Excel 2007

What You Should Have Learned about Excel had You Been Paying Attention

Topics

What’s New in 2007Managing SpreadsheetsFormatting SpreadsheetsUsing Multiple WorksheetsPage Set-up, Headers & Footers FormulasFunctions: PMT, FV, Goal Seek & If/Then StatementsDatabase FunctionsChartsLinking Spreadsheets and Charts to DocumentsComments

Excel 2003 Vs 2007

What’s New?

The Quick Access Toolbar, MS Office Button, Mini Toolbar & Ribbon

The MS Office Button, Quick Access Toolbar and the Ribbon replace the menu, Standard and Formatting Toolbars in Excel 2003.

Quick Access ToolbarLocated next to the MS Office Button, the Quick Access Toolbar offers one-click access to the most widely used office functions. By default, there are 3 buttons Save, New, and Open. Click on the arrow next to the toolbar, to open the customize menu Click the checkbox next to each feature to add and more options to the toolbarThis is a New Feature

The MS Office Button replaces the File menu

The MS Office ButtonThe MS Office Button is a New Feature of Excel 2007. This button is the access point to

Create New Excel Workbooks OpenSavePrint Close

This Button replaces the File menu

The MS Office ButtonThe MS Office Button also houses

Recently opened presentationsConvert converts Excel files into the 2007 FormatPrepare to finalize presentations for distributionSend which distributes presentations through facsimile or email Publish to distribute a presentation to a server or shared workspaceExcel Options (previously located under the Tools menu)

Excel OptionsThere are 9 categories of PowerPoint Options: • Popular• Formulas• Proofing• Save• Advanced• Customize• Add-Ins• Trust Center• Resources

Popular Top Options for Excel: This is a New Feature. Choose options by clicking the checkboxes.Options for Workbooks: Set default font and font size, number of sheets, and view.Personalize your copy of MS Office: Replaces the User Information tab on the Excel 2003 Options menu.Language Settings replaces the Set Language option on the Excel 2003 Tools menu.

Proofing

AutoCorrect Options replaces the AutoCorrect tab on the Excel 2003 Tools menu.Spelling and Grammar Options replace the Spelling and Grammar tab on the Excel 2003 Options menu.

Save

Save Workbooks replaces the Save tab on the Excel 2003 Options menu.Click Save in this Format to change the file type to Excel 97-2003 Workbook. This way, all of your Workbooks can be edited in both Excel 2003 and 2007.

CustomizeCustomize replaces the Customize option on the Excel 2003 Tools menu.

Add-InsAdd-Ins are customizable by user. Extended Statistics and database functions are located here.To activate an Add-In, choose from the Manage drop down menu at the bottom of the page.Click Go.Check the options that you want to Add-In and click Ok.

Resources

The Resources Page is a one-stop location to:Download.Troubleshoot.Help is available online by clicking Go to Office Online.

The Mini ToolbarThe Mini Toolbar is a menu of frequently used formatting tools that appears when text is highlighted in a Excel Workbook. New Feature

Menus and Toolbars - 2003

Formula Bar Formatting ToolbarStandard Toolbar

In Excel 2003, different functions within Excel are accessed through the Menu Bar, Standard Toolbar, the Formatting Toolbar, and the Formula Bar

menu Toolbar

The Ribbon

Commands: Buttons, boxes ormenus relating to specific functions within Excel

Tabs: 8 tabs representing common related activities

Groups: Sections containing Related items or tasks

Formula Bar: Shows Excel Formulas

Office 2007 is arranged differently. All menus are located within tabs on a menu bar called the ribbon

Key Tips

Key Tips are shortcuts to tab and menu options on the Ribbon. Push the alt key to show the Key Tips, then push the corresponding letter on the keyboard to activate the Key Tip. New Feature

The Ribbon tabs1. Home: Popular Excel options found on the Standard

and Formatting Toolbars in Excel 2003.2. Insert: Items associated with the Insert menu.3. Page Layout: Items relating to how a Workbook is

set up before any text is typed on the screen.4. Formulas: Functions found Insert/Formulas menu. 5. Data: Database functions of Excel.6. Review: Options for Proofing, Comments, Tracking

Changes and Workbook protection.7. View: Options for how you see Workbooks on the

screen.8. Add-ins: Converts Workbook to Flash Paper format.

The Home tab

Clipboard group: Cut, copy and paste, plus the Format Painter. The Clipboard command opens the Clipboard, where 24 items can be saved.The Font group: Edit fonts, font colors, font sizes & font styles. The Alignment group: Text alignment, cell alignment, indentation, text orientation, text wrapping, and merge & center text. The Number group: Format numeric values including; currency ($), percentage (%), and decimal placement (.00).

The Home tab

The Styles group: Three options to format cells:Conditional Formatting: The cell format based on changes in cell values. Format as table: This feature replaces the AutoFormat option.Cell Style: Format individual cells or sections of a worksheet.

The Cells group: Insert, delete and format cells, columns, rows, and worksheets.The Editing group: AutoSum, Copy formatting, Clear, Sort & Filter, Find & Select data.

The Insert tab

The Tables group: Inserts tables into a Workbook.Pivot table: Creates a Pivot table or chart from a worksheetTable: Creates a pre-formatted table from worksheet data. In prior versions of Excel, tables were referred to as “Lists”.

When activating Insert/table, the Table Tools tab opens.

Table Tools

Table Tools:The Properties group: Options to name or enlarge the table area.The Tools group: Options to convert table data to Pivot table, remove Duplicate Data, and Convert table to a standard worksheet.The External table Data group: Options to export table data, refresh. data, link and unlink tables, and revise table properties.The table Style Options group: Format the table.The table Styles group: A series of shading options.

The Insert tab

The Illustration group: Inserts images and graphics. Inserting an image from the illustration group opens the Picture Tools tab.

The Picture Tools tab

The Picture Tools tab replaces the Picture toolbar.The Adjust group: Edits image brightness, contrast, color, image quality, or resets image back to original settings.The Picture Styles group: Adds frames, effects and shapes.The Arrange group: Formats images within text. The Size group: Edits images size, allows for cropping.

The Insert tab

The Charts group: This feature replaces of the Chart Wizard.Instead of sorting through the Wizard, users choose a Chart Style, this opens the Chart Tools tab, which offers options for Chart Design, Layout & Formatting.

The Chart Design tab

The Type group: Change Chart styles (Step 1: Chart Wizard).The Data group: Data relationship options (Step 2).The Chart Layout group: Chart layout options (Step 3).The Chart Styles group: Color editing options (Step 3).The Location group: Chart placement options (step 4).

The Chart Layout tab

The Layout tab edits the layout of the chart for such items as: Objects, Labels, Axis, Background and Analysis Properties.

The Chart Format tab

The Format tab offers options for formatting charts including shapes, WordArt, chart arrangement and chart size.

The Insert tab

The Links group: Places hyperlinks in a workbook. The Text group: Adds text items to a worksheet:Text boxes, headers and footers, WordArt, symbols and objects.

The Page Layout tab

The Themes group: Themes are a series of designs for background color, font color and effects. New Feature.The Page Setup group: Includes options to set: Margins, page orientation (portrait or landscape), page sizes (81/2 X 11, legal, etc), print area, page breaks, background (images), and titles (print column headings on each page).

The Page Layout tab

The Scale to Fit group: Resets printing functions to fit a specific paper length or a number of pages. The Select Options group: View or print gridlines and/or column and row headings.The Arrange group: Arranges images, clipart, shapes and text on a worksheet.

The Formula tab

The Formula Library: This is a quick reference to all of the different mathematical functions and operations that can be calculated using Excel.The Defined Names group: This feature, used in conjunction with the database and filtering features of Excel, creates cell names for use in database filtering.The Formula Auditing group: This section features options to evaluate and edit complex formulas so that users may locate errors within formulas.The Calculation group: This function determines when formulas are calculated, either automatically (by default) or manually.

The Data tab (Excel)

The Get External Data group: This option replaces the Import External Data function.

The Connections group: Updates and refreshes data imported from external sources.

The Sort and Filter group: Replace the Sort and Filter options on the Tools menu.

The Data Tools group: These tools assist to revise and develop databases.

The Outline group: Displays by consolidating similar or grouped items.

Three options: group, Ungroup, & Subtotal.

The Review tab

The Proofing group: This group contains potions for revising a Workbook.Comments group: Comments were located on the Insert menu in Excel 2003.The Changes group: Replaces the Protection and Share Workbook options on the Tools menu in Excel 2003.

Protect Workbook and Protect Sheet: Prevents other users from permanently changing data within a workbook.Share Workbook: Allows other users to view and change items in a Workbook.Track Changes: Allows users to see who has changed a workbook as well as the changes that were made.

THE VIEW TAB (EXCEL)

The Workbook Views group: There are 5 options: Normal, Page Layout, Page Break Preview, Custom. Full Screen

The Show/Hide group: Shows or hides various visual cues: Ruler, Gridlines, Formula Bar, Headings or Message Bar

The Zoom group: Zoom is also located at the bottom right of the Workbook screen.

The Window group: View multiple worksheets at the same time.

The Macros group: Click on the icon to open, record or edit a Macro.

Managing a Spreadsheet

Parts, Definitions & Management Tools

Parts of a spreadsheet

Open the spreadsheet “Workbook07”, This workbook will be used throughout the courseClick on the tab “Sheet1”

Parts of a spreadsheet

Columns: Represented by letters; (A, B, C, D…etc). The column letter is at the top of the spreadsheet.Rows: Numbered (1,2,3,4..etc). The number is on the left side of the spreadsheet.Cell: The intersection of a row and a column.Worksheet: One Page of a spreadsheet.Workbook: A series of related spreadsheets.

Parts of a spreadsheetCell: The intersection of a row and a column.Cell Address: The combination of letters and number that identifies a cell (A1, B3 etc).Cell Notation: Method of writing cell formulas, cell addresses, not cell contents are used when writing mathematical formulas for cells.

Selecting (Highlighting) Cells, Columns, Rows, or SpreadsheetsClick Cell A1, it is outlined in black.

Drag mouse up, down, left and right to select multiple rows or columns.Hold SHIFT and ARROW keys at the same time to select multiple rows or columns.

Click on the top of Column A to select the entire column.Click on Row 1 to select the entire row.Click the upper-left corner to select the worksheetNote that the selected area is outlined in black.

Inserting Cells, Rows, Columns or Worksheets

Click on the tab “Sheet2”Select a cell on the worksheetOn the Home tab, locate Insert and click the arrow Click on CellsRepeat the process to add a Sheet Row, Sheet Column, and a Sheet

Deleting Cells, Rows, Columns, and Worksheets

Select a cell on the worksheetOn the Home tab, locate Delete and click the arrow Click on Cells, rows, columns or sheet

Copying WorksheetsIt is not possible to highlight, copy and paste cell content and formatting in Excel. Instead, the worksheet and formatting are copied as a whole.On the Home tab, locate Format and click the arrow Click Move or Copy Sheet

Copying WorksheetsOn the Move or Copy menuSelect Create a copyChoose Move to endClick OK

Copying WorksheetsSelect Sheet1(2)On the Home tab, locate Format and click the arrow Click Rename SheetThe tab name is highlighted in BlackType “Trends”As an alternative, right-click the tabClick Rename, and type the new sheet name

Copying WorksheetsSelect TrendsOn the Home tab, locate Format and click the arrow Click tab ColorChoose a color from the menu

Formatting a Spreadsheet

Getting Cells Ready for Data

Formatting CellsClick on “Sheet2”Select cells A1-J7On the Home tab, locate the Font groupClick the arrow to open the Formatting menu

Formatting Cell Font Style

Click on Font tab.Change Font, Font Style, & Size to Arial 12 Bold. Use this feature to set the font for an entire worksheet, or a few cells

Formatting Cell Numeric Functions

Click on the Number tabChoose CurrencyChoose the option to show Negative numbers in red

Formatting Cell TextClick the Alignment tab.Click the check box Wrap text to engage text wrapping and allow multiple lines of text to stay within a cellClick on the Horizontal or Vertical drop down arrows to center and align text within cells

Formatting BordersNote the pale gray cell borders . These are called grid lines. They are not visible when printed unless they are outlined with a borderClick the Border tabChoose Outline border style

Formatting Cell ShadingWorksheets have a white background. In order to create a colored background, click on the Patterns tabChoose a color to use for a cell shading. Pastel colors work bestClick OK

Formatting Rows & Columns

Rows and columns have a standard height and width. In order to change the width and height for larger text, or multiple character cell text, rows and columns must be formatted.

Format Rows and Columns

Locate Format on the Home tabClick Row Height, and change it to 50 on the on the menu, and click OKAs with rows, choose Format Column Width to adjust column width

AutoFitAutoFit will make columns wide and tall enough for text to fit, no matter how much text is in the cell.Move the mouse to the line in between two columns (A and B)When the mouse becomes this symbol, ( ), double-click

Merge and Center

Merge and Center allows for several rows or columns of cells to be combined to create a single cell. This function is useful for creating a worksheet heading.This option will not effect the size of other cells in a worksheet.

Merge and Center

Click on A1 and insert 3 rowsSelect cells A1 through G3Locate and click the Merge and Center Icon on the Home tabType

“UIW Department of Instructional Technology Your Name Here,

Technology Training ”

Merge and Center

The text covers 3 lines. If you press the Enter Key after each line, the cursor will be moved to an empty cell (B1)Hold down the ALT + Enter keys at the same time, this will create a line break for multiple lines of text

View and Format Multiple Workbooks

Click the Workbook tab ChicagoOn the View tab, locate and click New Window 3 timesClick on the tabs for the worksheets National Sales, Atlanta & Boston 4 worksheets are open

View and Format Multiple Workbooks

Click Arrange All Choose TiledSelect the Windows of active workbook check boxClick OKThis process will also work with multiple workbooks

group EditingHold down the CTRL Key and click each tab of one of the worksheets. The tab color should be whiteLocate Cell Styles on the Home tabClick Cell Styles and choose a 40% Accent 1Click Cell Styles again and choose CurrencyAll of the worksheets have $$ signs and the same formatting

GETTING RID OF ####Sometimes, after formatting a worksheet numeric data will appear as ####Place the cursor between the cellsWhen the cursor changes to a double-arrow line, ( ) click

Creating a Spreadsheet from Delimited Text

If text is delimited (spaced) by commas or tabs, it can be opened in Excel. This is common when downloading text filesClick the Office ButtonClick OpenChange Files of Type to “All Files”Click sampleaddressbookClick Open

Creating a Spreadsheet from Delimited Text

The Text Import Wizard OpensCheck the Delimiters boxClick NextCheck the Comma boxClick FinishThe worksheet opens with the text dataSave the file as an Excel Worksheet

Page Setup

Margins, Headers & Footers

Page SetupLocate the Page Layout tabClick Page Setup commandClick on the Page tabChoose Landscape for multi-column worksheets or Portrait for multi-row worksheetsClick on the Paper size drop down menu to adjust for different types of paperTo see an example of the printed worksheet, Click Print Preview

Margins and CenteringWhile still in Page setup, Click the Margins tab. Se margins at .75’’ sides, and 1” top and bottomTo place a worksheet in the center of a printed page, click on the Center horizontally and the Center vertically checkboxes

Standard Headers and FootersClick the Header / Footer tab There are 2 options, Standard and CustomFor Standard, Click on the Header (or Footer) drop down menuChoose one of the available optionsClick OK

Custom Headers and Footers

Custom creates unique Headers / FootersClick Custom HeaderClick the Left, Right or Center section to add text or image

Custom Headers and Footers

In the Left SectionClick on the Calendar to add dateClick on the Clock to add timeIn the Center Section:Click on the A to add textType your department nameClick on the # to add page number

Custom Headers and Footers

In the Right SectionClick on the Mountain to add an imageLocate an image on your hard drive Click Insert

Custom Headers and Footers

Click on the Paint Bucket to Edit the pictureClick on the Size tabChange the size to .75Click OK

Custom Headers and Footers

Click OKClick Print Preview to see the final Product

Formulas

Math-Excel Style

FormulasThese are the basic rules of formulas.Formula are written in this manner:=cell address + cell addressNote that you add the cells, not the cell content.Note that spaces are not used in formulas!

Formulas and Cell Notation

The Name Box displays the cell name of a selected cellThe Formula Bar shows the formula being entered a cellFormulas can be entered in the formula bar or in a cellFormulas can be copied to the formula barFormulas cam be edited in the formula bar

Formulas

Adding Multiple CellsSelect Cell B8Type =B1+B2+B3+B4 in the formula BarPress ENTER

Sum FunctionSelect Cell C8Type =SUM(C1:C6)Press ENTER

Open the worksheet Formulas

FormulasThe Point and Click method of adding cells

Select Cell E8Type an =Click Cell E1Type +Click Cell F2Type +Click Cell E3Type +Press ENTER

FormulasAuto Average

Select Cells G1–G6Click Selector next to the Auto Sum Icon Σ on the Drop Down menu Choose Average

Formulas

Auto SumOpen and Tile the Boston, Atlanta, Chicago and National Sales Worksheets Click on the tab for New YorkSelect cells B4-B7Click the selector next to the Auto Sum Icon Σ on the Drop Down menuChoose SUM

Formulas for Multiple Worksheets

Open the National Totals Worksheet, and click Cell B7 Type =SUM(Hold down the CTRL Key and Click in Cell B7 of the Chicago WorksheetClick B7 AgainType a + sighRepeat the process for cells B7 in Atlanta, and BostonType a )Look at the total in cell B7 of National Sales

Formulas for Multiple Worksheets

Hold down the Ctrl +` keys at the same time to display a formulaLook at the Formula =SUM(Chicago!B7+‘Atlanta s'!B7+Boston'!B7)The ! Means that the formula spans across worksheets. Formulas may also span across workbooks using the same method, However all of the workbooks must be open

Copy FormulasClick cell B7 in the National WorksheetMove the mouse to the Bottom Right corner, so that it becomes a black + signClick and drag the mouse from B7 to G7The formula copies in each cell

TrendsOpen “Trends”Select Cells A1 & A2Hold the mouse over the bottom right corner until the pointer becomes a thin + signDrag the mouse down to cell A10Repeat the process in column B, Highlighting Cells B1-B5

+

+

+

TrendsSelect Cells A12 & B12Repeat the previous process, but drag across to column G

Date FunctionsOpen the worksheet Dates

In cell B1, Type +TODAY() This calculates today's dateIn cell B3, Type your date of birthIn cell B5, Type =INT((TODAY()-B3)/365) This will give you your age (Don’t Lie)In cell B7 Type =NOW() This calculates the current date and timeCurrent date and time can be calculated on the keyboard:

Date: CTRL+; Time: CTRL+SHIFT+; Both: CTRL+; SPACE, then CTRL+SHIFT+;

Absolute and Relative Cell References

When copying and pasting cell formulas, some cell values may vary each time a formula is copied, while other cell values remain constant during the same copy process.Relative reference refers to cell values that vary as a formula is copied from cell to cell.Absolute Reference refers to cell values that remain constant as a formula is copied from cell to cell An absolute reference is noted by a dollar sign in front of the Row and Column designation of the cell address: $B$5.

Absolute Reference

Open the worksheet AbsoluteHold down the Ctrl +` keys to display the formulas When calculating cell values using absolute references, it is best to use the pointing method. We are going to calculate the future value of cell C5. C5 is the value of cell B5 when a cost increase of 10% is added to the cost of goods sold 10% is the value of cell D24 and is an Absolute Reference

Absolute Reference in a Formula

Click in Cell C5. Type =(Click cell B5Type a + signClick in cell B5 again, Type *Click D24Push the F4 key to set the absolute referenceType ) and EnterThe answer is $8250.00

Financial FunctionsPMT Calculates periodic payments,

i.e. How much will it cost to pay off a car if I finance $$ at 48 months with $$ down?

FV calculates future value, i.e. if I save $$ per month over 40 years, how much money will I have when I retire?

Goal Seek- A command that lets you enter the end result ($$ Payment) and from that determine how much you can spend to get that payment

Payment (PMT)The PMT function requires arguments supplied as cell references

Interest rate per periodTerm of loanAmount of loan (as a negative value)

Payment is equal annual interest rate/12,term (# months or # years x 12),-amount of loan as a negative value.Expressed in CELL NOTATION

PMTOpen the Worksheet CarCalculate the amount financed in cells E4 & F5 Click in cell H4Choose the Formula tab. Locate Financial in the Function LibraryChoose PMT from the list

PMTIn Rate, click cell G4 and type /12 (Interest rate /12 months)

In Nper, click cell H4 (the calculation is for 36 month term, if the term is 3 years, reflect the term by multiplying the cell value by 12. (G4 * 12)

In Pv, click in cell H4 (the value calculated as the price less trade and down payment)

Type a – sign before F4

Click OK

Future Value (FV) Function

Future value of an investment based onconstant periodic paymentsConstant interest rate

There are still 3 ArgumentsAmount at retirement = Future Value, V (rate or return) , -Periodic PaymentExpressed in CELL NOTATION

FV

Open the Worksheet FVClick cell E8. Type =( and click in B2 Express B2 as an Absolute Reference and subtract it from B8, then type )This will calculate the number of years you will contribute to your retirement

FVClick in cell F8Choose the Formula tabLocate Financial in the Function LibraryChoose FV from the list

FVIn Rate, click cell D8In Nper, click cell E8 In PMT, click in cell C8 Type a – sign before C8 Click OKType your age in B6 and $3,000 in cell C6 the value in F6 is $90,972.85

Goal SeekGoal seek will allows you to set the end result in order to determine the input Using the care financing example, I want to know how much I need to receive for my trade-in (D5) to finance $18,000 (F5) (assuming that my down payment Is the same).

Goal SeekIn the Car worksheet, click cell F5On the Data tab, locate What-If AnalysisChoose Goal Seek.

Goal SeekClick In To Value, type 18,000Click in By changing cell, and click in cell D5Click OKThe Goal Seek Status dialogue opensLook in cell D5 for the new value $4,500Click OK

18000

Database

Functions

Sorts, Filters, and Lists

Sort Using Single FieldOpen AddresseesA single field sort will list using a single field. Select Column B, by clicking on it.On the Home tab, locate the editing group and click Sort and FilterClick Sort A to Z

Sort Using Single FieldClick Expand the selectionClick Sort

Sort Using Multiple FieldsIn this sort, the request is to rank the the GPA’s of male and female students, by gender. In Addressees, select cell A1The sort can be accessed from the Home tab by locating the editing group and clicking Custom SortSort may also be accessed by locating the Data tab and clicking Sort in the Sort and Filter group

Sort Using Multiple Fields

Under Column, choose GPAUnder Sort on use ValuesUnder Order select Smallest to Largest

Sort Using Multiple Fields

Click Add LevelUnder Column, choose GPAUnder Sort on use ValuesUnder Order select A to ZClick OK

Sort by Auto FilterSorting by Auto Filter isolates data on the Spreadsheet.In Addresses, click cell A1, then click FilterClick on the toggle menu for the First Name categoryClick Select AllUncheck the box for Carl

Sort by Auto Filter

Carl’s name is isolatedNotice the toggle is shaped like the filter iconClick on the toggle again, and click Clear FilterClick OK, and the full worksheet returns

Sorting with more than one filter

Data can also be filtered from more than one fieldData can be filtered to generate lists of more than, less than, exact match or top tenFor example a list of students with a GPA of 3.2 or higher

Sorting with more than one filter

Click the toggle in the GPA fieldClick Number filtersChoose greater than or equal toA new menu opensType 3.0 in the is greater than fieldClick OK

Database Add-InsExcel offers additional tools for data analysis, currency and statistical analysis. These are easily loaded into ExcelClick the Office ButtonClick Excel OptionsClick Add - insClick Analysis Tool PackClick OKThe Add – in will load

Comments

Insert CommentsComments allows commentary to be added to a worksheetOpen AddressesClick cell B11On the Review tab, choose New CommentType a commentOnce a comment is added, the add, delete, previous and next options appear

Reading commentsClick on the Red TriangleRead the comment

Charts

Charts Graphic representation of data in a WorksheetCategory labels (descriptive entries)Data points (numeric data)Data Points are grouped into Data Series which are represented by the data in a worksheetIn order to create an effective chart, you need to know what you want the char to tell you

Labels and Data Points

Category Labels

Data Points (each entry)

Data Series (All data in row)

Pie ChartProportional relationships What percentage of sale is represented by what product?The total sales is the entire chart The total sales of each product, as a percentage of sales is represented by a slice of the piePie Carts are best read when there is a limited number (<7) of categories

Revenue

Miami21%

Denver19%

New York5%

Boston55%

Miami

Denver

New York

Boston

Exploded Pie ChartSeparates one or more slices of the pie for emphasis

Revenue

Miami21%

Denver19%

New York5%

Boston55%

Miami

Denver

New York

Boston

Column ChartsUses actual numbers rather than percentagesData represented verticallyData is according to the X and Y axisRed Yellow Blue Green Orange Brown

05

1015202530354045

Quantity

Bar ChartsData represented horizontallyData is according to the X and Y axisBar charts have the advantage in that their long bars can better accentuate differences

Red

Yellow

Blue

Green

Orange

Brown

0 5 10 15 20 25 30 35 40 45 50

Quantity

Creating a Chart

Charts can be Embedded in the worksheetAs a separate chart sheet

Any data change in the worksheet will automatically change the data in the chartCharts are created using the Chart group

Create a ChartOpen the worksheet Chart Select A1 through B7Click on the Insert tab, and choose Column from the Chart group Choose 3D column

Edit a ChartThis will open the Design tabIn the Data group, click Switch Row/ColumnIn the Location group, choose New Sheet The chart is on a separate page

Edit a ChartOn the Layout tab, choose Chart Title from the Label groupChoose a Title TypeType M & M’s as the title

Edit a ChartOpen the Format tabChoose Shape Fill from the Shape styles groupClick on the first column of the chart (blue) change the color to red to match the colors listed in the legend. Colors are chosen by clicking on a color from the shape fill menuRepeat until chart column colors match the colors listed on the legend

Edit a ChartClick the Design tabClick Change Chart TypeChange the chart to a Pie chartIn the Data group, click Switch Row/ColumnThe chart should look like this

Editing Charts Through the Spreadsheet

Click on cell B7Change the quantity of Brown M&M’s to 10 and push Enter Note the chart changesRepeat the process and change Blue to 24

Linking Worksheets to

Documents

Linking an Excel Worksheet with a Word Document

Click on the M&M ChartCopy the chartOpen a Word Document Click Edit and Paste Special

Linking an Excel Worksheet with a Word Document

Click Paste LinkClick Microsoft Excel Chart ObjectClick OK

Linking an Excel Worksheet with a Word Document

In Word, Double-click on the sections of the pie of the chart, this will open the Chart in ExcelChange the colors to match the colors of the M&MsSave both the Word and Excel documentsOpen the Word document

Linking an Excel Worksheet with a Word DocumentThe worksheet and the document are linked.If the link is broken by moving one of the items to another location (for example moving the items to another computer), the link must be re-established. In order to keep both items portable, make sure that the link remains in tact by re-copying and re-pasting after the documents are moved.

Questions?Terence Peak, M.Ed.Coordinator of Technology TrainingBlackboard Certified TrainerThe University of the Incarnate Word(210) 829-3920tpeak@uiwtx.edu