably haven’t gained the too much head scratching.

Try This Yourself:

Before starting this
exercise you MUST open
the file E1355 Quick
Analysis_4.xlsx…
Click in cell B5, hold down
, then click in cell E9
to select the range B5:E9
Click on the Quick
Analysis button, then
click on the
SPARKLINES tab
Point to Line to display a
line drawing showing
trends for each row
across the four weeks 3
Point to Column to
display the trend as
columns rather than a
continuous line
Click on Column to add
Sparklines in column F
Notice that after the
Sparklines have been
created the SPARKLINE
TOOLS tab on the ribbon
is now available so that
you can further enhance
or modify the Sparklines
5

For Your Reference… values range from the negative to the

use Quick Sparklines in a worksheet: positive to make any good use of it.
Select the range to be analysed, then
click on the Quick Analysis button
Choose the desired Sparkline from the
SPARKLINES tab
Handy to Know…
The Win/Loss is a special type of Sparkline
that shows positives above an imaginary line
and negatives below it. You need to have

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QUICK TABLES

In computer terminology a table is created when does have columns and rows of continuous data.
data is organised into rows and columns. You’d But it must also have headings which provide filter
think then that a worksheet would be a table – buttons. Creating a table is not hard, but it is much
but it is not in the Excel definition. In Excel a table easier using Quick Tables .

Try This Yourself:

Before starting this
exercise you MUST
open the file E1355
Quick
Analysis_5.xlsx…
Click in any cell
containing data
Hold down + ,
then press to select
all of the non-empty
cells around the current 3
cell
Using the scroll bars,
scroll to the bottom
right corner of the
selection, click on the
Quick Analysis button,
then click on the
TABLES tab
Click on Table to turn
the selected range into
a table
Scroll across and on
the drop arrow for
Position to see sorting
and filtering options 6
Click on Select All to
remove the tick, then
click on Effective
People Leader so it
appears ticked
Click on [OK] to see
only those people with
this position title 7
To

For Your Reference… Handy to Know…

use Quick Tables to create a table: A drawback of using Quick Tables is that all
1. Select the entire data to be used as a table of the data must be selected first. Using the
normal operation to create a table (the Table
2. Click on the Quick Analysis button
command on the INSERT tab of the ribbon)
3. Click on the TABLES table, then click on only one cell in the table needs to be
Table
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 Microsoft Excel

PRACTICE EXERCISE
The Quick Analysis Tools

Tasks: Completed:

Before starting this exercise you MUST have completed all of the topics in
the chapter The Quick Analysis Tools…
Open the workbook PE_Quick Analysis.xlsx (it can be found in the same
folder as the student files)

Use the Quick Analysis tools to apply a colour scale to the data in the
worksheet

Use the Quick Analysis tools to create a chart for the Overheads data.
This chart should be a clustered column chart that has the column

headings as the x axis, and displays the legend at the bottom of the chart.
Make the chart title Cost of Overheads.
Reposition the chart below the data 
Use the Quick Analysis tools to create Sparklines for the Qtr1 to Qtr4
and Total columns for Overheads

Your worksheet should appear as shown on the following page…
Use the Save As command to save the workbook as PE_Quick Analysis
(Completed).xlsx


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PRINTINGAWORKSHEET
Traditionally, printing means producing your over what and how much to print, as well as
document on paper, but in today’s Web and enabling you to select the printer to use. You can
online world it might mean printing to the Web or print one or multiple copies of a document, one or
to another file. Excel gives you a lot of control multiple pages and even collate copies.

1
Try This Yourself:
Continue using the previous
file with this exercise...

Click on File Tab then

select Print to display the
Print dialog box
Your dialog box may appear a
little different to the one
shown, as the available
options will depend on the
make and model of printer that
you are using...
Click on Print to print the
pages

To
1.

2.

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For Your Reference…For Your Reference… Handy to Know…Handy to Know…

To To close a print a documentworkbook:: If you saveYou can also print a document directly, your
workbook using the close
command, the workbook will be closed without opening the Print dialog box. Click
1.1. Click on the Click on the File TabFile Tab and select Close without
the prompting message above.the arrow on the Quick Access toolbar,

2. Click on Print Click Excel allows you to have a number of Quick Print. This will send one copy
of the document directly to the printer.workbooks open at the same time. When you
close a workbook when others are still open
one of the others will then appear.

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To
1.

2.

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THECHARTINGPROCESS
Charts provide a way of seeing trends in the data any of the Insert commands in the Charts group
in your worksheet. The charting feature in Excel on the
is extremely flexible and powerful and allows you
to create a wide range of charts from

Inserting Charts
The first step when creating a chart is to select the data from the worksheet that you want to chart. It is
important to remember that the selected range (which can be either contiguous or non -contiguous),
should include headings (e.g. names of months, countries, departments, etc). These become labels
on the chart. Secondly, the selected range should not (normally) include totals as these are inserted
automatically when a chart is created.
The second step is to create a chart using the INSERT tab on the ribbon. You can choose a
Recommended Chart where Excel analyses the selected data and suggests several possible chart
layouts.
Alternatively you can create the chart yourself from scratch by choosing one of the Insert commands
in the Charts group. Charts that you create in Excel can be either embedded into a worksheet, or they
can exist on their own sheets, known as chart sheets.

Embedded Charts
Charts that appear within a
worksheet are known as
embedded charts. A chart is
really an object that sits on
top of the worksheet – unlike
numbers and letters, charts
are not actually placed into
worksheet cells.

Chart Sheets
If you want to keep your
chart separate from the data
you can move the chart to
its own sheet. Chart sheets
make it easier and more
convenient to work with your
chart because you’ll see
more of it on the screen –
since the data is not there!

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CHOOSING THE RIGHT CHART

To
1.

2.

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A chart is far more effective at communicating communicate different types of information. Some
results, outcomes or trends than a table of figures charts show simple relationships between values,
displaying the same information. Different chart while others are designed for quite technical
types have been created to purposes. Here is a summary of the use of different
chart types.

Column, Bar These chart types, either in 2D or 3D, are used to

compare values across categories. For example,
they could compare the populations of different
countries.

Line, Area Lines in 2D or 3D are useful for showing trends

such as sales or employment figures. An area
chart is a line chart with the area below the line
filled in.

Surface The surface chart plots trends in two dimensions.

You could use this to plot departmental sales
figures over time. The chart then shows you the
trends between departments, as well as the sales
trends over time.

Pie, Doughnut If you want to show proportion, such as the sales

figures from different departments that make up a
total, then the pie and doughnut charts are for
you. The only variation between the doughnut
chart and the pie chart is that the doughnut chart
can display more than one series of values.

Stock The stock chart type has been designed to show

the stock figures for a day, and the trend over
time. At its simplest, you can plot the high, low
and close figures, and at its most complex, the
volume, open, high, low, and close. It can be
adapted to show the relationships between any
five sets of values.

XY (Scatter) Scatter diagrams are used to display the

relationship between two variables. For example,
you could research the age and price of a series
of cars, and plot the values you find. You could
also investigate the height and weight
relationship of a group of people.

Radar A r adar diagram is designed to show the change

in values from a central point. For example, it can
be used to show mobile telephone coverage,
including multiple networks and multiple
measurements.

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USING A RECOMMENDED
CHART
If you are undecided about the best type of chart selected data and presents you with what it
for the data you have selected to graph, then you considers to be the best way to chart that data.
may wish to use Excel’s Recommended Charts Several alternatives are presented and you simply
feature. This feature analyses your choose the one you like most.

Try This Yourself:

Before starting this exercise
you MUST open the file
E1317 Charting_1.xlsx…

Click in cell A3, hold down

, then click in cell G7 to
1 You can also use the Quick Analysis tool that appears at the
select the range A3:G7 bottom right corner of a selected range to create a quick chart.
Click on the INSERT tab, However, this method will not allow you to preview a wide
then click on variety of charts.
Recommended Charts in
the Charts group
The Insert Chart dialog box
will display with a number
of recommended chart
options…
Click on each of the
alternatives in the left pane
to see a preview of how the
chart will appear in the right
pane and spend a few
moments reading the
descriptions
Click on Line chart (the
second alternative in the
left pane), then click on
[OK] to embed the chart in
the worksheet
Point to the top border of
the chart, then click and
drag the chart immediately
below the data
Click in cell A1 to deselect 2
the chart

To

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For Your Reference… use the
Recommended Charts feature: 1.
Select the data to be charted
2. Click on the INSERT tab, then click on
Recommended Charts in the Charts group
3. Click on the desired chart and click on [OK]
Handy to Know…
When selecting data for a chart you should
include headings (e.g. names of the month,
regions, etc.) but not the totals derived from the
data. In the example above the names of the
months and the cities are selected but the total
revenue and the regional totals are not.

To

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CREATING A NEW CHART FROM SCRATCH
The easiest way to create a chart is by using the INSERT tab of the ribbon. This may be faster if you
Recommended Chart feature. However, you have a specific style of chart in mind.
can create a chart yourself from scratch using

Try This Yourself:

Before starting this
exercise you MUST open
the file E1317
Charting_1.xlsx…
Click in cell A3, hold down
, then click in cell G7
to select the range A3:G7
Note that we have
selected the data
including headings but 2
excluding the totalling…
Click on the INSERT tab,
then click on Insert
Column Chart in the
Charts group to see a
gallery of Column chart
types
Under 2-D Column, click
on Clustered Column
The chart will be
embedded in the
worksheet. The chart will
be active (selected) and
you’ll see additional tabs
on the ribbon for working
with the chart…
Point to the chart, then
click to select it and drag
the chart so that it is
underneath the data, as 4
shown
Click in cell A1 to deselect
the chart

For Your Reference… 2. Click on the INSERT tab, then click on

create a chart from scratch: the appropriate Insert command in the
Charts group
1. Select the range to chart
3. Click on the desired chart type
To

EXCEL Page 68 LECTURE WEEK 5

Handy to Know… of the chart in the worksheet. This will help
When a chart gallery appears after you’ve used you to select the right chart for your needs.
the Insert chart command, you can point over
each image in the gallery to see a Live Preview

WORKING WITH AN
EMBEDDED CHART

To

EXCEL Page 69 LECTURE WEEK 5

By default, new charts are placed in the active want to work with a chart you must select it – this
worksheet, which is usually the one that contains can be done by clicking on the chart. The chart
the data. Charts are placed over the top of the itself is made up of many objects and these too c an
worksheet, embedded as objects. When you be selected by clicking on them.

Try This Yourself:

Continue using the
previous file with this
exercise, or open the file
E1317 Charting_2.xlsx...

Point to the border of the

chart and click once to
select the chart as an
object
The border of the chart will
thicken to indicate that the
chart is selected, the
range of data used for the
chart will be coloured, the
ribbon will show
chart-specific tabs and
commands, and additional 2
tools will appear to the
right of the chart…
Click on the chart legend
to make it the active object
in the chart
Click on the vertical axis
to make it the active object
Click on the horizontal
axis to make it the active
object
Click on the border of the
chart to make the overall
chart the active object
again – notice that the
range of data has been
coloured again
Click in cell A1 to deselect
the chart
3
To

For Your Reference… Handy to Know…

select a chart and its objects: Once an object is selected, be it a chart, a
1. Click on the border of the chart to select an legend on the chart, or the like, you can right-
embedded chart click on the object to see a shortcut menu
specific to the selected object.
2. Click on the various objects of a chart to
select them
EXCEL Page 70 LECTURE WEEK 5
RESIZING A CHART

To

EXCEL Page 71 LECTURE WEEK 5

There are two main ways to resize a chart if you These handles appear with dots in them. You can
are not satisfied with its current size. A chart that also resize a chart using commands in the Size
has been selected can be resized by dragging group on the CHART TOOLS: FORMAT tab that
one of the sizing handles around its border. appears when the chart is selected.

3
Try This Yourself:
Continue using the
previous file with this
exercise, or open the
file E1317
Charting_3.xlsx...

Click on the chart to

select it
Point to the sizing
handle on the left
border of the chart until
the mouse pointer
changes to a double
arrow
Hold down the left
mouse button and drag
left until the chart
appears as shown
You can als o resize a 4
chart from the ribbon…
Click on the CHART
TOOLS: FORMAT tab
Click on the up spinner
arrow for Shape
Height in the Size
group until it shows 8.5
cm
Click on the up spinner
arrow for Shape Width
in the Size group until it
shows 17 cm
Click in cell A1 to
deselect the chart

To

EXCEL Page 72 LECTURE WEEK 5

For Your Reference…
resize a chart:
1. Select the chart, then click on and drag a
sizing handle on the border of the chart, or
Click on the CHART TOOLS: FORMAT
tab, then click on up/down spinner arrows
for Shape Height and Shape Width in the
Size group
Handy to Know…
If you wish to change the size of a chart
quickly and easily, clicking on and dragging
the resize handles is the best option whereas
if you want to resize a chart to a specific size it
is best to resize the chart using the tools in the
Size group on the CHART TOOLS: FORMAT
tab.

To

EXCEL Page 73 LECTURE WEEK 5

REPOSITIONING A CHART
It’s unlikely that a chart embedded in the on and dragging the border of the chart to the
worksheet by Excel will be exactly where you desired location. The chart obviously must be
would like it to be. You can easily relocate a char t selected before it can be dragged to a new
to a more appropriate position by clicking position.

2
Try This Yourself:
Continue using the
previous file with this
exercise, or open the
file E1317
Charting_4.xlsx...

Click on the chart to

select it
Point to the border of
the chart until the
mouse pointer
changes to a four-
headed arrow
Hold down the left
mouse button and
drag the chart below
the data so that the
Total Revenue row 3
in the worksheet is
visible
Click in cell A1 to
deselect the chart

For Your Reference… 2. Move the mouse pointer to the border of

move a chart: the chart until the mouse pointer changes
1. Click on the chart to select it to a four-headed arrow
3. Drag the chart to a new location

To

EXCEL Page 74 LECTURE WEEK 5

Handy to Know…
You can use the standard cut and paste
commands to move a chart. Select the chart,
click on the HOME tab, then click on Cut in
the Clipboard group to copy it to the
clipboard. Click in a new location and, on the
HOME tab, click on Paste in the Clipboard
group to paste the chart.

To

EXCEL Page 75 LECTURE WEEK 5

 Microsoft Excel

PRINTING AN EMBEDDED CHART

When you print a worksheet, Excel will print underlying data. All you need to do is to position
whatever is in or embedded in that worksheet the chart in the appropriate location then access
(including charts). This makes it easy and the print commands in the usual way.
convenient to print both the chart and its

1
Try This Yourself:
Before starting this
exercise you MUST
open the file E1317
Charting_5.xlsx…
Click on the FILE
tab, then click on
Print to see a
preview of the data
and the chart
Not all of the chart or
data may be visible
so we’ll change the
orientation to
landscape…
Click on Portrait
Orientation in
Settings then select
Landscape 2
Orientation
Click on [Print] to
print the chart
If you don’t have a
printer connected or
you don’t wish to
print, click on the
Back arrow to
display the workbook
again

To

EXCEL Page 76 LECTURE WEEK 5

 Microsoft Excel

CHANGING THE CHART

For Your Reference… Handy to Know…

print an embedded chart: If you only want to print the chart and not the
1. Click on the FILE tab, then click on Print data, click on the chart to select it, click on
the FILE tab, then click on Print. You will
2. Click on [Print]
notice that only the chart will appear in the
preview.

To

EXCEL Page 77 LECTURE WEEK 5

 Microsoft Excel

REATING A CHART SHEET

Charts can either be stored in a worksheet or in a are interested in printing the chart on its own page.
separate sheet of their own known as a chart Charts can be shifted back and forth between a
sheet. Chart sheets separate the chart from the worksheet and a chart sheet.
underlying data and are useful especially if you

2
Try This Yourself:
Continue using the
previous file with this
exercise, or open the file
E1317 Charting_6.xlsx...

Click on the chart to

select it and display the
CHART TOOLS:DESIGN
and CHART TOOLS: 3
FORMAT tabs
Click on the CHART
TOOLS: DESIGN tab,
then click on Move Chart
in the Location group to
display the Move Chart
dialog box
Click on New Sheet, then
type Revenue Chart
This will become the
sheet name for the
chart…
Click on [OK] to move the
embedded chart to its
own sheet
Click on the Chart Data
worksheet tab to see the
data again
Notice that the chart is no
longer embedded on this
worksheet

To

For Your Reference… Handy to Know…

create a chart sheet: Keeping charts on their own sheets makes
1. Click on the CHART TOOLS: DESIGN tab, them easier to work with as they do not
[email protected]
then click on Move Chart in the Location Page 78 St. George’s Information Services
obstruct the data.
group
2. Click on New Sheet, type a name for the
 Microsoft Excel

CHANGING THE CHART

TYPE
When you create a chart, you may not always of what each chart type is designed for and to
achieve the result that you desire. Fortunately, select the format that best suits your purpose. Just
the process for changing a chart type is quite be aware that some chart types are designed for
simple. You just need to have an understanding specialised applications.

3
Try This Yourself:
Continue using the
previous file with this
exercise, or open the
file E1317
Charting_7.xlsx...

Click on the Revenue

Chart worksheet tab to
see the chart, then click
anywhere on the chart
to select it and display
the chart commands on
the ribbon
Click on the CHART
TOOLS: DESIGN tab,
then click on Change
Chart Type in the Type
group to display the
Change Chart Type
dialog box
Click on 3-D Column,
as shown
Click on [OK] to apply
the change to the chart
Click on the Chart Data
worksheet tab to return
to the worksheet

To

EXCEL
For Your Reference… PageHandy
79 to Know… LECTURE WEEK 5
change the chart type: You can use Change Chart Type in the
1. Ensure the chart or chart sheet is selected Type group on the CHART TOOLS:
DESIGN tab for either embedded charts or
 Microsoft Excel

CHANGING THE CHART

LAYOUT
Excel has a gallery of chart layouts that can be
applied to an existing and selected chart that is

To

EXCEL

Page 80 LECTURE
WEEK 5
CHART

either in its own worksheet or embedded into the

Try This Yourself:

Continue using the
previous file with this
exercise, or open the file
E1317 Charting_8.xlsx...

Click on the Revenue

Chart worksheet tab to
see the chart, then click
anywhere on the chart to
select it and see the
2
CHART TOOLS:
DESIGN and CHART
TOOLS: FORMAT tabs
Click on the CHART
TOOLS: DESIGN tab,
then click on Quick
Layout in the Chart
Layouts group to display
a gallery of layout
options
Click on Layout 3 to
apply this chart layout to
the chart
Repeat steps 2 and 3 to
select other chart
layouts and see how
they appear when
applied to the chart
Click on Quick Layout in 5
the Chart Layouts group
and click on Layout 5
Click on the Chart Data
worksheet tab to display
this worksheet

Page 81 LECTURE WEEK 5

 data worksheet. Chart layouts are the way
elements of the chart are placed within the chart.
Different layout options can therefore change the
appearance of your chart and its readability.
For Your Reference…
change the chart layout:
1. Ensure the chart or chart sheet is
selected
2. Click on the CHART TOOLS: DESIGN
tab, then click on Quick Layout in the
Chart Layouts group
3. Select the desired layout
Handy to Know…
Chart layouts are predefined themes created
by Microsoft. Even if you choose one of these
layouts you can still make your own
modifications to the way the elements and
objects are positioned and how they appear.
For Your Reference…
change the chart style:
1. Ensure the chart or chart sheet is
selected
2. Click on the Chart Styles tool to the right
of the chart
3. Click on the desired style

Page 82 LECTURE WEEK 5

CHART

Handy to Know…
STYLE
The style of a chart refers to its colour scheme and effort. Excel also makes it easy to change
and overall appearance and can impact the chart styles if you decide the style you have chosen
clarity of the content of the chart. Choosing a is not appropriate.
predefined chart style can save valuable time

Try This Yourself:

Continue using the
previous file with this
exercise, or open the
file E1317
Charting_9.xlsx...

Click on the Revenue

Chart worksheet tab to
see the chart, then click
anywhere on the chart
to select it
Click on the Chart 2
Styles tool to the right
of the chart to see a
gallery of style options,
as shown
Scroll through the
gallery and point to
each style to see how
your chart will look in
Live Preview
Scroll to and click on
Style 9
Click on the Chart
Styles tool to the right
of the chart to close the
gallery
Click on the Chart Data
worksheet tab
4

Page 83 LECTURE WEEK 5

 Instead of using the Chart Styles tool to the
right of the chart, you can also choose chart
styles from the CHART TOOLS: DESIGN tab
on the ribbon when a chart is selected.

PRINTING A CHART SHEET

Page 84 LECTURE WEEK 5

CHART

You can pri nt an embedded chart simply by simply ensure that the chart sheet is active, then
printing the worksheet as if it is a standard click on the FILE tab, click on Print, apply the print
worksheet. You can also print a chart sheet in settings as desired and click on [Print].
exactly the same way. To print a chart sheet, the
worksheet data. But the real benefit of inserting

Try This Yourself:

Continue using the previous
file with this exercise, or
open the file E1317
Charting_10.xlsx...

Click on the Revenue Chart

worksheet tab
Click on the Chart Title text
box, select the text, then
type Revenue Chart to
change the title
Repeat step 2 to change the
Axis Title to Euros
Click on the FILE tab, then 2
click on Print to see the
print options and a preview
of the chart
No further adjustment is
required here so we can go
ahead and print it…
If you wish to print the chart,
click on [Print]
If you don’t have a printer
connected or wish to save
paper, click on the Back
arrow to return to the
worksheet…
Click on the Chart Data
worksheet tab

For Your Reference… Handy to Know…

print a chart sheet: When you preview a chart prior to printing, it
1. Click on the chart sheet tab may not appear as clearly as you would like.
Page 85 LECTURE WEEK This
5 is due to the screen resolution, not the
2. Click on the FILE tab, then click on Print
chart itself. The printed version of the chart
3. Click on [Print] will appear clearer than the preview.
 Microsoft Excel

EMBEDDING A CHART INTO A WORKSHEET

For Your Reference… Handy to Know…

To embed a chart in a worksheet : Embedding is normally only done when it is
1. Click on the CHART TOOLS: DESIGN tab, necessary to print the worksheet and the
then click on Move Chart in the Location data together.
group
2. Click on the drop arrow, select the sheet to
embed it into, then click on [OK]

EXCEL Page 86 LECTURE WEEK 5

Charts can either be presented in their own sheet and a worksheet as often as you wish without
sheets or they can be embedded into a impacting at all on the chart. Sometimes it is easier
worksheet that contains data. In fact, you can to work with a chart in its own sheet, but it may be
move a chart back and forth between its own necessary to print the chart with its data.

3
Try This Yourself:
Continue using the
previous file with this
exercise, or open the
file E1317
Charting_11.xlsx...

Click on the Revenue

Chart worksheet tab 4

Click on the CHART

TOOLS: DESIGN tab,
then click on the Move
Chart tool in the
Location group to
display the Move Chart
dialog box
Click on Object in, then
click on the drop arrow
and click on Sheet 2
Click on [OK] to move
the chart to the
worksheet
5
Reposition the chart by
dragging it to the top
left of the sheet, then
drag the resizing
handles to resize it as
shown
Click on the Chart Data
worksheet tab

87
 Microsoft Excel

DELETING A CHART

If you no longer require a chart you can easily chart sheets you can delete the sheet by right
delete it. With embedded charts you must first clicking on the chart sheet tab and choosing the
select the chart in the worksheet and then press deletion option.
the key to delete the chart. With charts in

1
Try This Yourself:
Continue using the
previous file with this
exercise, or open the
file E1317
Charting_12.xlsx...

Click on Sheet 2 to
see the chart in the
worksheet, then click
on the chart to select it

Press to delete
the chart

For Your Reference… Handy to Know…

delete a chart: Because it is so easy to delete a chart object
1. Click on the worksheet to see the chart, then it is also easy to delete it by accident !
click on the chart to select it Remember, you can use the Undo feature in
Excel to restore accidental deletions.
2. Press

Page 88 LECTURE WEEK 5

 Microsoft Excel 2013 - Level 1

PRACTICE EXERCISE
Creating Charts

Tasks: Completed:

Before starting this exercise you MUST have completed all of the topics in the
chapter Creating Charts…

Open the workbook called PE_Creating Charts.xlsx (it can be found in the 
same folder as the student files)

Create a Clustered Column chart showing the sales of products for the  months of January
through to June

Drag the chart down below the data and resize it so that it is the same 
width as the data, keeping the proportions as far as possible

Change the chart type to 3-D Stacked Column and change the chart title 
to Sales
The chart should appear as shown in sample A on the following page...

Create a Pie in 3-D chart of the products and their totals then place it on its  own chart
sheet called Product Sales

Files required for PE_Creating Charts.xlsx

exercise:
Files/work created by PE_Creating Charts (Completed).xlsx, 1 printed copy of the Product Sales
student: chart
Exercise Completed:


© Watsonia Publishing Page 89 Chapter 10 - Practice Exercise

 Microsoft Excel

Change the Chart Title to Product Sales 

Change the layout to Layout 6 

The chart should appear as shown in sample
B on the following page...

Print the pie chart 

Use the Save As command to save the workbook as PE_Creating Charts  (Completed).xlsx

Page 90 LECTURE WEEK 5

 Microsoft Excel 2013 - Level 1

PRACTICE EXERCISE SAMPLE

Creating Charts

91
 A

© Watsonia Publishing Page Chapter 10 - Practice Exercise

92