Intermediate Microsoft Excel Charts and Formulas

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1 John W. Jacobs Technology Center 450 Exton Square Parkway Exton, PA Facebook.com/ChesterCountyLibrary Intermediate Microsoft Excel 2010-

2 Workshop Topics: o Create multiple charts from a single worksheet and links to another file o Change the appearance and location of a chart Formulas o Use date, autosum, logical, and lookup functions o Understand relative and absolute addressing Outline of Workshop: o Autosum formula for rows and columns o Insert column chart o Modify the column chart using the chart tabs o Use formulas to arrange data for other chart types o Insert pie chart o Modify the pie chart using the chart tabs o Use formulas and links (from another file) to prepare data for other chart types o Insert line chart (Optional if time permits) o Modify the line chart using the chart tabs (Optional if time permits) o Copy a chart o Move a chart to a separate worksheet tab o Make changes by hiding rows Formulas o Date functions: NOW() o Logical functions: IF SUMIF o Lookup function: VLOOKUP (Optional if time permits) o Review relative and absolute addresses Page 1

3 Autosum formula for rows and columns 1. Go to H3 in the Graph of Monthly Expense tab. 2. Click on the FORMULAS worksheet tab and select the AUTOSUM command (SUM). 3. Copy the formula down to the H7 cell. 4. Go to cell B8. Repeat the AUTOSUM command for B8 and copy across to the H8 cell. The screen should look the same as the following: Page 2

4 Insert column chart Steps to create column chart 1. Highlight range (e.g.-a2 to G7) 2. Go to INSERT TAB 3. Click on COLUMN 4. Click on 3-D CLUSTERED 5. Click on LAYOUT 3 in Chart Layouts 6. Position chart and resize 7. Name the chart. Modify the column chart using the chart tabs Design Tab (Try the chart layout and style options) Page 3

5 Layout Tab Format Tab Use formulas to arrange data for other chart types 1. Go to cell J Enter the following formula: =A3 3. Copy the formula in cell J3 to cells J4 through J8. 4. Go to cell K Enter the following formula: =H2 6. Copy the formula in cell K2 to cells K3 through K8. Page 4

6 The screen should look the same as the following: Insert Pie Chart Pie Chart 1. Highlight range (e.g.-j2 to K7) 2. Go to INSERT TAB 3. Click on PIE 4. Click on 3-D PIE 5. Click on DATA LABELS in LAYOUT TAB 6. Click on BEST FIT 7. Position chart and resize The screen should look the same as the following: Page 5

7 Modify the pie chart using the chart tabs Design Tab (Try the chart layout and style options) Layout Tab Format Tab Use formulas and links (from another file) to prepare data for other chart types 1. Go to cell B Start a formula by entering: = 3. Click on the other Excel file named Sales1 on the task bar at the bottom of the screen. 4. Go to cell B3 in the Sales1 file screen and enter one left click on the mouse. 5. Press the ENTER key on the keyboard. 6. Adjust the absolute to relative address by deleting the $ symbol in the formula. 7. Copy the formula in cell B11 to cells C11 to G In cell B12, enter a formula that copies the data in cell B8. 9. Copy the formula in cell B12 to cells C12 to G In cell B13, enter the following: =B11-B Copy the formula in cell B13 to cells C13 to G Enter the Autosum function (for the rows) in Cells H11 to H13. Page 6

8 The screen should look the same as the following: Insert line chart (Optional if time permits) 1. Highlight Cells A10 to G Hold the Ctrl key down and highlight the cells A13 to G Go to INSERT TAB. 4. Click on LINE. 5. Click on Line with Markers option (1st option in row 2). 6. Click on LAYOUT Position chart and resize 8. Name the chart. Page 7

9 The screen should look the same as the following: Modify the line chart using the chart tabs (Optional if time permits) The options are available in the Design, Layout, and Format tabs see the references above. Copy a chart 1. Highlight the PIE chart on the screen. 2. On the HOME TAB, click the copy command. 3. Go to cell M2. 4. On the HOME TAB, click the paste. 5. Position chart and resize Page 8

10 The screen should look the same as the following: Move a chart to a separate worksheet tab 1. Highlight the PIE chart recently copied. 2. On the DESIGN TAB, click the Move Chart command icon. 3. Click on the New Sheet option and then OK. 4. The PIE chart was moved to the Chart 1 worksheet tab. The screen should look the same as the following: Page 9

11 Make changes by hiding rows 1. Go to the Graph of monthly expense worksheet TAB. 2. Move the mouse to the row # 3 indicator. A appears. 3. Right click and choose Hide as the option. 4. Observe the differences in the charts. The screen should look the same as the following: Page 10

12 Formulas Date Functions: NOW() 1. Go to the WS Formulas worksheet tab. 2. Go to the cell A1. 3. Click on the FORMULAS TAB. 4. Click on the Date and Time option. 5. Click on the NOW function. 6. Cell A1 includes the following function: =NOW() 7. The date and time are recorded as a time stamp. 8. View the other options under Date and Time. Logical functions: IF 1. Go to the cell E3. 2. In cell E3, we wish to have the following IF statement evaluate the difference in the yearly amount (Column T) vs. the budget amount (Column U): =IF(T3<U3,"Under","Over") 3. Review APPENDIX A 4. Remain in cell E3 and click on the fx button to the left of the formula bar. 5. Have EXCEL help to find the IF statement by typing the word IF in the search area. Then click on GO. 6. Select the IF function and click OK. 7. The screen should now show the Function Argument window. 8. Let EXCEL help you fill in the 3 parts of the IF statement. Then click on OK. 9. Click on E3 and then the FORMULA BAR to view the color coding of the function as an additional way to understand the IF statement. Page 11

13 Logical functions: SUMIF 1. Go to the cell H In cell H17, we wish to have the following SUMIF statement reference the expense categories in column G and add the expense amounts in the subsequent columns of numbers in column H through column S by matching the expense categories in column G: =SUMIF($G$3:$G$15,$G17,H$3:H$15) 3. Review APPENDIX B 4. Remain in cell H17 and click on the fx button to the left of the formula bar. 5. Have EXCEL help to find the SUMIF statement by typing the word SUMIF in the search area. Then click on GO. 6. Select the SUMIF function and click OK. 7. The screen should now show the Function Argument window. 8. Let EXCEL help you fill in the 3 parts of the SUMIF statement. Then click on OK. 9. Click on H17 and then the FORMULA BAR to view the color coding of the function as an additional way to understand the SUMIF statement. Page 12

14 Lookup function: VLOOKUP (Optional if time permits) 1. Go to the cell B3. 2. In cell B3, we wish to have the following VLOOKUP statement reference the named city in column A and search the referenced table (W2 through Y11) to locate and return the value for the State in the indicated column (2) of the table on the same table row: =VLOOKUP(A3,$W$2:$Y$11,2) 3. Remain in cell B3 and click on the fx button to the left of the formula bar. 4. Have EXCEL help to find the VLOOKUP statement by typing the word LOOKUP in the search area. Then click on GO. 5. Select the VLOOKUP function and click OK. 6. The screen should now show the Function Argument window. 7. Let EXCEL help you fill in the 3 required parts of the VLOOKUP statement. Then click on OK. 8. Click on B3 and then the FORMULA BAR to view the color coding of the function as an additional way to understand the VLOOKUP statement. Review relative and absolute addresses 1. Review APPENDIX C Page 13

15 IF function This describes the formula syntax and usage of the IF function in Microsoft Office Excel. =IF(logical_test, value_if_true, [value_if_false]) The IF function in cell E3 is: =IF(T3<U3,"Under","Over") Description The IF function returns one value if a condition you specify evaluates to TRUE, and another value if that condition evaluates to FALSE. For example, the formula =IF(T3<U3,"Under","Over") returns "Under" in cell E3 if the expense in cell T3 (Total expense for the year) is less than the expense in cell U3 (Budget for the year), and "Over" if T3 is greater than U3. This function can be used to help the reader to determine a favorable or unfavorable situation versus the budget. COMPARISON OPERATORS You can compare two values with the following operators. When two values are compared by using these operators, the result is a logical value either TRUE or FALSE. COMPARISON OPERATOR MEANING EXAMPLE = (equal sign) Equal to A1=B1 > (greater than sign) Greater than A1>B1 < (less than sign) Less than A1<B1 >= (greater than or equal to sign) Greater than or equal to A1>=B1 <= (less than or equal to sign) Less than or equal to A1<=B1 <> (not equal to sign) Not equal to A1<>B1 APPENDIX A IF Function

16 SUMIF function This describes the formula syntax and usage of the SUMIF function in Microsoft Office Excel Description =SUMIF($G$3:$G$15,$G17,H$3:H$15) In this formula in cell H17, you can apply the criteria to one range (G3 to G15 where one of the expense categories matches the expense category listed in G17) and sum the corresponding values in a different range (Columns H to S). For example, the formula in cell H17 is =SUMIF($G$3:$G$15,$G17,H$3:H$15) and sums only the values in the range from H3 to H15, where the corresponding cells in the range from G3 to G15 equal the same value that is in cell G17 (Rent). The formula in column H was then copied to columns I through S. Please note that the use of relative and absolute addresses in the formula allow for the summations by columns based on the selection evaluation that takes place in column G only. APPENDIX B SUMIF Function

17 Copy a formula: Relative and absolute cell address The following table summarizes how a reference type updates if a formula that contains the reference is copied two cells down and two cells to the right. FOR A FORMULA BEING COPIED: IF THE REFERENCE IS: $A$1 (absolute column and absolute row) IT CHANGES TO: $A$1 A$1 (relative column and absolute row) $A1 (absolute column and relative row) A1 (relative column and relative row) C$1 $A3 C3 The formula in cell H17 is =SUMIF($G$3:$G$15,$G17,H$3:H$15). When this formula is copied across the row and down the column, the absolute range from G3 to G15 does not change. The selection criteria of G17 will change the relative address of the row 17 but will not change absolute column designation of G. The range from H3 to H15 will change columns but not rows when copied. APPENDIX C Relative and Absolute cell address