Excel Unit 4 Data files needed to complete these exercises will be found on the S: drive>410>student>computer Technology>Excel>Unit 4 Step by Step 4.1 Creating and Positioning Charts GET READY. Before you begin these steps, review the Skills Summary below on options to complete specific tasks: CHARTS Charts can only be created using a range of worksheet data. To create a chart, you must first select the range in a worksheet containing the data you want to chart. Once you ve selected a range, you can use buttons on the Insert tab of the Ribbon to create and modify a chart. Charts are graphics, or drawn objects, and are not located in a specific cell or at a specific range address. An object is an independent element on a worksheet. Because it is an object, a chart will have a border and sizing handles. When the chart is selected, the border will display and you can move the chart to a different sheet or use the sizing handles to resize or moving it to a different location on the worksheet itself. Select the range the chart>insert tab>charts group>choose desired chart Create a chart category button (column, bar, pie, line, etc.)>choose chart style Click on chart to activate it>move mouse over the outer edges of Move chart chart frame (mouse will change to a four-headed arrow)>drag chart to reposition it in desired location Click on chart to activate it>move mouse over one of the selection handles on outer edges of chart frame (mouse will change to a two-headed arrow)>drag Resize chart the selection handle to reach the desired size Select chart>chart Tools Format tab>size group>type in specific height/width Using the options outlined in the above Skills Summary, modify the Excel program as outlined below: 1. OPEN the file Quarterly Tour Revenue from the shared drive. 2. Select the range A4:E12 and insert a Clustered Column chart. 3. With the chart selected, use the Chart Tools Design tab>data group to Switch Row/Column. Notice how the legend and the horizontal axis switch places. 4. Click the Undo button to return to the original format. 5. Move the chart so the upper left corner is at the upper left corner of cell A16. 6. Resize the chart so the right edge of the chart is aligned with the right edge of column G and the lower edge of the chart is on the bottom border of row 26. 7. SAVE the worksheet as Quarterly Tour Revenue to your H: drive. PAUSE. LEAVE the worksheet open to use in the next exercise. Page 25
Step by Step 4.2 Working with Chart Types and Layouts GET READY. Before you begin these steps, review the Skills Summary below on options to complete specific tasks: CHART DESIGN When choosing a design for a chart, you have two options: type and layout. Different chart types display data in distinctive ways. For example, a pie chart compares parts to the whole; a line chart is best for showing trends over time. To choose the best type of chart, you should first decide how you want your data displayed and interpreted. The table below describes several different types of charts you can create in Excel and a description of what the chart is used for. Column Line Pie Bar Area Scatter Compares distinct object levels using a vertical format; the Excel default Compares trends over even time intervals, looks similar to an area chart, but does not emphasize total Compares sizes of pieces as part of a whole; used for a single series of numbers Compares distinct object levels using a horizontal format; sometimes referred to as a horizontal bar chart in other spreadsheet programs Shows how individual volume changes over time in relation to total volume Compares trends over uneven time or measurement intervals; used in scientific and engineering disciplines for trend spotting Chart layout refers to adding, removing, and/or modifying individual chart elements such as the chart title, plot area, gridlines, and data series. The Chart Layouts group includes preconfigured chart layouts you can apply (known as Quick Layouts), but you can also easily create and modify individual chart objects using Chart Elements tools. These tools can be found in the Chart Layout group or using the Chart Elements icon in the upper right outside corner of the chart. Change Chart Select chart>chart Tools Design tab>type group>change Chart Type Types button>choose chart category, then chart type Quick Layouts Select chart>chart Tools Design tab>chart Layouts group>quick Layout button Using the options outlined in the above Skills Summary, create the following worksheets: 1. Select cell C12, type 75432.29, press tab twice, type 84295.27, then press Enter. Notice that data changed in the worksheet is updated in the chart. In fact, you cannot change chart data on the chart itself it must be changed on the worksheet. 2. Change the chart type to a Clustered Bar chart. 3. Using the Quick Layouts, change the chart to Layout 8. 4. Change the chart type again to a Clustered Column chart, Layout 3 in Quick Layouts. 5. SAVE the worksheet with the changes. PAUSE. LEAVE the worksheet open to use in the next exercise. Page 26
Step by Step 4.3 Formatting Chart Elements GET READY. Before you begin these steps, review the Skills Summary below on options to complete specific tasks: CHART ELEMENTS Formatting a chart can make it easier to read and understand. Many formatting enhancements can be made using the Chart Elements options. You can change colors in a specific data series or you can apply a style to a series using the Shape Styles group in the Chart Tools Format tab. Styles make it possible to apply multiple formats, such as an outline, fill color, and text color, all with a single click. You can also make individual selections of fill color, outline, and other effects using the Shape Styles group. You can also add gridlines (horizontal and vertical lines in the chart that enable the eye to follow the value on an axis) and data labels (used to quickly identify a data series in a chart). The chart at right lists the tools associated with Chart Elements. Chart Elements: Select chart>click Chart Elements icon Chart Elements Format Chart Axis Label located outside the upper right area of the chart>choose option Add Chart Elements: Select chart>chart Tools Design tab>chart Layouts group>add Chart Element>Choose option Format Font: Click on one axis label (horizontal or vertical) to select all axis labels>home tab>font group Advanced Formatting: Double-click on an axis labels to select all axis labels in the series (horizontal or vertical)>format Axis task pane opens>axis Options icon Selecting data series (a collection of related data points): Click on one point in the series to select ALL points in the series Selecting a data point (an individual piece of data plotted on a chart): Select the series first, then click a second time on the individual point. Format Data Series/Point (fill) Tools Format tab>shape Styles group>shape Fill button Right-click on a data point to select all the points in the series>format Data Series from the shortcut menu>format Data Series task pane>fill & Line icon>fill option Tools Format tab>current Selection group>format Selection button (make sure the correct series is indicated the selection box above Format Selection if not, choose it from the drop down menu)>format Data Series task pane>fill & Line icon>fill option Page 27
Format Data Series/Point (outline) Format Data Series/Point (Shape Styles) Explode point in Pie Chart Tools Format tab>shape Styles group>shape Outline button Right-click on a data point to select all the points in the series>format Data Series from the shortcut menu>format Data Series task pane>fill & Line icon>line option Tools Format tab>current Selection group>format Selection button (make sure the correct series is indicated the selection box above Format Selection if not, choose it from the drop down menu)>format Data Series task pane>fill & Line icon>line option Tools Format tab>shape Styles group>more button to open Shape Styles gallery Click one data point in the data series to select all corresponding points>click again on single slice to select the data point>chart Tools Format tab>current Selection group>format Selection button (make sure the correct series is indicated the selection box above Format Selection if not, choose it from the drop down menu)>format Data Point task pane>series Option icon>point Explosion Using the options outlined in the above Skills Summary, make the following changes to the worksheet: 1. Add a chart title that reads Quarterly Tour Revenue. 2. Use the Chart Elements icon to reposition the legend to the right of the chart (Hint: Click the right-pointing arrow next to Legend in the menu to expand the options). Moving the legend by dragging it will not automatically re-adjust the plot area to accommodate the change. 3. Show the Primary Major Horizontal and Primary Minor Horizontal gridlines only. 4. Use the Chart Elements to add both horizontal and vertical Axis Titles to the chart. Rename the vertical axis title Revenue ($); rename the horizontal axis title Tour Countries. 5. Change the font of both the horizontal and vertical axis labels to Times New Roman, 8 pts. 6. Change the fill color of the Quarter 4 series in the chart to Orange, Accent 6. 7. Use the Shape Styles to change the fill of the Quarter 3 series to Subtle Effect Olive Green, Accent 3. 8. Select the range A5:A12, press and hold Ctrl, select the range F5:F12. With the non-adjacent ranges selected, create a 3-D Pie Chart. 9. Move the chart so its top left corner is at the top left corner of cell G1. 10. Change the layout to Layout 2. 11. Explode the India data point 40%. 12. Drag the bottom sizing handle of the chart border so it is positioned at the bottom of row 15. Click off the chart to deselect it. 13. Press Ctrl + Home to return to cell A1 on the worksheet. Switch to the appropriate view to add your name in the left header box; click cell A1 and return to Normal View. 14. Change the page orientation to Landscape. 15. SAVE the worksheet with the changes. Scale the worksheet to fit on one page when printing and PRINT the worksheet in COLOR. PAUSE. LEAVE the Excel open to use for the PROJECTS. Page 28
Projects Project 4-1 Departmental Software Usage GET READY. LAUNCH Excel if it is not already running. 1. OPEN the Departmental Software Usage file from the shared drive and save it to your H: drive. 2. Select the range containing all the data and headings (A1:F6) and create a 3-D Clustered Column chart. 3. Move the chart below the worksheet data. Resize the chart so it extends to the right edge of column H. 4. Move the legend above the charted data. 5. Resize the chart so its bottom border is at the top of row 25. 6. Change the value in cell B3 to 25. 7. Change the chart layout to Layout 7. 8. Change the chart type to Clustered Column chart and apply Layout 3. 9. Change the Chart Elements so the gridlines do not show on the chart, then change the gridline settings so the Primary Major Horizontal and Primary Major Vertical lines show. 10. Change the font size of the horizontal and vertical axis labels to 10 pts., Times New Roman. 11. Add the chart title Software Usage, by Department above the chart. 12. Change the chart title s font to Times New Roman, font size 20 pts. 13. Enter Departments as the horizontal axis title; enter Number of Users as the vertical axis title. 14. Change Personnel in the column heading to Human Resources (Hint: Make the change in the worksheet, not on the chart; you may need to resize the column after the change has been made). 15. Change the font size of the legend to 14 pts. 16. Change the color of the Excel data series to Olive Green, Accent 3 Darker 50%. 17. Change the shape effect of the Excel data series to Bevel Circle (Hint: Use the Shape Effects button in the Shape Styles group of the Chart Tools Format tab). 18. Select the range A1:F2, then create a 3-D Pie chart. 19. Drag the 3-D pie chart beneath the existing chart. 20. Change the chart title to Excel Users. 21. Apply Style 8 to the chart (Chart Tools Design tab>chart Styles group>choose from gallery). 22. Explode the Human Resources slice from the pie chart 25%. 23. Enter your name in the left header of the worksheet. 24. SAVE the worksheet with the changes. Scale the worksheet to fit on one page when printing. PRINT the worksheet in COLOR and close the file. Page 29
Project 4-2 Sorting Data in Excel Sorting organizes data in an order that is more meaningful. In an ascending sort, data with letters is sorted in alphabetic order (A to Z) and data with numbers is sorted from lowest to highest. You can also sort in descending order in which data with letters is sorted from Z to A and data with numbers is sorted from highest to lowest. If you have column headings for data, you most likely will not want those to be sorted along with the data contained in the columns. To prevent Excel from including the headings in the sort, select the data to be sorted and use the Custom Sort option on the Sort & Filter button in the Editing Group. Sorting Simple Numeric Data Simple columns can be sorted based on numeric or alphanumeric information. If columns do not contain headers or merged cells, a sort can be performed by choosing an active cell within the column that contain the sort criteria. Perform the following steps to complete a numeric sort. STEPS: 1. Open NCAA Attendance from the data files and save it as NCAA Attendance on your H: drive. 2. Select the Number Sort worksheet tab, if necessary. Type your name in cell A31. 3. Click cell B4 to indicate you want to sort by the numeric data contained in column B. (Choosing any cell in column B will perform the same sort and produce identical results.) 4. With the Home tab active, click the Sort and Filter button in the Editing group. 5. To sort in ascending order, choose Sort Smallest to Largest from the menu. Note that the sort is completed for all three columns, keeping the information together in its respective row. 6. Save the worksheet with the changes. Sorting Data with Headers Often spreadsheet columns contain headers to identify the information contained in each column. If spreadsheets contain headers, alternative steps must be followed to avoid having the headers included in the sort. Perform the following steps to complete the sort of data with headers. STEPS: 1. Select the Text Sort worksheet tab on the NCAA Attendance document. Type your name in cell A31. 2. Click cell A10 to indicate a range of cells to sort. Excel will recognize any adjacent cells containing data and include that information in the sort. 3. With the Home tab active, click the Sort and Filter button in the Editing group. 4. Choose Custom Sort from the menu to open the Sort dialog box. 5. In the Sort dialog box, make sure a checkmark is in the My data has headers box in the upper right section. Note that on the spreadsheet the three columns of information are now selected as part of the sort, without the headers. Page 30
6. In the Column section of the Sort dialog box, click the Sort by arrow and choose the heading School to identify the header to sort by. 7. In the Order section of the Sort dialog box, click the list arrow and choose Z to A to sort the spreadsheet in descending order based on school name. Click OK. 8. The sort is completed in reverse alphabetical order based on school name, with all three columns of information intact for each respective row. 9. Save the worksheet with the changes. Sorting Data with Merged Cells Spreadsheets of information may contain titles and other heading information above the column headers. To sort information in spreadsheets of this nature, it is necessary to manually select the range of cells to be sorted. Perform the following steps to complete a sort on a spreadsheet that includes additional heading information. STEPS: 1. Select the Date Sort worksheet tab on the NCAA Attendance document. Type your name in cell A34. 2. Select the range A4:C30 to indicate that cells to be sorted. Note that this range includes the header cells. 3. With the Home tab active, click the Sort and Filter button in the Editing group. 4. Choose Custom Sort from the menu to open the Sort dialog box. 5. In the Sort dialog box, make sure a checkmark is in the My data has headers box in the upper right section. Note that on the spreadsheet the three columns of information are now selected as part of the sort, without the headers. 6. In the Column section of the Sort dialog box, click the Sort by arrow and choose the heading Football Event Date to identify the header to sort by. 7. In the Order section of the Sort dialog box, click the list arrow and choose Newest to Oldest to sort the spreadsheet by the most recent date. Click OK. 8. The sort is completed listing the information in order based on the most recent date, with all three columns of information intact for each respective row. 9. Save the worksheet with the changes. Print the workbook (all three sheets) and staple them together to hand in with the unit. Page 31