Excel 2003 tutorial 2

Excel 2003 – Tutorial II

Charts
Chart Wizard
Chart toolbar
Resizing a chart
Moving a chart
Deleting a chart
Copying a chart to Microsoft Office file
Chart Types
An Overview on Formatting Charts and Cells

Commonly Used Features
Comments
Use Go To
Use Find and Replace
Increase / Decrease Decimals
Protecting your files (password to open)

Saving Excel files as Web pages

E-mail an Excel File
To send by e-mail a single Excel worksheet as a message body
To send by e-mail a single Excel worksheet as an attachment
To send by e-mail an Excel workbook as an attachment
To send by e-mail an Excel workbook for review

Additional Readings
Tab Color
Hide / Unhide

Appendix 1: Shortcut Keys

Excel – Tutorial 2 1

Charts
A chart allows you to visually display your data. Charts help users compare data and
identify trends. This section explains how you can create simple charts from the data
selection you have in a worksheet.

Before you can create your chart you must enter data into a worksheet, and then
highlight the data to specify to Excel which information to use as part of the chart,
then do the following:

1. Insert > Chart, the Chart Wizard appears

or
2. Click the Chart Wizard button on the Standard toolbar, the Chart Wizard
appears

or

3. Press F11 on your keyboard. The chart will be created using the data you selected.

Chart Wizard

The chart wizard brings you through the process of creating a chart by displaying a
series of dialog boxes.

1 Enter the data into the worksheet and highlight all
the cells that will be included in the chart including
headers.

2 Click the Chart Wizard button found on the Standard toolbar to view the
Chart Wizard

3. In the Chart Type dialog box: Choose the
Chart type and the Chart subtype if
necessary. Click Next.


4. In the Chart Source Data dialog box:
Select the data range in case different from the
area highlighted in step 1 and click Next.

5. In the Chart Options dialog box:
Enter the title of the chart and titles for
the X- and Y-axes. Other options for
the axes, Grid Lines, Legend, Data
Labels, and Data Table can be
changed by clicking on the tabs. Click
Next to move to the next set of
options.

• Chart title: is the title associated with the chart.

• Category (x) axis: is the axis (usually a vertical axis) that shows a scale of
values by which the data series are measured.

• Category (y) axis: is the axis (usually a horizontal axis) that displays a
category labels for all the data series.

• The Gridlines tab: You can add gridlines (both vertically and horizontally) to
your chart. This is important when you have a chart with values close to each
other.

• The Legend tab: A color, text, or graphics “Key” identifying each series in the
chart.

• The Data Labels tab: Text or values displayed at Data Points (an individually
plotted value associated with a specific category).

• The Data Table tab: Enables you to place a table below the x-axis. This
feature aligns the numeric data under the corresponding category.


6. The Chart Location dialog box:
Click As new sheet if the chart should
be placed on a new worksheet or select
As object in if the chart should be
embedded in an existing sheet and
select the worksheet from the drop-
down menu.

7. Click Finish to create the chart

Chart Toolbar

To get the Chart toolbar,
right click on the toolbar and
click on Chart.

Resizing a Chart

To resize the chart, click on its border and drag any of the eight black handles to
change the size. Handles on the corners will resize the chart proportionally while
handles along the lines will stretch the chart.

• The two vertical middle handles can be used to change the height of the chart.

• The two horizontal middle handles can be used to change the width of the chart.

• The four handles at the corners can be used to change both the height and width of
the chart.

Moving a Chart

Select the border of the chart, hold down the left mouse button and drag the chart to a
new location. Elements within the chart such as the title and labels may also be moved
within the chart. Click on the element to activate it, and use the mouse to drag it.

Deleting a Chart

Click a blank area in the chart you want to delete. Handles appear around the chart.
Press the DELETE key on the keyboard to delete the chart.


Formatting Chart Objects

To select a chart object to format,
click on the chart object or select the
object from the Chart Objects List
and click the Format button. A
window will then appear containing
the properties of that object. You can
change these properties as you like.

• Chart Type: Click the arrowhead on the Chart Type button to select a
different type of chart.

• Legend Toggle: Show or hide the Chart Legend by clicking this toggle
button.

• Data Table view: Display the data table instead of the chart by clicking the
Data Table toggle button.

• Display Data by Column or Row: Displays the data by columns or rows
according to the data sheet.

Angle Text - Select the category or value
axis and click the Angle Clockwise or
Angle Counterclockwise button to angle
the selected text by +/- 45 degrees.

Copying a Chart to Microsoft Office file

A finished chart can be copied into a Microsoft Office document like Word, for
example. Select the chart and choose Edit > Copy. Open the destination document in
Word and choose Edit > Paste.

Chart Types
Excel offers different kinds of charts. We will look at two types:


1. Column Charts: A column chart has vertical bars and plots as separate points
over time. Column charts are good for showing value amounts and quantities
over time.

2. Pie Charts: Pie charts are used for showing a percentage of the whole.
One of the great features Excel offers with pie charts is that you can select the
data point and drag it away from the whole pie, thereby exploding the slice to
highlight certain data point.

An Overview of Formatting Charts and Cells
1. Formatting Chart Titles:
Right-click the chart title, and choose Format Chart Title from the Format Chart Title
dialog box. Select the font settings, effects, and alignment you want. Click OK.

2. Formatting Legends:
Right-click the legend, and choose Format Legend from the Format Legend dialog
box. Select the font settings, effects, and alignment you want. Click OK.

3. Changing the Background Color:
Right click on the chart area (the white area), and choose Format Chart Area from the
pop up menu. Under the Pattern tab select the color that you want. You can also select
Chart Area option from the Chart toolbar.

4. Formatting Axis Title:
Right-click the axis title and choose Format Axis Title from the pop up menu. Select
the font settings, effects, and alignment you want from the Format Axis Title dialog
box.

5. Adding Picture/ClipArt Image:
You can add a picture or a clipart image to your chart or worksheet by:
a. Insert > Picture > ClipArt (To insert an image from ClipArt Gallery).
Or
b. Insert > Picture > From File (To insert an image stored in your local disk).

6. Rotating Text on Chart:
a. Click the text you want to rotate.
b. Click on the following buttons of the Chart toolbar:
Rotate Text downward by 45 degrees
Rotate Text upward by 45 degrees.

7. Wrapping Text in Cells:
You can display a long line of text within a cell by wrapping the text.
a. Click the cell containing the text you want to wrap
b. Click Format > Cells > Alignment tab, and under the Text Control section
check the option Wrap text, Click OK.


8. Printing the Chart:
You can print the chart with or without
worksheet data:
a. If you highlight the chart with
the worksheet data, and click
File > Page Setup you will get
a dialog box with Page,
Margins, Header/Footer,
Sheet tabs.
b. If you highlight the chart
without the worksheet data,
and click File > Page Setup
you will get a dialog box also
with four tabs but with Page,
Margins, Header/Footer and
Chart tabs.

Here you have the option of a full page scale to fit the page or custom. You can also
determine the printing quality. Now click on Print Preview to preview your
worksheet (then close).

Commonly Used Features

Comments

A comment is a note that you attach to a cell, separate from other cell contents.
Comments are useful as a reminder, such as noting how a complex formula works, or
to provide feedback to other users. To add a comment to a cell:

1. Click the cell you want to add a comment to.

2. On the Insert menu, click Comment.

3. In the box that appears, type the comment you want to add. If you don't want
your name in the comment, highlight it and delete the name.

4. When you finish typing the text, click outside the comment box.

To viewing comments:

Excel provides several ways to view comments. Cells with comments have red
indicator triangles in their upper-right corners. If you rest the pointer over a cell that
has an indicator, its comment will appears. You can also make your comments be
continuously displayed — either individual comments or all the comments on the
worksheet. You can also print out the comments, either in their place on the worksheet
or as a list at the end of the printout.


Use Go To

The Go To option takes you to a specific cell without
scrolling down to it. From the Edit menu, select Go
To.

Enter a grid reference in the Reference box (for
example type A400 in the Reference box) then click
OK, and you go to cell A400.

Use Find and Replace

Use Find and Replace to locate specific text or numbers on a worksheet to review or
edit. You can automatically replace data you find by using the replace option. You can
choose to select all cells containing the same type of data, formulas, or cells which
content does not match the selected cell. To find text or numbers in a worksheet or
workbook select the range of cells on the worksheet that you want to search.

Note: If you want to search the entire worksheet, click in any cell.

From the Edit menu, select Find. The Find and Replace dialog box is displayed.

In the Find what field, enter the
text or numbers that you want to
search for.

To perform a simple search,
click Find Next. The active cell
is moved to the first occurrence
of the text you are searching for.
Click Find Next again to
continue to find matching cells.

Click the Options button to be able to specify further details of your search. To
specify find options:

• The Within box: either search within the sheet or the workbook

• The Search box: select whether you want to search by rows or columns

• The Look in box: select the type of information you want to search for
(formulas, values or comments)

• The Match case check box: If you want to distinguish between upper and
lowercase characters in your search


• The Match entire cell contents check box: to search for an exact or complete
match of a cell’s content

• The Format button: you can identify the format of the text you’re searching
for, choose between specifying the format you are looking for or selecting a
cell which contains the format you want to find

• Click Find Next

To find all cells containing the specified text: Enter the find criteria and options as
normal and click on Find All. A panel is displayed at the bottom of the dialog box
listing the cells where the search text is found.

Note: To cancel a search, press the ESC key from the keyboard.

Increase/Decrease Decimal

To increase/decrease the number of digits after
the decimal point of a number, click on the
Increase Decimal or Decrease Decimal
buttons of the Formatting toolbar.
You can also select Format > Cells from the
menu bar. In the Number tag, choose
Number from the Category menu.

Change the number of decimal places from the
Decimal places menu. Click on OK.

Protecting your files (password to open)

• When you first try to save
your work, or when you select
File > Save As, the Save as
dialog box appears.

• Click on the Tools option and
choose General Options.

• Enter the password to open
and the password to modify

• Click OK.


• The Confirm Password dialog box that appears, re-enter your Password to
open so that you confirm that you typed it correctly. Do the same for
Password to modify.

Save your worksheet under any name you want. Whenever anyone attempts to
open this worksheet, s/he will be asked for a verification password.

Saving Excel files as Web pages

You can publish Excel documents (with .xls extensions) to Web pages. However,
when the files open the following will occur:

1. Excel files use more computer space than files in HTML file format. Large files
may create network congestion and delays.

2. The Excel document requires the client computer to have MS Excel installed
locally to function properly, while the HTML file can be read by any browser
(e.g. Netscape, Internet Explorer).

3. A dialog box will pop-up asking whether the client wants to Save or Open the
document. The HTML version, on the other hand, loads instantly in the
browser.

To save an Excel document as a Web page (HTML format):

1. Open the Excel file.

2. Go to File>Save as Web Page. The Save As window will open.

3. Choose the location where to save the new file in.

4. From the Save as type choose Web page.

5. You can change the File name of your new Web page document.

6. You can also change the Page Title of your
document. This title will appear at the top
of the web browser when a person views
your Web page. Click on the Change Title
button and type in a new title for your Web
page. Click OK.

7. In the Save as dialog box, notice the two radio buttons next to Save:

- Entire Workbook: select it if you want to save the entire Excel workbook as a Web
page.


- Selection Sheet: select it if you want to save one single Excel worksheet as a Web
page.

Note: The Add Interactivity checkbox allows you to publish your worksheet and
workbook as interactive or non-interactive. For more information about interactivity,
refer to “Put Excel data on a Web Page” in Excel Help.

8. Click the Save button.

Note: When you save an Excel workbook (a group of worksheets) you will obtain
both an HTML file and a folder, independent of the files having or not having
pictures. When you save a single Excel worksheet that includes pictures you will also
obtain the HTML file and the folder. When you save a single Excel worksheet that
does not include pictures, only an HTML file is created.

E-mail an Excel File
In order to use this feature of Excel, you should have a default email client program
(similar to MS Outlook).

To send by e-mail a single Excel worksheet as a message body

1. From the shortcut toolbar click on
the E-mail icon or from the
Menu bar go to File>Send to.


2. Choose the Mail recipient option specify the recipient of worksheet.

3. A dialog box appears with two
options.

Note: This dialog box will appear with
two options only if you have data on
more than one sheet. Select Send the
entire workbook as attachment and
click OK

4. An area appears for you to
address the message:

• In the To field type the
address of the person to
whom you are sending the
message.

• In the Subject field type a
subject for your message.

• To include an introduction
for the worksheet you are sending, click on the Introduction field and type it
in.

Note: You can only include an Introduction if you are using Outlook.

• Click Send this Sheet to send the message

To send by e-mail a single Excel worksheet as an e-mail attachment

What are the differences between message body and as attachment?

An attachment can be viewed in all email client software while as a message body
will be only viewed in MS Outlook. To be in the safe side, always send Excel files as
e-mail attachments. As a message body you can only send a single sheet while you
can send the whole workbook as an attachment.


1. From the shortcut toolbar click on the E-mail icon or from the Menu bar go to
File>Send to. Choose the Mail recipient (as Attachment).

2. A new page appears for you to address the message:

• In the To field type the address of the person to whom you are sending the
message.

• In the Subject field type a subject for your message.

• The worksheet will
be automatically
attached in the
Attach field.

• Click Send button
from the shortcut
toolbar to send the
message

To send by e-mail an Excel workbook as an attachment

1. From the Standard toolbar, click on the E-mail icon Or from the Menu bar go
to File>Send to


Note: If your Excel file is a workbook (contains data on more than one worksheet)
and you choose the Mail recipient option whether by clicking its corresponding icon
from the Standard toolbar or by selecting the option from the File menu a message
will automatically appear asking if you’d like to send the entire workbook as an
attachment or as the message body.

2. A dialog box appears with two options.
Select the radio button Send the entire
workbook as an attachment

3. A new page appears for you to address the message:

• In the To field type the address of the person to whom you are sending the
message.

• In the Subject field type a subject for your message.

• You can observe in the Attach field the worksheet will be automatically
attached

• Click Send button from the shortcut toolbar to send the message

To send by e-mail an Excel workbook for review

You can use the Mail Recipient (for Review) command to send a file for others to
review. It is helpful in case you want to track the reviewer’s changes made to the
document.

• From the Menu bar go to File>Send to. Choose Mail recipient (for Review). In
this case you will need to create a shared copy of your workbook.

A review request form is created automatically with the following:

• A link, an attachment, or both a link and an attachment to the file.

• A follow up flag


• Message text for the reviewer. This text will vary depending on the location of
the file.
• Click the field To and type the address of the person to whom you are sending
the message.

• Click the Subject field and type a subject for the message
• You can observe in the Attach field the entire Excel workbook will be
automatically attached

• Click Send button from the shortcut toolbar to send the message

Additional Readings
Tab Color

To change the tab color, right click on the tab you want, and select Tab Color. From
the color list that appears choose the color you want.

Hide / Unhide

• To hide a column or a row, you have to highlight the whole column / row by
right clicking on its Letter/ Number, and choose Hide.

• To unhide a column or a row, highlight the columns / rows next to the hidden
one, right click on them, and choose Unhide.

Appendix:
Shortcut keys


Command Shortcut
Cut CTRL + x
Copy CTRL + c
Paste CTRL + v
Print CTRL + p
Open CTRL + o
New CTRL + n
Save CTRL + s
Select all CTRL + a
Undo CTRL + z
Redo CTRL + y
Find CTRL + f
Replace CTRL + h
Go to CTRL + g
Insert Hyperlink CTRL + k
Underline CTRL + u
Bold CTRL + b
Italics CTRL + i
Thesaurus SHIFT + F7
Help F1
Spelling & Grammar F7

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Excel 2003 tutorial 2

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Excel 2003 tutorial 2