Excel Intermediate Session 2: Charts and Tables Agenda 1. Introduction (10 minutes) 2. Tables and Ranges (5 minutes) 3. The Report Part 1: Creating and Manipulating Tables (45 min) 4. Charts and other Objects (5 minutes) 5. The Report Part 2: Creating Charts and Adding Visual Interest (45 minutes) 6. Practice, Questions, and Evaluation (10 minutes) s BTOP program is grant-funded. In order to keep this program running in the future, we must demonstrate its positive impact on our community. We would be extremely grateful if you would share with us the experiences you have had attending our training sessions and how our program has impacted your life. Please send your responses via e-mail or regular mail. Responses may be used to promote and the BTOP program, and as part of grant reporting. E-mail: jrecht@midyork.org Mailing Address: Jennifer Recht,, 1600 Lincoln Ave., Utica, NY 13502 1
1. Introduction Introduction o Sign-in o Trainer o Class Class Outcomes o Convert data to a table and back to a range o Sort data within a table o Filter data within a table o Create a chart o Insert another object such as a shape, picture, or SmartArt 2. Tables and Ranges But isn t this already a table? Tip! When we enter data into Excel, we tend to use a table-like format with rows, columns, and headings for each row. However, by telling Excel to treat a group of data as a table, we gain added functionality including sorting, filtering, and using a total row. Table work best for contiguous data (data grouped together with no blank spaces) that uses headers for each column. What do you call data that isn t in a table? Tip! A group of data in Excel that had not been converted to a table is called a range. 3. The Report Part 1: Creating and Manipulating Tables Creating a table Tip! Take a look at the data presented in Sheet1 of the sample report. The report presents basic information for multiple locations of a sample retail store. The data is contiguous, and each column has a header, making it ideal for a table. 2
Task: If your data is contiguous, contains no blank columns or rows, and you do not want to exclude any data from the table, you can click any cell within your table and choose Format as Table from the Styles group in the Home tab and Excel will usually guess correctly the range you want to convert. In the case of our table, in which we have a title row at the top which is not part of the data, we can select the specific range we d like to include by clicking and dragging to select the data and then clicking Format as Table. Tip! You will be asked to choose a visual style for your table. Don t worry too much about which one to pick; it is very easy to change it later. Contextual tabs: Table Tools Tip! Take a look at your tabs. You will notice a new tab, highlighted in yellow, called Table Tools. Tabs like this are called contextual tabs and Excel has quite a few of them. They appear only when relevant to the workbook in question, which is why we didn t see the Table Tools tab until we had a table in our document. Task: Try clicking different cells, some within and some outside of your table. You will see that the Tables Tools tab is only visible when a cell within the table is selected. 3
Adding to tables Tip! There are two ways to add to a table. If you look at the bottom right corner of your table, you will see a small blue shape. You can click on the corner and drag to expand your table. Alternately, if you being typing either in the column immediately to the right or the row immediately below your table, Excel will automatically format the new row or column as part of the table. Task: Using either method, create a Column to the right of Expenses and title it Profit. Table formulas Task: Now that we ve created the column, create a formula in cell G2 subtracting expenses from revenue to calculate net profit. Tip! The first thing you might notice is that now that we re using a table, Excel saves us some time by automatically filling our formula into the whole column. Now, take a look at the formula. Excel has a different way of creating formulas within a table; note that the formula refers to the column headers rather than the cell names. 4
Sorting Tip! Have you notices the pull-down menu buttons that automatically appear at the right of each column heading in the table? These menus allow you to apply different sorts to the data. For instance, by default the table is sorted by Location in alphabetical order, but it might be useful to look at the data based on profit, store size, county, or number of employees. Task: Try out of few different ways of sorting the table for yourself. You may notice that, for instance, if you sort by Profit and then by County, the rows will remain sorted by Profit within each county. o Using multilevel sorts 5
Tip! We just saw one way to create a multilevel sort: If you want to sort by County and then Profit, apply the sorts in reverse order: Profit and then county. You can also apply multilevel sorts by using the Sort command in the Sort & Filter group, which is part of the Data tab. Task: Open the Sort dialog box. Under Sort By, select County, and then select A to Z under Order. Then click the Add Level button. In the next level, sort by Profit and order the sort largest to smallest. Click OK to apply your sort. Sorted by County Sorted by Profit Filters Tip! Another way so look at your data is to look at only certain pieces of data at once by filtering. For example, the data for only Madison county, only stores with more than 3 employees, or only stores with a revenue of less than 15,000. Task: Let s create a filter to look at only the data for medium-sized stores. Click on the pull down menu in the header of the size column. At the bottom of the menu, you will see five check boxes: (Select All), Full Service, Drive Thru, Pick Up, and Stand. By unchecking everything but Drive Thru, we can view data for only Drive Thru stores. 6
Tip! Note that the pull-down menu button on the Size column now displays a funnel icon to show that a filter has been applied. (You can also see up and down arrows on the County and Profit columns indicating sorts have been applied.) Task: It s easy to remove a filter. Open the pull-down menu again and select Clear Filter From Size. Now, let s try creating one more filter, to show only stores with a revenue of at least $7,500. From the Revenue pull-down menu, select number filters, and then Greater Than or Equal To. Input 7500 into the dialog box that appears, and then select okay. Clear this filter before continuing. Converting tables to ranges Tip! Our table would look great if we could add a subtotal row for each county. Take a look at the Data tab. In the Outline group, you will see an option for Subtotal, but it is now grayed out. Unfortunately, while Excel can easily create subtotals, this function is only available in ranges, not tables. Luckily, it is easy to convert a table back to a range, and then to a table again. Task: Go to the Table Tools: Design tab and select Convert to Range from the Tools group. Now we can select the Subtotal option in the Data tab. In the Subtotal dialog box, first select County under At each change in, and then Sum under Use function. Then, check Revenue, Expenses, and Profit to tell Excel to create subtotals in each of these columns. Click Okay. Once the subtotals have been added, we can easily convert the range back to a table. 7
Using a Total Row Tip! Take a look at Sheet2. It contains the beginnings of a quarterly report. Now that our table in Sheet1 has subtotals, it s easy to fill in the information by referring to the appropriate cells. 8
Task: First, let s convert this information into a table. Once you have a table, let s take a look at using a total row. From the Table Tools: Design tab, check the Total Row box in the Table Style Options group. You will see a total row appear at the bottom of the chart, with the total Profit already calculated. Let s calculate the total Revenue and Expenses as well. If you click in the empty cell below expenses, you will see a pull-down button appear. Open up the pull-down menu and select Sum. You can repeat this process for the Revenue column. 4. Charts and Other Objects Tip! Our quarterly report is looking a little bit dull. To find different ways to make the report more visually appealing, let s take a look at the Insert tab. The Insert tab allows you to create many different types of objects into your workbook, including pictures, shapes, charts (also called graphs) SmartArt, and Sparklines. We will not be able to cover all of these options in this class, but try exploring the ones we don t get to on your own! 9
5. The Report Part 2: Creating Charts and Adding Visual Interest Choosing a chart type Tip! By adding a chart or two, we can make the data in our report easier to interpret, and make the worksheet more visually appealing. Task: Select a cell anywhere within the table, and, in the Insert tab, select Column from within the Charts group to create a chart that compares Revenue, Expenses, and Profit from each county. Selecting data Tip! With our previous chart, Excel guessed the data we wanted to include correctly. With some charts, you may have to choose the specific data to include in order to get the chart you want. Task: Now, let s create a pie chart displaying the Profit for each of the three counties. Using the same steps to create this chart, you ll see that because our data has too many variables to display at once, Excel creates a pie chart using the first set of data, Revenue. There are two ways to change the data used in a chart. With your pie chart selected, take a look at the table, and you will see that the counties have a purple box around them, and the numerical data is surrounded by a blue box. You can click and drag the corners of either of these boxes to change the data that is displayed. You can also make changes to the data by clicking the Select Data button, which is in the Data group of the Chart Tools: Design tab (note that charts have their own contextual tabs!). This will open up a dialog box in which you can choose exactly what data is shown own both axes. Using one of these methods, alter your pie chart so that is shows Profit rather than Revenue. 10
Customizing chart appearance Tip! If you hover your mouse over any blank space in your chart, you will see a four-pointed arrow that indicates you can click and drag to move your chart within the worksheet. If you hover your mouse over one of the corners of the gray border than surrounds the chart, you will see a diagonal arrow. You can click and drag with this arrow to resize your chart. Task: Move both charts below the table and resize them so that they are the same width as the table. Tip! The Chart Tools: Design tab has many options for easily changing the appearance of your chart. You can change the type of chart with the Change Chart Type button, the chart layout in the Chart Layouts group, and the style and color scheme in the Chart Styles button. Task: Try out several different layout and style options on each of your charts. Merge and center Tip! There is an easy way to center the title of our quarterly report above the rest of the information. Task: Select cells A1 (which contains the words Quarterly Report) through D1. In the Home tab, select Merge & Center to merge those four cells and center the text within them. Now, using the Font group or the Styles group, change the background of the merged cell to match the rest of the worksheet. Inserting objects Tip! We have already tried inserting a chart. Let s look at inserting two more types of objects, a shape and a text box. Task: In the Illustrations group of the Insert tab, find the Shapes button. From the Shapes menu, choose Explosion 1 (hint: it looks like this ). Click and drag to draw the shape next to the revenue bar for Oneida County in your first chart. Now, in the Text group, choose Text box, and click within the blank space of your shape to create a text box. Type Record! You may have to enlarge the shape for the whole word to fit. 11
Lastly, you may want to change the appearance of your shape in the Drawing Tools: Format tab to match it with the rest of your worksheet. Your final report might look something like this: 6. Practice, Questions, and Evaluation Practice and Questions Tip! Excel is filled with different options and commands. We ve learned many of them today, but there are quite a few still left to explore. To explore Excel on your own, remember: 1. Hold your mouse over a button for a helpful hint about what that button does. 12
2. Many buttons, like the buttons for bold, italic, and underline, have a picture of what they do. 3. If you make a mistake, you can always click Undo. Evaluation Please take a moment to fill out the evaluation forms provided. This will help us create even better training programs. 13
This training session was developed for the Public Computing Center (PCC) and Mobile Public Computing Center (mpcc) at. The PCC and mpcc are funded by two Broadband Technology Opportunity Program (BTOP) grants. These grants are part of $9.5 million that was awarded to the New York State Library, a unit of the Office of Cultural Education within the New York State Education Department (NYSED) by the U.S. Department of Commerce National Telecommunications and Information Administration (NTIA) in order to increase access to computers in public libraries across New York State. Funding for this award is being provided by the American Reinvestment and Recovery Act (ARRA) Broadband Technology Opportunities Program. 14