1
Appendix 1: Basics of Excel for Chemistry 212
This document was developed based on Microsoft Excel 2000 for Microsoft Windows. Other
versions of Excel or for operating systems may have different procedures and functionality.
With all spreadsheet programs, there is more than one way to reach the same goal (formatting,
formulas, etc.). This tutorial provides one way; you are free to use any procedure that obtains the
same goal.
Based on
1) Step by Step Microsoft Office Excel 2007
Copyright 2007 by Curtis D. Frye
And
2) Excel 2007 Help Files.
Revised for Chemistry 212 (University of Victoria) by Jane Browning and Nichole Taylor,
2008.
1 Student Exercises
The hand-in exercises required for Chem 212 begin on page 24. Sections 10 to 14 are due at the
end of the class. Section 15 is the assignment due next week.
2
Contents
1 Student Exercises
1 Welcome and Introduction
1.1 What You Should Already Know
1.2 What You Will Learn
1.3 What You Will Need to Use These
Materials
1 4 4 4 4 2 User Interface Ribbon in Office
2007 Applications
4 2.1 User Interface Ribbon
3 5 Start Excel
The Opening Screen
Resize Handles
Moving the Active Cell
Opening an Existing Worksheet
Understanding the Worksheet
5 5 7 7 8 8 Different Types of Data
8 4.1 Cell Contents and the Formula Bar
4.2 Data Entry
4.3 Numbers
9 9 9 4 5 Formulas
5.1 Understanding Formulas
5.2 Formulas, The Cell, and The Formula
Bar
5.3 The Formula in Action
5.4 Copying Formulas
5.5 Clearing Formulas
5.6 Entering a Formula
5.7 Copying and Pasting a Formula
5.8 Complex Formulas
6 6.1 6.2 6.3 6.4 6.5 7 10 10 10 10 10 10 11 11 11 Functions
12 SUM
Average
The Power of Functions
Formula and Function Summary
Saving the Inform Worksheet
12 12 13 14 14 Excel Data Entry and Editing 15 7.1 Edit in the Formula Bar
7.2 Editing in a Cell
7.2.a 7.2.b 7.2.c To fix basic typos while typing
To Editing Existing Data in a Worksheet
To Cancel Edits
15 15 15 15 16 8 AutoFill, Column Width, Drag
and Drop
17 8.1 AutoFill
8.2 Changing Column Widths
9 18 19 Drag and Drop
Enter Formulas and Functions
AutoFill vs. Copy and Paste
Editing a Formula or Function
19 20 21 22 Cell Addresses
22 9.1 Relative cell reference
9.2 Absolute cell reference
9.2.a 9.2.b 9.2.c Formula
9.2.d 4 Starting up Excel
3.1 3.2 3.3 3.4 3.5 3.6 8.3 8.4 8.5 8.6 Clearing Cells
Fixing the PST Formula
Use AutoFill to Copy the Corrected
24 Enter the Total Formula and copy it
10 Why Use Excel for
Statistics?
10.1 What the Data Represents
10.2 Excel Functions
10.3 Review of the Statistical Functions
in Excel
10.4 Using the Insert Function Dialog
10.5 Using Functions Without Insert
Function
10.5.a 11 Standard Deviations
22 22 23 23 24 24 25 26 27 27 28 28 Using Data Analysis
30 11.1 Bivariate Statistics (Regression
Analysis)
30 11.1.a 11.1.b 11.1.c 12 A Regression Exercise
Run the Regression
Interpreting Regression Results
Excel Chart Wizard
12.1 Create a Calibration Curve
12.2 Format the New Graph; Add
Trendline
12.3 Renaming Charts and Worksheet
Tabs
12.4 Common Charting Errors
12.4.a 12.4.b 13 Add a Chart Title
Add Regression Equations to Graph
Printing
13.1 What will Excel Print
13.2 Use the Page Layout tab – Page
Setup group to set page options,
margins, headers and footers, etc.
13.3 Preview the Worksheet
13.4 Printing the Worksheet
14 Ending Your Session
15 Exercise for Next Week
16 Formatting the Worksheet
(optional)
16.1 To apply formatting:
30 31 32 33 33 34 35 36 36 36 36 36 37 39 40 40 40 41 41 3
16.2 16.3 16.4 16.5 Undo Text Formatting
Changing Fonts
Formatting Numbers
Using Styles
16.5.a 16.5.b 42 42 42 42 Predefined Styles (Home tab, Styles group) 43 Create Your Own Style
43 16.6 Add Rows and Columns
16.7 Removing Rows or Columns
16.8 Centering a Title Across a Range
44 44 45 17 Custom Headers and Footers
(optional)
45 18 Excel Charts (optional)
45 18.1 Drawing Tools Enhance Charts
45 18.2 Excel Chart Types
46 18.3 Naming the Axis
47 18.4 How Charts are Plotted
47 18.5 Add text labels to the bubbles or legend 48 18.6 Area Charts
48 18.7 Bubble Charts
48 18.8 Bar Charts
49 18.9 Column Charts
50 18.10 Bar and Column Chart Variations
50 18.11 Doughnut Charts
50 18.12 Line Charts
50 18.13 Pie Charts
51 18.14 Radar Charts
51 18.15 Stock (High, Low, Close) Charts
51 18.16 Surface Charts
52 18.17 XY (Scatter Charts)
52 4
1 Welcome and Introduction
1.1 What You Should Already Know
You should already know how to do the following:
ƒ Use a mouse
ƒ Recognize icons
ƒ Open and close windows
ƒ Adjust the size of the window
ƒ Access options from the menu bar
ƒ Switch back and forth between applications
1.2 What You Will Learn
This class introduces the basic features of Microsoft Excel. We will cover many
topics, including how to:
ƒ Understand what a spreadsheet is
ƒ Use Excel to create and modify worksheets
ƒ Enter text, numbers, and equations
ƒ Use the statistical functions needed for Chem 212
ƒ Create and modify charts
For those of you who are already familiar with Excel, the most important
material is in sections 5, 6, 10, 11, 12 and 13. At the end of section 13 are the
instructions for printing out your work. Section 15 contains the instructions for
your assignment.
If you choose to skip the other sections, be aware that the ‘key’ sections assume
you know the concepts discussed in the others. Also, your work will be marked on
that basis.
1.3 What You Will Need to Use These Materials
You will be provided with:
ƒ The use of Microsoft Excel 2007
ƒ The exercise files inform.xlsx and Zinc Analysis.xlsx
You will need to provide:
ƒ A USB storage/flash/jump drive with at least 50 KB of free memory.
2 User Interface Ribbon in Office 2007 Applications
2.1 User Interface Ribbon
Toolbars were used in earlier versions of Microsoft Office applications. In the 2007
version, these have been replaced by the user interface Ribbon. When you open an
application, like Excel, the Ribbon can be seen at the top of the program window. The
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Ribbon has several tabs. For example, when you first open Excel 2007, you can see the
user interface ribbon at the top of the program window, with the following tabs: Home,
Insert, Page Layout, Formulas, Data, Review, and View. Each tab contains a series of
groups. Each group, in turn, hosts a series of controls that enable the user to perform
tasks related to that group. See the figure below for more information on identifying
these terms. The terms Ribbon, tab, group, and control will be used throughout this
document, so take a minute to familiarize yourself with them.
3 Starting up Excel
Your instructor will tell you where the exercise file is located and where to save your
work. Excel is a basic spreadsheet program which allows you to keep track of
information in tables, perform mathematical functions with data, and create graphs and
charts from them.
3.1 Start Excel
From the Start menu, select Programs.
•
Start Excel from the menu list.
Excel loads and you see the opening screen.
3.2 The Opening Screen
After Excel loads, you see a blank worksheet window:
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Similar to any Windows application, there are: scroll bars, minimize and maximize
buttons, and a title bar.
Most of the screen is covered with a grid of rows and columns. The rows are labelled
with numbers and the columns are labelled with letters. This grid is your spreadsheet
work area, where you will enter your data and the see the results of your calculations.
The intersection of any column and row is called a cell. Cells have addresses. The cell
address is its column letter followed by its row number. For example, the name of the
highlighted cell (in column A, row 2) is A2.
The Formula Bar, which is directly above the column headings, is used for examining
and editing the contents of cells.
The shape of the cursor changes in Excel. It is important to notice the shape as different
cursor shapes mean different things to Excel.
Excel creates documents as workbooks. Each
workbook can contain many spreadsheets (also called
worksheets). Each spreadsheet has a tab on the bottom
marked Sheet1, Sheet2, etc. These sheets can be added,
deleted, rearranged, and the tabs renamed.
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The active cell is the cell that Excel is “looking” at. In a new worksheet, the active cell is
cell A1. Open a pre-existing worksheet; the active cell is wherever you left it when you
saved the worksheet. Data is always entered into the active cell. The active cell displays:
• With a highlighted border around the cell
• The name of the active cell is shown in the Active Cell Address Box to the left of
the Formula Bar.
3.3 Resize Handles
One of the common frustrations that new users have with any windows program is that
‘the mouse won’t do what I want it to!’. This can occur when an object in the window is
‘selected’; under these conditions, only commands that change that object can be
accessed. If an object is ‘selected’, it will have resize handles on it. Below are some
pictures showing an Excel graph with the resize handles shown for different areas of the
graph:
In the first example, a graph was created as part
of an object in the spreadsheet. The entire graph
is selected. You won’t be able to move
anywhere until you click on the spreadsheet
work area and get rid of the resize handles!
In the second example, the title of the chart is selected. This is a two-step process; first
the chart is selected as in example one; then you can click on the title to select it. The
third example shows the trendline equation box selected. You won’t be able to change the
plot area settings until the plot area is selected, i.e., the inner frame of the graph will have
resize handles around it.
If you can’t get the resize handles to go away, press the Esc key until they disappear.
3.4 Moving the Active Cell
Let’s move the active cell with the mouse and the keyboard.
Using the Mouse
1. To select a new active cell using the mouse, click any cell. The cell is highlighted
and the name of the cell is shown in the Cell Address box.
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Using the Keyboard
To move the active cell one cell at a time press the following keys:
↑ or ↑ or → or
←
To move the active cell up or down a screenful, press: page up key or page down key
To move the active cell back to cell A1, press: Ctrl and Home keys
§²
3.5 Opening an Existing Worksheet
Let’s open an existing worksheet. We’ll open the file Inform.xls, which will illustrate
many of the basic principles of how real spreadsheets are organized.
1. To open an existing file, click on the Microsoft Office Button
and select
Open from the drop-down menu. The Open dialog requires two items: the
location and name of the file.
2. Change the “Look in” field to the Desktop,
3. Double click any additional folders from those listed as instructed, so the required
folder is now listed as the Look in field
4. Double click the file Inform.xlsx
5. The worksheet opens on your screen.
3.6 Understanding the Worksheet
The worksheet is shown is designed to track sales for a small business.
The second column (B) lists the
items for sale, the third column
(C) lists the price of each item,
the fourth column (D) lists the
number of items sold, and the
fifth column (E) shows the total
price, which is calculated by
multiplying columns three and
four (C x D).
A real business would have many more items for sale. We have fewer items, but the
organizational structure could be used in a much larger worksheet.
4 Different Types of Data
There are four basic types of information that can be entered into cells in Excel: text,
numbers, formulas, and functions.
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Text is entered into cells by typing in characters, including letters, numbers, and/or
punctuation. Names, street addresses, and cities are all examples of text data. Text can be
displayed in bold, italics, different sizes and shapes, and so on.
1. To see the contents of cell B2, click cell B2
4.1 Cell Contents and the Formula Bar
Notice that the text in the cell ‘Items’ is displayed in bold face, but the text in the
Formula Bar Items is in plain text. This is because bold face was turned on for the cell,
not the text itself. The Formula Bar will always display the true contents of the cell,
independent of any special formatting.
↓
1. To see the contents of cell B3, press:
2. Cell B3 and the Formula Bar look the same because no special formatting
functions were applied to this cell.
4.2 Data Entry
Suppose cell B3 we want to change the contents from Shovel to Spade.
Select cell B3 if it is not the Active cell.
1. Type: Spade and press the Enter key.
2. The contents of the cell are changed.
Any text entered into the active cell replaces anything that was already there once the cell
is no longer the Active cell. This is an easy way to enter data.
↓¢
3. View the contents of other cells in column B, press:
one or more times. The
real contents of the active cell are displayed in the Formula Bar.
4.3 Numbers
Numbers are numbers. Cells with numbers can be formatted in bold, italics etc., just as
you can with text. Numbers can also be formatted in other ways such as currency,
percentages, dates and time, with or without commas, etc.
1. Look at a cell containing a number, click cell C3. The data shown in the cell
$8.59 is not the same as the data in the Formula Bar 8.59. The cell was set to
display its numbers in currency format.
2. Examine some of the other cells in column C. You see the same difference
between the data displayed in the cell and the Formula Bar.
3. Examine cells with numbers in column D. No special formatting was assigned to
these cells, the spreadsheet cell data looks the same as the Formula Bar data.
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5 Formulas
The real power of a spreadsheet is with formulas. A formula uses standard mathematical
symbols to operate on cell addresses and/or numbers. A formula always begins with the
equal sign (=).
Mathematical symbols (in order of operations on an expression) include:
• Brackets () to group expressions
• Exponent uses a caret ^ to raise a number to a power, e.g. 2^3 = 2*2*2 = 8
• Division uses a forward slash /
• Multiplication uses an asterisk *
• Additions uses a plus +
• Subtraction uses a minus –
View the formula in cell E3, click cell E3. The cell shows the data $17.18,
while the formula is shown in the Formula Bar: =C3*D3. Cell data looks
different from the real contents of the cell in the Formula Bar.
5.1 Understanding Formulas
The formula “=C3*D3” means Excel multiplies the value in cell C3 by the value in cell
D3. The answer is displayed in the worksheet cell, but the real cell contents is the
formula.
5.2 Formulas, The Cell, and The Formula Bar
•
•
The cell displays the results or solution of the formula.
The Formula Bar displays the real contents of a cell (a formula) in case you need
to modify it.
5.3 The Formula in Action
Let’s change the number of Spades sold from 2 to 12.
1. Click or
← to make D3 your active cell.
2. Type in cell D3: 12 and press the Enter key. The formula results in E3 have been
automatically recalculated.
5.4 Copying Formulas
Look at the contents of other cells in column E and note the formula similarity.
• Cell E4 contains the formula “=C4*D4”.
• Cell E5 contains the formula “=C5*D5”.
The only thing that changes is the row number. The formula can be entered once then
copy and paste it to the other cells. Lets copy and paste this formula in column E, but first
we will have to clear out all of the formula cells in column E.
5.5 Clearing Formulas
Let’s clear the contents of cells E3 though E9, we want to keep the contents of row 10.
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1. Select cells E3 through E9 by Click and drag from cell E3 to cell E9 or click cell
E3, hold down either Shift key then click cell E9 or select cell E3, hold down a
↓
Shift key then press to cell E9
2. Clear the contents of the highlighted cells, press: Delete or under the Home tab,
in the Editing group, click on Clear, then select Clear Contents from the drop
down menu.
Note the first cell of the range is highlighted differently than the other selected cells. This
says it is the Active cell and the thick border says it is part of the selected range of cells.
5.6 Entering a Formula
1.
2.
3.
4.
Make E3 your active cell, click cell E3
Enter the formula, type: =C3*D3 (capitalization does not matter)
Accept the formula, move off cell E3 (press enter, arrow key, click another cell)
The results are displayed in cell E3.
5.7 Copying and Pasting a Formula
↑
1. Make E3 your active cell, click cell E3 (or press )
2. Copy the formula. Choose a mouse, keyboard shortcut, or Ribbon method. With
the mouse right click, then choose Copy; for the keyboard shortcut, hit Ctrl + C,
or click Copy in the Clipboard group, in the Home tab in the interface Ribbon.
A flashing marquee appears around cell E3, indicating the contents are copied.
Note the message in the status bar.
3. Highlight the cells to paste the formula into, Click and drag cell E4 through E9
4. Paste the copied formula into the highlighted cells, choose from:
5. Home tab – Clipboard group – Paste, Ctrl + V, or right click then choose
Paste.
The formula is now in cells E4 through E9.
This is called a relative addressing. The formula cell addresses are adjusted relative to
the row in which they are pasted. Relative addressing also applies if we had pasted across
columns. This gives us a correct formula in each cell.
5.8 Complex Formulas
All Excel formulas follow the same rules of Algebra, including the order of operations.
Here is a sample complex formula. =((C2 + D2) * 12 + (A2 ^ B2))/E2 which is the
(C 2 + D 2) × 12 + A2 B 2
‘spreadsheet’ version of:
E2
Excel reads an equation from left to right following the BEDMAS rule.
1. Excel performs all operations in Brackets (parentheses). If more than one set of
brackets, only the inner-most set of brackets
2. Excel does Exponentiation.
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3.
4.
5.
6.
Excel does Division and Multiplication.
Excel does Addition and Subtraction.
If there are nested brackets repeat steps 2-4 with the next inner-most bracket.
Repeat steps 2-5 until Excel reaches the outer-most brackets. If the formula has no
brackets then only steps 2-4 are used.
In the above example, Excel adds cells C2 and D2 first. Then calculations move to the
next set of brackets and raise A2 to the B2 power. Next, the result of C2+D2 is multiplied
times 12; then these two results (C2+D2)*12 and (A2^B2) are added together. Finally the
numerator result is divided by E2.
Skill testing questions like (2+4) * 5 + 9 / 3 using these rules gives 6 * 5 + 9 /3 = 30 + 3 =
33. Brackets determine the correct order of calculations, so this formula could have been
written as ((2+4) * 5) + (9 / 3) and calculated from inner to outer brackets.
6 Functions
Some formulas are used so often that Excel includes them. These common formulas are
called functions. They begin with the equal sign, like formulas, and are followed by a
keyword identifier that tells Excel which function this is, and in brackets any required
values the functions needs.
6.1 SUM
Adding a column or row of numbers used to require a formula like: =A1 + A2 + A3 + A4
+ A5 can be replaced by the SUM function =SUM(A1:A5). Yes, you can type the
function, but there are even easier ways of working with functions.
1. Click cell E10 to see the SUM function.
2. Move to cell D10 to add the SUM function here
3. Select the Formulas tab on the user interface (main) Ribbon. Click
.
Excel puts a marquee around what it believes to be the range of cells to sum. If
Excel guessed wrong, just reselect the correct cells.
4. Press Enter to see the sum.
6.2 Average
The AVERAGE function calculates the mathematical average of a range of cell values.
1. Click cell C10 to see the AVERAGE function.Delete the contents of cell C10. We
will replace the function. Open the Insert Function dialog by one of two ways:
Under the Formulas tab, click the Insert Function control
; OR click on
the
button next to the Formula Bar below the groups in the main Ribbon
and above the spreadsheet workspace.
Either selection will cause the following dialog box to appear:
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•
•
•
•
•
Explore the list of available functions. You can narrow the search by selecting a
category from the drop down menu, or typing search terms in the top box and
clicking Go.
Select AVERAGE from one of these categories: All, Statistical, or Most Recently
Used. Click the Function Name AVERAGE, then click OK.
A Function Arguments dialog box will appear, defining the cells that Excel use
in performing the function.
This range of cells appears in this function arguments dialog box (see below). If
Excel guessed wrong, just
reselect the correct cells.
Click OK to finish the
formula entry.
6.3 The Power of Functions
Functions, like formulas are automatically recalculated if the values it uses change.
1. Click cell D4 The cell indicate 5 pick axes sold.
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2. Change the 5 to 50 and press Enter.
3. The formulas in cells E4, D10 and E10 display updated result for total number
sold and the total cost.
6.4 Formula and Function Summary
The spreadsheet structure is determined primarily by formulas and functions. Spreadsheet
structure can be set up before entering any data. Then as data is added the formulas and
functions give running results as more data is entered.
If you want a list of all the functions that Excel can use, in the user interface Ribbon,
choose the Formulas tab. In the Function Library group, click the Insert Function
control. As shown in section 6.2, an Insert Function dialog box will appear. There is a
drop down menu to select a category. If you select “All” from this menu, the list will
show all available Excel Functions.
6.5 Saving the Inform Worksheet
Let’s save our revisions before we close the file.
1. Click on the Microsoft Office
Button
, and select Save As.
(see figure)
Do NOT save this file under the
same name, and do NOT save the
file on the public computer. Save it
on your USB drive. Please note:
Excel 2007 has a new file format
from earlier versions of Excel. If
you want to view this file on an
earlier version of Excel (i.e. Excel
2003 or earlier), you must save it in
as an “Excel 97-2003 workbook”.
Otherwise, select “Excel
Workbook”.
2. To close the Inform workbook,
select the Microsoft Office Button
, then select Close. The
worksheet closes and disappears
from screen.
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7 Excel Data Entry and Editing
This section reviews editing in the Formula Bar and editing in the cell
Creating a New Worksheet
1. Create a new blank worksheet within an existing
workbook, click the Insert worksheet tab at the end of
the current worksheet tabs (see below).
2. A new worksheet called “Sheet1” opens.
3. Proceed in “Sheet 1”.
7.1 Edit in the Formula Bar
1. Click cell B1
4. In the active cell, type: 1990 (do not press enter
yet!). As soon as you start typing, what is typed
appears in the Formula Bar.
5. The Formula Bar now also has buttons for Cancel
and Enter, as well as the Insert Function button
described earlier.
Ways to cancel, enter, or begin formula:
Action
Formula Bar Button
Cancel cancels typing and puts the cell back the way it
was before typing.
Enter looks like a check mark because Excel checks for
logical errors and enters your typing into the cell. Excel
will not automatically check your spelling.
To enter a function, type the equals sign (=), or select
the insert function button in the Formula Bar
7.2 Editing in a Cell
7.2.a To fix basic typos while typing
1. In any empty cell type: 1996.
2. To clear the last character just typed, press: Backspace
3. Press Enter to accept the entry of 199.
7.2.b To Editing Existing Data in a Worksheet
Two ways to change data already in a cell:
• Type Over an Old Entry. Just type on top of the original entry. What is typed
replaces what is in the cell.
• Edit an Existing Entry in the Formula Bar. For partial edits, click in the
Formula Bar to edit the contents of the active cell. The Formula Bar is like a
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•
•
one-line word processor to delete, insert, copy and paste, and typing on top of
selected text replaces that text with new text.
Editing an Existing Entry in the cell. For partial edits, double click the cell for incell editing.
Editing an Existing Entry in the cell can also be done by clicking on the cell you
wish to edit, and pressing F2. A cursor will appear at the end of the existing
entry, allowing you to add or delete contents.
Let’s change the value in cell B1 from 199 to 2996 using the Formula Bar.
1. Make cell B1 your active cell. The cell’s contents (199) is displayed in the
Formula Bar.
2. Highlight the data to change in the Formula Bar, click and drag across the 199.
Home and End keys move to the beginning or end or use arrow key.
3. Type: 2996 and press the enter key.
Let’s change the value in cell B1 from 2996 to 9996 using the in-cell partial editing:
1. Double click in cell B1, as close to the 2 as possible. An insertion point appears in
the cell, approximately where you double-clicked.
2. Select the 2 by: Click and drag across the 2 to select it or use the arrow keys to
position the insertion cursor next to the 2, hold down the Shift key and use the left
or right arrow key to select it. Use Home and End keys to move to the beginning
or end of the entry.
3. Type: 9
4. Move off the cell and number is changed.
7.2.c To Cancel Edits
Move back to the “Inform” worksheet.
Start typing and change your mind? Cancel your typing by:
Cancel before pressing the enter key.
1. To move to cell C3, or any other cell that already has some content.
2. Type: EXCEL IS FUN! (do not press enter!)
3. Cancel the edit either:
a. Press the ESC key or
b. Click the Formula Bar Cancel button.
4. The original value in the cell is restored.
Undo after pressing the enter key.
1. To move to cell C3, or any other cell that already has some content.
2. Type: EXCEL IS FUN! And press the Enter key!
3. Return back to the former contents either:
a. Press the Ctrl+Z key combination, or
b. Click the Undo button
at the top of the screen.
4. The original value in the cell is restored.
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5. Excel keeps track of editing changes so you can “step back”. There is a Redo
button
in case you undo too far. Excel erases this history of editing changes
when you close the open Workbook so you can undo and redo changes made only
since opening the file.
8 AutoFill, Column Width, Drag and Drop
Let’s move to the new worksheet (Sheet1) that we already created. We will use this to
introduce a number of Excel features:
• AutoFill
• Change Column Width
• Drag and Drop editing
• Formulas and Function Copy and Paste
• Formatting cells and worksheets.
.
To illustrate these features we will edit the new worksheet with the entries illustrated in
the diagram below.
In order for these features to be demonstrated correctly, the following pages will
introduce errors that will need to be corrected so put the data in the cells as instructed.
Do not enter the values as pictured at this time, the step by step instructions below will
ultimately lead you to make a worksheet as pictured below.
Demonstration Worksheet
18
Fill inn the A colu
umn labels
1. In cell A2
2 type: Supplies
2. In cell A3
3 type: Serviices
3. In cell A4
4 type: Trainning
4. In cell A5
5 type: Produuction
8.1 AutoFilll
AutooFill allows you
y to createe a series of values basedd on one or two
t values.
A moouse that is clean,
c
has a good
g
mouse pad, etc. will help in thiis step.
To ennter the Colu
umn Headinggs, we will enter
e
only thhe first then use
u time-savving AutoFilll.
1. Click celll B1
2. Type in B1:
B 1st Quartter
3. Press the Enter key.
4. Click celll B1 Note: AutoFill is the box in
the lowerr right cornner of the highlighted
border areea.
5. Click and
d hold the moouse buttonss on the box
in the low
wer right corrner of B1. The
T cursor changes
c
from
m a fat,
white plu
us symbol, too a thin, soliid, crosshairss plus symbol. The
crosshairss cursor is what
w you needd to activatee AutoFill.
6. With the crosshair
c
currsor, Drag accross to cell E1.
7. Release th
he mouse buutton and thee series is fillled in.
Enterring the num
mbers using AutoFill
A
reqquires enterinng at least tw
wo numbers in
i sequence
to esttablish the naature of the series
1. Fill in cellls: B2 type: 100
C2 type: 200 B3
B type: 2000 C3 type: 400
2. Highlightt these cells, Click and drag
d
cells B2 to C3
3. Click and
d hold the moouse button on the AutooFill handle in the lowerr right corneer.
The curso
or must channge to a thin, solid, crosshairs plus syymbol.
c
currsor, Drag accross to cell E3.
4. With the crosshair
he mouse buutton and thee series is fillled in.
5. Release th
6. To AutoF
Fill down thhe columns, make sure you still haave the crossshairs cursor,
Click and
d drag down to cell E5
he mouse buutton and thee series is fillled in.
7. Release th
oFill
Moree about Auto
• AutoFill can fill by roow or by collumn. AutoF
Fill cannot fill
fi diagonallyy.
• For a sing
gle cell of chharacter and//or numbers,, AutoFill will
w repeat thaat cell.
• For a sing
gle cell of chharacters andd/or numbers, and the firrst characterr is a number,
AutoFill will increm
ment by one beginning
b
w the num
with
mber, providiing there is a
space betw
ween the nuumber and thhe character (note that ‘sst’, ‘th’, ‘nd’’, and ‘rd’ arre
recognizeed as part of the number,, so no spacee is required)).
• For two cells
c
with nuumbers, Au
utoFill will increment
i
byy the differeence of thesse
two numb
bers, e.g. 1 3 will give thhe series 1 3 5 7 9….
19
•
•
AutoFill knows the days of the week given any two days in two cells including
capitalization, and common abbreviations like Mon, Tue.
AutoFill knows the months of the year given any two months in two cells
including capitalization, and common abbreviations like Feb, Mar.
8.2 Changing Column Widths
Columns B through E are not wide enough to show the data we just entered. Excel
adjusts the row heights automatically for different font sizes. But column widths must be
manually adjusted. Excel give two methods to do this.
Using the mouse
1. Position the cursor at the border between two
column headings to change the cursor into a widen
cursor.
2. Click and drag right makes the left column wider.
3. Click and drag left makes the left column narrower.
To make multiple columns adjusted as a group to a new width.
4. To select column headings click the column header and drag from the first to last
column (B to E).
5. Change the width of one of the columns using the above three steps. Changes to
that column are applied to all of the selected columns.
6. Or Double click with the widen cursor to autofit the columns.
7. Deselect columns by clicking outside the selected columns, or use the arrow keys.
Entering the Rest of your Data
8. In cell C10 type: Sub Total
9. In cell C11, type: Tax
10. In cell C12, type: Total
11. In cell C14, type: PST (leave C13 blank)
12. In cell C15, type: 0.07
Saving Your Worksheet
Save your work regularly, especially if you are trying new things. This way you can
revert back to the saved file should things go wrong. Remember to save your
workbook in the appropriate format if you plan to view it on an older version of
Excel.
1. Save the workbook using the Save As dialog. Click the Microsoft Office Button,
then click Save As.
2. Now rename the workbook: exercise.xlsx.
3. Choose to save to your USB storage drive.
8.3 Drag and Drop
The contents of cells C10 to C15 are in the wrong location, they should be in A6 to A11.
There are four ways to put the contents in cells A6 to A11.
• The hard way! Delete cells C10 to C15 and retype the contents again.
20
•
•
•
The so-so way! Copy and Paste, then Delete cells C10 to C15.
This is fine! Ctrl X then Ctrl V, OR Home tab, Clipboard group, Cut control,
then Paste control, OR Shift Delete then Shift Insert. This uses the clipboard to
temporarily hold the cut cells.
Another good way! Drag and Drop. This does not use the clipboard.
Excel supports Drag and Drop: ‘grab’ one or more cells with the mouse, then drag them
to another location and ‘drop’ them in place.
1. Select the cells C10 to C15,
2. Click the edge of the selected range. At the edge the fat-plus
cursor turns into an arrow-shaped cursor with a four way arrow
needed to perform the drag and drop (see figure).
3. Hold down the mouse button and drag the selected range to a new
location, cells to A6 through A11.
4. Release the mouse button and the selected cells “drop” in the new
location.
8.4 Enter Formulas and Functions
Add the needed formulas and functions to calculate the results you want for the sub-total,
tax, and total rows.
Calculate the totals for each column cell B6 to E6.
• Method 1, enter the formula =B2+B3+B4+B5. That works but is very inefficient.
•
•
Method 2, use the AutoSum control
located under the Formulas tab,
Function Library group.
Method 3, use the SUM function with the Insert Function dialog, also located in
the Formulas tab, Function Library group.
Let’s use method 3.
1. Select cell B6.
2. Open the Insert Function dialog by clicking on the Formula Bar
, or use
the Formulas tab, Functions Library group, Insert Function control.
3. We could access the SUM function from the Most Recently Used category; or
another way is from the All category. Or we can search for the function. For this
example, let’s use the “Search for a Function” option.
4. In the Search for a Function box, type “sum”.
5. Note that the category changes automatically to Recommended. SUM should be
at or near the top of the list.
6. With your mouse, select SUM from the list. With the SUM function selected, to
confirm your choice, click OK
21
7. A new dialog box
opens to paste the
arguments to the SUM
function.
If this dialog covers up
cells you want to see, click
on any of gray background
and drag it out of the way.
• Excel has already
filled
in
a
suggested
cell
range. If incorrect
it can be changed
by typing in a cell
range, or selecting the cell range right on the worksheet. If different ranges of
cells were needed, each separate range could be entered in the NumberX area.
Excel will add an additional Number area as needed.
• Note the numbers listed to the right of the selected range and the Formula
result = are shown so you can verify the calculation to be made.
• Need more help on any function? Click the “Help on this Function” link in the
lower left.
8. Click the OK button to enter the function in the cell.
Copying Functions Using AutoFill
Cells B6, C6, D6, and E6 have identical function except for the column letters so we can
copy and paste the function or use AutoFill. Let’s use the AutoFill function to copy the
data.
1. Select cell B6
2. Copy the function using AutoFill, point to the AutoFill handle so cursor changes
to the AutoFill crosshairs.
3. Click and drag across to cell E6
4. Release the mouse button.
5. Examine the contents of cells C6 to E6 to see the copied function changed its
parameters to correctly reference the column it was copied to.
8.5 AutoFill vs. Copy and Paste
•
•
AutoFill can copy a formula or function to adjacent cells but not to non-adjacent
cells in a different part of the worksheet.
Copy and paste can copy to both adjacent cells or to non-adjacent cells. To paste
to non-adjacent cells, copy a cell, click the cells to paste the copied contents.
Paste according to directions given previously in section 5.7.
22
8.6 Editing a Formula or Function
Rules for editing a function or formula follow those for editing any other entry. Use the
Formula Bar to make edits.
Add the PST Formula
This is similar to the previous step, enter the formula then copy with AutoFill.
1. Select cell B7
2. Enter the formula to calculate the Sub-total * Tax, type: =B6*A11. Hit Enter to
finish the entry.
3. AutoFill to Copy the Formula select cell B7,
4. Get the crosshair cursor on the AutoFill handle in the lower right corner
5. Click and drag across to cell E7
6. Release the mouse button to paste the formula in the selected cells
7. There is a problem. You see zeroes in cells C7 through E7.
Examine the contents of these cells; the formula did as instructed in adjusting the formula
relative to the column (or row) in which it has been pasted. It now no longer refers to cell
A11, where the PST Rate is located.
Before we fix this problem, we need to understand relative and absolute cell addresses.
9 Cell Addresses
Excel cell addresses are interpreted in terms of relative positions. A cell address is an
instruction to take the value that is located so many cells up/down/left/right from the
current position. Usually, this is just what we want.
When getting the Sub-totals and summed columns in earlier exercises, Excel adjusted our
formulas and functions appropriately. Now we have a formula that needs to reference just
the value stored in one cell (A11) for a series of formulas. Each time the copy moved to
the right, the formula adjusted the location for where to find the Tax Rate value.
We could solve this by putting a row of Tax Rate values, but this is inefficient and not
very nice to look at. The solution: enter Relative and Absolute cell referencing.
9.1 Relative cell reference
The normal condition just described is called relative cell addressing. That is, formulas
and functions refer to cells relative to the location of the equation. Copying the equation
to the left, for example, adjusts all cell address to the left, and so on. This is usually what
you want.
9.2 Absolute cell reference
Some time we need to tell Excel not to adjust a cell reference relatively during a copy
operation, such as when there is a constant value like the PST. In other words, we want it
to refer to the cell address absolutely. We indicate this to Excel by placing $ (dollar sign)
23
in front the part of the cell address that do not change in the formula or function cell
addresses.
The PST is in cell A11. In the tax formula it should be written as $A$11 to make it an
absolute cell address reference, so the formula in cell B7 would read =B6*$A$11. Then
there is only one cell to update should the PST ever change. All cells which refer to it
will be automatically updated if the cell value changes.
Thus there are four possible ways to reference a cell:
• A1 – Relative cell reference, changes as it is copied to other rows or columns.
• $A$1 – Absolute cell reference, does not change as it is copied to another
location.
• $A1 – Absolute column, relative row reference. The column does not change
while the row does as it is copied to another location.
• A$1 – Relative column, absolute row reference. The column changes while the
row does not as it is copied to another location.
To change relative references to absolute (and vice versa). Select the cell that contains the
formula. In the Formula Bar, select the reference you want to change and then press F4.
Each press of F4, Excel toggles through the above combinations. Once you have the
.
combination that you want, press Enter The correct address type will be saved, and the
active cell will move down one row; to make sure the address is correct, click on the
formula cell.
9.2.a Clearing Cells
Clear the cells containing the erroneous formulas before updating the formula to contain
an absolute address.
1. Select cells C7 to E7, do not include B7 as we will edit the formula.
2. To clear the cells, press: Delete or use the Clear Contents control from the
Editing group under the Home tab.
9.2.b Fixing the PST Formula
Change the PST formula from =B6*A11 so a11 reference to the PST are absolutely
addressed =B6*$A$11.
3. Select cell B7
4. In the Formula Bar edit the formula to read: =B6*$A$11
5. When done, press: Enter or click the Check Mark button.
24
9.2.c Use AutoFill to Copy the Corrected Formula
Copy the corrected formula across row 7 using AutoFill.
6. Select cell B7
7. Use AutoFill to copy the formula across the row to cell E7.
8. Examine the contents of cells B7 through E7. The formula reference to cell
$A$11 should be the same in cell and the calculation done correctly.
9.2.d Enter the Total Formula and copy it
Finish entering the worksheet formulas to add the Sub Total and the Tax to give the
Total. As we create the formula, we’ll see a different way we can enter it into the
spreadsheet.
9. Select cell B8,
10. Begin entering the formula, type: =. Instead of typing the whole formula, select
cells in a formula by clicking them.
11. Place the first cell in the formula, click cell B6
12. Place the plus sign into the formula, type: +
13. Place the second cell in the formula, click cell B7
14. The Formula Bar reads =B6+B7. Accept it, press: Enter or click the Check
Mark.
15. Copy the formula, select cell B8,
16. Use AutoFill to click and drag across to cell E8
17. Release the mouse button to paste formulas in the cells and display the totals.
18. Save your worksheet again, use any method you prefer: Microsoft Office Button
– Save, or keyboard shortcut Ctrl + S or the
icon to the right of the Microsoft
Office Button at the top of the screen.
19. Close the exercise.xslx workbook.
10 Why Use Excel for Statistics?
There may be times when you have a set of data and wish to compute some rather basic
statistics but do not have the time to learn a statistical package or a statistical package
may not be readily available. Excel can accomplish many of the basic and some of the
more advanced statistical procedures.
This material introduces some of the basic statistical procedures available in Excel as
well as provides instruction on how to use them. If you are already very familiar with
Excel, SPSS, SAS or other statistical packages, this section may be a bit basic for you.
Start by opening the other spreadsheet file: Zinc Analysis.xlsx. Save this file under a
new name on your USB drive in order to start making changes at this point. Click on the
Microsoft Office Button
, then select Save As. Please note: if you plan on
working on your assignment on an older version of Excel, please be sure to select to
save your file in Excel 97-2003 format. Otherwise, just save it as an Excel
Workbook.
25
10.1 What the Data Represents
The data in “Zinc Analysis.xlsx” are from an analysis of standards, brass samples, and a
QC sample for zinc content.
Samples of brass are being analyzed for zinc. On Sheet 1 of the Zinc Analysis
spreadsheet, in the B column, it lists the sample masses for the unknown brass samples,
as well as the mass of a QC brass sample. The QC sample in this case is a solid sample
of known composition that will go through the same method as the samples, and
hopefully the result will be close to the certified value. The certified, or expected, value
is given below the table on Sheet 1 (see below). Please note that there is also a method
blank reading which you will need to use.
Each sample and standard was made in a volumetric flask. The furthest column right on
Sheet 1, with the heading “Final Volume” tells the volume of the flask used to prepare
the standard or sample. For the standards, this is not really an issue, since the final
concentration (in ng/mL) of analyte has already been calculated and given in column A
on Sheet 2. For the samples, however, this is important information that will be needed
later. Each solid sample was digested, and then diluted to the final volume indicated. It
is this final solution of sample that was analyzed for the data given on Sheet 2.
The unknown samples and the QC samples all went through the same preparation
method. So did the method blank. The average method blank signal is therefore
subtracted from the sample and QC signals in order to correct them for any methodrelated interferences.
You will get a value for the concentration of the unknown from the calibration data you
will be generating (using the steps that follow). This concentration will be mass of
analyte (zinc) per mL of solution. Column F on Sheet 2 asks for a concentration in mass
of analyte per mass of unknown (brass).
Sheet 1 of Zinc Analysis.xlsx:
26
Analysis of Brass for Zinc by Atomic Absorption Spectroscopy
Concentration
/(ng/mL)
Weight /g
1
Trial
2
3
Final Volume /mL
Standards
0.00
10.01
30.03
50.05
70.07
100.10
5
468
1635
2564
3782
5196
8
477
1602
2581
3795
5181
-2
458
1646
2579
3811
5174
100.00
100.00
100.00
100.00
100.00
100.00
498
565
654
4065
100.00
50.00
50.00
50.00
100.00
Samples
method blank
sample 1a
sample 1b
sample 1c
QC
1.1359
1.3213
1.5307
0.5251
58
510
581
659
4162
507
576
664
4110
Expected QC value: 14.98 µg/g
10.2 Excel Functions
Insert Function is an Excel Wizard that guides the user through various steps of
completing one function at a time. These functions are organized into categories that
include statistical, engineering, mathematical, and financial functions. Using these Excel
function may be accomplished from the Formulas tab, Formula Library group, Insert
Function control; or if you know the function and how it is generated, you can also type
it in directly without having to use Insert Function.
Univariate statistical functions are those operations performed on a single variable.
Prior to performing any of the more complex statistical procedures, it is necessary to have
a good idea of the characteristics of your data. For example, you might want to know the
central tendency and distribution of each variable. These characteristics are measured by
statistics such as the mean, median, and standard deviation. It is important to have this
information because the characteristics of your data play a large part in determining
which subsequent statistical procedures are appropriate.
27
10.3 Review of the Statistical Functions in Excel
The number of functions available differs between the different versions of Excel, with
older versions having fewer functions.
1. From the Formulas tab, Function Library group, select the Insert Function
control; or click the
button on the Formula Toolbar.
2. In the drop down menu for selecting a category, click Statistical category
3. Below the category, scroll through the list of available statistical functions. Each
function name displays a brief description in the bottom of the dialog box.
4. To obtain detailed help on a function, click the lower left corner.
If necessary, it is possible to nest functions, that is, to insert a function within a function.
Do this with caution as complex calculations increase the possibility of errors. Consider
instead of creating a complex function calculation, using a single function to generate
intermediate results in a cell. Then use the intermediate result for the next function.
10.4 Using the Insert Function Dialog
Find the average of the instrument response for the 100.10 ng/mL standard using the
Insert Function dialog. Tell Excel first where to place the results, as Excel will
overwrite any data that is in the active cell. Excel calculates in a upper left to lower right
manner which could give incorrect results if results are to be placed at the top of the
sheet, so be sure to check the cells referenced in the Function Arguments dialog box..
1. Select ‘Sheet 2’ and then select cell C19.
2. Open Insert Function dialog, use Insert Function in the Formulas tab, or the
Formula Toolbar
button.
3. In the drop down menu for category selection, select Statistical.
4. In the function name pane double click the Average function, or click the
function name then the OK button. Note, once a function is used it will be added
to the Most Recently Used list.
The Average dialog box open and Excel selects what it believes to be the range of cells to
use, ignoring any labels in the column. Excel will pick the wrong cells, so move the
dialog box out of the way and highlight the correct cells as shown above. The function is
also displayed in the Formula Bar.
5. Verify the selected range
and the Formula result. If
everything is correct, click
the OK button or press the
Enter key. The result of
5183.66… is displayed in
cell C19.
If Excel selects incorrect cells:
• Type the correct range (the
harder way) or
28
•
Click and drag in the sheet to select the required cells (an easier way)
If the formula box is in the way of data cells, either:
•
•
Click in any of the grey areas and drag it out of the way or
Click the minimize/hide dialog button at the right side of fill-in area. Click the
minimize/hide button to restore the dialog, or press the Enter key.
If the range of cells required are not all in the same column or row:
• Use the Number 2 area, click or Tab to this area and select the next range of cells.
• If more cell ranges are needed a Number 3 area is added. Up to 30 cell ranges can
been filled. Click the OK button or press the Enter key to calculate the function.
10.5 Using Functions Without Insert Function
Enter a statistical function by typing in the proper commands, assuming you know what
parameters the function requires. This exercise uses this method.
10.5.a
Standard Deviations
Standard deviation is a measure of the degree of variance or spread of a variable’s values
about its mean. The mean provides information about one characteristic of a variable.
Using only the mean to describe a variable could be misleading. For example, suppose
there are two towns each with ten residents and each with a mean annual income of
$10,000. With no further information, you can say nothing about how the income is
distributed. Further investigation reveals that in the first town, each resident had an
annual income of $10,000 while in the second town nine residents had no income while
one had an income of $100,000. While both towns have a mean annual income of
$10,000, the distribution of the income within each is vastly different! In the first town
each resident has the same annual income so there is no deviation around the mean of
$10,000. The standard deviation is zero. In the second town the incomes are not so evenly
distributed. Nine residents have 0 income and one has an income of $100,000. For the
second town the standard deviation is 31,622.78.
Using statistical measures like the standard deviation would uncover such uneven
distribution and allow for a more descriptive and accurate analysis to be made. We will
use the same information from the 100.10 ng/mL standard, for this exercise and not use
the Insert Function.
The basic standard deviation function is: =STDEV(number1, number2, …). The case of
the letters doesn’t matter; Excel will convert everything to upper case.
1. Select cell D19.
2. In the cell type: =STDEV(B19:B21).
(Be sure to start with the equal sign.)
When you start to type the formula Excel will generate a list of suggested
formulas. You can choose STDEV from this list or you can continue to type it
out.
29
OR: you can select the desired cells another way. Either type in the
correct range of cells, B19:B21, or click and drag to select the range, after
opening parentheses. (The colon means include all cells in from the first to
last cell range.)
3. Verify the selected range, and the Formula result.
4. Click the OK button or press the Enter key. If you have forgotten to type in
the last bracket “)”, Excel will add it.
The standard deviation of the readings for the 100.10
standard, about 11.2398, is displayed in Cell D19. To set
the number of decimal places for display, under the Home
tab, Number group, there is a drop down menu. You can
choose number from this group. There are also two
controls for increasing and decreasing the number of
decimal places. As well, you can select the active cell(s)
and right click your mouse. Choose Format Cells from
the menu that appears. In the dialog box that appears,
select Number from the list of options, then select the
number of decimal places you want. (Remember sig
figs!!) You can also access Format Cells from the Home tab, Cells group, Format
control.
It is also useful to know how large the spread of the data is compared to the mean, which
can be calculated as the %RSD or ‘percent standard deviation’. The equation for %RSD
is:
% RSD = s.d
× 100
average
Do not type in a % after the 100 in your formula; Excel will assume that you want to
calculate the % and will divide your answer by 100.
%RSD can be large when the s.d. is large compared to the average; it can also be large
when the average is very small. So just using %RSD without looking at the other
numbers can be misleading.
Create the formula to calculate the %RSD for the 100.10 standard in Cell E19. The result
is RSD = 0.2168%.
30
11 Using Data Analysis
You can use the Insert Function to obtain one statistical measure at a time. Excel also
has the Analysis ToolPak, a pre-packaged set of statistical procedures. Use the Data
Analysis to apply multiple statistical measures simultaneously. If the ToolPak has been
loaded, you should see a Data Analysis control in the Analysis group under the Data
tab.
If an Analysis group does not appear under the Data tab then:
a. Click the Microsoft Office button, then select Excel Options. Select Add-Ins from
the left hand menu. Click Go (not OK).
b. In the Add-Ins available box, click the check box by Analysis ToolPak (not
Analysis ToolPak VBA).
c. Click the OK button. An Analysis group should now be under the Data tab with
a Data Analysis control.
The other items in the Add-Ins dialog, including other valuable tools that generally have a
very specific use. Because they are tools not used by a casual user, Microsoft has removed
them from the menus. Once an Add-In has been selected it will remain in the Excel menus.
11.1 Bivariate Statistics (Regression Analysis)
So far we have examined variables in isolation from one another. The mean, median, and
standard deviation provide a good understanding of the data characteristics.
Multivariate statistics takes the process of data analysis one step further by examining
how variables interact with one another. Multivariate statistics helps to define the
relationship between two or more variables and determine the strength of the relationship.
In analytical chemistry, we use regression analysis to determine the relationship between
concentration and ‘instrument response’. Instrument response is just the raw output from
the machine; remember, the machine doesn’t know what the concentration is – it can only
provide a response for each sample. This is the reason for using the typical ‘standard
curve’. By measuring the instrument response of samples with known concentration (i.e.,
standards), we can determine a mathematical relationship between response and
concentration. Then, when a sample of unknown concentration is run, it is possible to use
the response to calculate the concentration.
Regression is a more powerful statistical technique than a simple correlation to test if two
or more variables are related. A regression calculation adds a level of precision on how
changes in one variable may be reflected in changes in another variable.
11.1.a
A Regression Exercise
The model to be tested is: Response = Slope × Concentration + Intercept. (This is the
equation of a straight line.)
Where:
31
•
•
•
Response is the dependent variable (depends on the concentration), =y.
Slope (=m) and intercept (=b) are constants determined by the calibration curve.
Concentration is the independent variable (in the calibration curve, concentration
is determined by the experimenter; then the response is measured; therefore the
response is ‘dependent’).
11.1.b
Run the Regression
1. In the Workbook Zinc Analysis.xlsx, click on Sheet 2 to make it the active
worksheet.
2. From the Data tab, in the Analysis group, select the Data Analysis control.
3. Select Regression from the dialog box menu that appears.
4. Click OK to open the Regression dialog box.
5. Specify the Y range (dependent
variable) of instrument response
for the standards: B4:B21.
6. Specify
the
X
range
(independent
variable)
of
concentration: A4:A21.
(This data is a copy of the information
given in cells A3:E10 of sheet 1. The
reason for recopying the data is to be
able to plot all of the points on a single
graph. If you used the standard data at
the top of Sheet 1, you would end up
with three lines, one for each data set.
What we want is a single line that
includes all of the replicate points, which
can only be done when all the numbers
are in only two columns.)
7. For the Output Option select
New Worksheet Ply.
8. Name the new worksheet:
Regression.
9. Click OK and Excel generates the Regression results.
10. Adjust the results table column width. To reformat a selected section, from the
Home tab, in the Cells group, click the Format control. From the drop down
menu, select AutoFit Column Width. Alternative methods for adjusting column
width were addressed in section 8.2.
11. (There are a number of ways to adjust column width. There is no one correct way.
Use the method that is most efficient and comfortable to use. See section 8.2)
32
11.1.c
Interpreting Regression Results
The output here contains much more information than a simple correlation. Output is
divided into three sections; discussion of the output is limited here to the more frequently
interpreted results in the first and third sections.
SUMMARY OUTPUT
Regression Statistics
Multiple R
0.999280462
R Square
0.998561442
Adjusted R Square 0.998471532
Standard Error
72.91111016
Observations
18
ANOVA
Df
Regression
Residual
Total
Intercept
X variable
SS
1
16
17
MS
F
Significance
F
59041163.96 59041163.96 11106.25112 3.60408E-24
85056.47975 5316.029984
59126220.44
Coefficients Standard Error
t Stat
P-value
Lower 95% Upper 95%
-0.55140186 27.60070089 -0.01997782 0.984308082 -59.0622607
57.959457
52.4730721 0.497912176 105.3861999 3.60408E-24 51.41754568
53.528599
The numbers we will be using in Chem212 are circled. They have the following
significance:
R Square:
A measure of the ‘scatter’ of the data points as compared to the equation
of the line. For analytical chemists, R Square values greater than 0.99 are expected; some
methods even require an R Square of 0.999. Note that R Square only indicates scatter; it
cannot ‘tell’ you if a graph requires a curved calibration curve rather than a linear one!
The following information is a set of definitions, not an activity to do!
Using the most common equation of a line: y = mx + b
Intercept, Coefficients: The ‘coefficient’ of the intercept is b
Intercept, Standard Error: This is the precision error (not accuracy error!) in the
value of b, based on the data scatter. It is sometimes referred to as sb.
X variable, Coefficients: The ‘coefficient’ of the Concentration (or whatever else
you called your x-axis) is m.
X variable, Standard Error: Again, this is the precision error in the value of m
based on the data scatter. It is sometimes referred to as sm. On occasion, you may not
have more than one measurement for a sample; normally, it would be impossible to
calculate a standard deviation for this number. However, if you have used a standard
curve as part of the procedure, it is possible to obtain an ‘average deviation’ from the
equation of the curve.
33
12 Excel Chart Wizard
Charts are Excel graphs that give a useful visual representation of your data. Creating a
new chart is as easy as selecting the cells, and selecting the chart type, chart features, and
where to place the chart in your Workbook. Excel Charts uses a wizard to step you
through the process.
Excel charts can be embedded in your worksheet, or you can create them as a separate
sheet in your workbook. We will choose the second option, creating a separate chart
sheet.
Our data includes titles for the data; the names in Row 3 of Sheet 2. Excel charts will use
these if they are included in the selected cells to use in creating the chart. In analytical
chemistry, the most common type of ‘chart’ or graph is the calibration curve. The
following instructions will give you step-by-step information as needed to make graphs
for Chem 212.
12.1 Create a Calibration Curve
The steps required for your calibration curves in Chem 212 are listed below. More
information about each step, and additional options, are in Sections 16 to 18.
Again, you will create the calibration curve from
the standard data on Sheet 2, in cells A3:B21.
Use the mouse to highlight the data for the graph.
1. Under the Insert tab, in the Charts
group, select the Scatter control.
2. From the drop down menu, select the first
option, Scatter with only Markers.
3. A chart will appear with the format Excel
believes is best. As well, you will notice
a series of new tabs in the user interface
Ribbon under the heading of Chart
Tools.
We want to change some of the options on the chart that Excel has generated. For
example, “Instrument Response” is not a good descriptive title for this chart.
4.
First, let’s move the chart
to its own window.
Under the Design tab,
find the Location group.
Select the Move Chart
control. Select to move
the chart to a new sheet.
34
5. Next, let’s change the chart title, as well as the axes titles.
a. To change the graph title, simply click on the current chart title. Click once
again and a cursor will appear. Delete the current
title and give your graph the title: Calibration
Curve for Zinc Analysis by Atomic Absorption
Spectroscopy.
b. To get an x-axis title, under Chart Tools, there
is a Layout tab. In this there is a Labels group.
Here select the Axis Titles control. From the drop down menu, select Primary
Horizontal Axis Title, then Title Below Axis. A default axis title will appear
below the x-axis. Click in this title to get a cursor, and type in your new title.
Your x-axis is Concentration (ng/mL);
c. As you might guess, to label the y-axis choose Primary Vertical Axis Title in
the same Axis Titles drop down menu. This time choose Rotated Title. Your yaxis is Instrument Response (a. u.). For this exercise, we don’t know the exact
units of response, so we call the units arbitrary units (a. u.)
d. To get rid of the gridlines (which follows the Chem 212 graphing guidelines),
under Chart Tools, the Layout Tab, the Axes group, select the Gridlines
control. Since only horizontal gridlines are currently on the chart, select Primary
Horizontal Gridlines from the drop down menu, then click None.
e. Finally, we need to get rid of the legend.
Under Chart Tools, the Layout tab, in the
Labels group, select the Legend control. Select
None from the drop down menu.
6. To format the axes of the new graph, right click
on the axis of choice, and select Format Axis.
Select Axis Options from the menu on the left.
The proper formatting for a typical calibration
curve has a minimum value of zero for both the
x and y axes. Set the axis minimum at zero for
each axis.
12.2 Format the New Graph; Add Trendline
Finish off your graph by adding a trendline with its regression equation and R2 value:
1. Right click on one of your data points. When the pointer is in
the right position, a little box will appear underneath it that says
“Series ‘graph title’ (x,y)”. The right click will bring up this
menu:
2. Pick Add Trendline from the menu.
3. A Format Trendline dialog box appears. Trendline Options
should be selected in the left hand menu box. For a linear
trendline, you can leave the chart set to Excel’s default type.
35
4. The last step is to set up the line equation.
Under the same Trendline Options, click
the two bottom boxes to display the
numerical information, then click Close. If
you forget to modify the options at this
point, you can do it later by using a right
click on the trendline, and formatting the
trendline.
5. To increase the number of digits displayed
for R2, right click on the equation on the
chart, then choose Format Trendline
Label, then choose Number from the left
hand menu. Then select Number from the
list of formats. Enter the number of
decimal places you would like before
clicking the Close button.
12.3 Renaming Charts and Worksheet Tabs
Worksheet tabs can be renamed, added, deleted, and moved. A clearly named tab can
help you identify and locate content.
1. To rename the worksheet tab, double click the Sheet 1 tab. Then type in the new
name. OR, right-click on the tab and select ‘Rename’ from the pop-up menu.
NOTE: This won’t work if a chart in the worksheet is selected (i.e., has resize
handles – those little square black boxes at the corners and on each side). To
unselect any object, press the Esc key until the resize handles disappear.
2. The sheet name is highlighted, type: Summary. Use Arrow keys, backspace and
delete keys used as needed. Press Enter to accept.
3. If your chart sheet has the wrong name, use the pop-up menu to rename the
Chart1 tab to: CalCurve.
4. Rename the Sheet 2 tab to: Data Analysis.
5. Move the sheets so that Summary is the first worksheet, followed by Data
Analysis, CalCurve, and Regression. You can do this by using the pop-up menu
option Move or Copy… or click and drag the sheets to their correct positions:
36
12.4 Common Charting Errors
If you missed any of the steps in the above, you can still add the proper formatting to
your graph.
12.4.a
Add a Chart Title
1. Click in the chart area in general and the Chart Tools tabs should appear in the
main Ribbon. Under the Layout tab, Labels group, select the Chart Title
control.
2. The drop down menu allows you to choose between various formats for a chart
title. Once you select an option, the title will appear on your chart. To enter a
different title, click on this title until a cursor appears. You can then delete the
default title and type in one of your choosing. For our Calibration Curve, the title
is: Calibration Curve for Zinc Analysis by Atomic Absorption Spectroscopy.
12.4.b
Add Regression Equations to Graph
1. Right click on the Trendline – a box under the pointer will indicate when it is ‘on’
the trendline.
2. Choose Format Trendline from the popup menu.
3. The dialog box is the same as that described above in section 12.2.
Save your worksheet onto your USB drive.
13 Printing
13.1 What will Excel Print
The following is a general discussion about how Excel prints stuff. Don’t print anything
until you get to section 15.4.
When a worksheet is printed, Excel prints only the filled-in cells and any blank cells in
between. If you do not want to print an entire worksheet, but only a portion, then:
• Select the cells to be printed (click and drag), then
• Under the Page Layout tab, in the Page Setup group, select the Print Area
control, and choose Set Print Area from the drop down menu.
• This print area will automatically expand and contract if rows or columns with
cells in this area are inserted or deleted.
• If you add any data outside this set area, it will not be included in the printout. To
resize the selected area you must clear, select the cells, and set the print area again.
• To clear a print area, select the desired sheet and select Clear Print Area from the
same menu.
For this assignment:
1.
Set the Print Area of the Data Analysis sheet to include A1:I40. Note that you can
set a separate print area for each sheet.
2.
Set the Print Area of the Summary Sheet to include A1:F20.
37
It can be very useful to know the contents of the formulas, rather than just the final result.
This option is set for an individual spreadsheet, not for the entire workbook. In order to
make this easy for you and your marker, start by making a copy of the Data Analysis
sheet. Right click on the Data Analysis tab, and choose Move or Copy… Check the
‘create a copy’ box, Select: (move to end). This will put a copy of the Data Analysis
sheet after the Regression sheet. Your workbook sheets will now look like:
While in the Data Analysis (2) sheet, go to the Formulas tab, then in the Formula
Auditing group, select the Show Formulas control. Your sheet will display the formulas
in the cells, rather than the final results.
Select cells A1 to I40 and set the print area. To ensure it prints on one page only, perform
the following steps:
a. Under the Page Layout tab, in the Page Setup group, select the
Orientation control, and choose Landscape.
b. Still under the Page Layout tab, in the Scale to Fit group, select the
Width control, and select 1 page from the drop down menu. Do the
same in the Height control.
c. Repeat a. and b. for the Summary, Data Analysis, and Regression
worksheets.
Save your workbook again. You can now use this workbook as a reference for future lab
data.
13.2 Use the Page Layout tab – Page Setup group to set page
options, margins, headers and footers, etc.
•
If you have formatting that uses any colours, but are printing on a black and white
printer, it is best to set options for printing to grey scale (select the term used in
your version of Excel that has the same or similar meaning.)
38
•
Select the Data Analysis worksheet. Under the Page Layout tab, in the Page
Setup group, select the Print Titles group. The following dialog box appears:
• Select the
Header/Footer tab.
The Header and Footer
dialog allows for
manual entry of text,
date/time, page,
filename and sheet
name.
• Section 17
contains more
information on custom
header and footer.
•
For your printouts, use the ‘custom header’ option to type in your name, course
and lab section number. You can see an example below. Please change the
name and lab section number to your own.
Now set the custom footer to display the date in the center section by clicking on the
little ‘calender’ button. This will insert a ‘field’ that will always display the current date.
Move to the ‘right section’ box and insert the page number field (button with a # on
39
it). In the left section select to have the Sheet name displayed with the appropriate
button. If unsure, moving your mouse over the button will get a description of that
button to appear on the screen. Your footer should look like the one below before you
click OK.
For the Calibration Curve, the Header and Footer must be input differently. Go to the
Insert Tab, then in the Text box, click on the Header/Footer button.
Now set the sheet options so that the gridlines will not print. Click on Print Titles
again. Under the Sheet Tab, uncheck the boxes for gridlines and for Row and Column
Headings.
Now you can click OK, and your print format settings will be saved – but only for the
sheet you are working on. To have the same information on each sheet, you must edit
each one separately. Make sure you do this for each of the worksheets in your file.
The other option for this type of work is to set up a worksheet template; then each new
sheet is automatically given the assigned header/footer. Read Excel Help on templates
for more info.
13.3 Preview the Worksheet
It is always a good idea to preview how your
worksheet will print; it saves a lot of paper!
• Under the Microsoft Office Button,
Click on Print, NOT Print Preview.
The following dialog box will appear.
• Select the appropriate printer from the
drop down list (Note: Fax is not an
appropriate printer. The default printer
40
•
•
option for your computer should be fine).
Select the Entire Workbook option under the Print What section.
Next click the Preview button to the lower left to preview what the printouts will
look like.
13.4 Printing the Worksheet
Click on the Microsoft Office Button
, then click on Print. The available printer
properties is dependent upon the make and model you will be using to print. Different
printers have different features and capabilities available.
By default Excel prints only the current sheet unless another option is selected; so, to
print all your sheets, you will need to set Print What to Entire Workbook, just like
when we were previewing the workbook. You will be printing all 5 pages. If you have
not already done so, preview the workbook and make sure that all the pages you need
will be printed!
14 Ending Your Session
Shut down Excel and follow any additional shut down instructions.
1. From the File menu select Exit
2. When Excel asks if you want to save your changes, select Yes.
3. Any message about data on the clipboard can be ignored.
Staple and hand in your printed worksheets and charts to your instructor; if only one
sheet has the header/footer information on it, put that sheet at the beginning of the pile.
15 Exercise for Next Week
Your assignment for next week is to fill in the empty columns from C4:E21, and D28:I40
of the Data Analysis and Data Analysis (2) sheet. You will need information from other
parts of the spreadsheet.
1. The solution concentration is determined from the linear regression equation
you prepared in week 1. Rearrange this equation to solve for x and input this equation
into the appropriate column. Have Excel calculate the concentrations for you! (You do
not have to calculate the sample concentration for the method blank, this is simply used
to correct sample signals, as described before.)
2. Adjust the columns to display the correct number of decimal places based on your
uncertainty. Assume the uncertainty is the standard deviation. Standard deviations should
never have more than 2 sig figs. Check the statistics appendix for more detail.
3. On a separate page, write out the formulas used in each column in conventional
chemistry notation (i.e., not with cell addresses etc.). Show cancellation of units. Hand in
a printout of both the Data Analysis and Data Analysis (2) worksheets. The other
worksheets are not required.
4. Remember to e-mail an e-copy of this workbook to your TA.
41
16 Formatting the Worksheet (optional)
Start this section by opening the exercise.xslx workbook again. This was the spreadsheet
you created in Section 8 of this tutorial. Select Sheet 1 as the active worksheet.
You should always verify the data entered is correct. Let’s assume for now that it is and
we will now change the appearance of our worksheet for greater visual impact. Many
commonly used formatting commands are grouped in user interface Ribbon, in the Home
tab, as illustrated below:
¾
¾
¾
¾
¾
¾
¾
1- Font face and size
2- Bold, Italic, Underline, or use keyboard shortcut Ctrl+B, Ctrl+I, Ctrl+U
3- Add borders, background colour, or change font colour selection
4- Align vertically (top, center, bottom) and horizontally (left, center, right)
5- rotate diagonally or vertically; increase or decrease indent
6- Wrap text, Merge cells
7- Change format of cell contents; format as $, %, comma style and add/remove
decimal
Some of these controls have drop down menus for even more formatting options.
Some specialized formatting options are also found in other tabs and groups.
16.1 To apply formatting:
•
•
First select the cell/range to format
Then click the appropriate format button or, with the cells highlighted, right click
and select Format Cells from the popup menu.
Format the column headings in row 2.
1. Select cells B2 to E2.
2. Right click on the cells and choose Format Cells from the popup menu. Centre
the selected range from the Alignment tab. Horizontal alignment is what we are
normally after. Widen narrow columns if necessary to see that the text is centred.
42
3.
Still in the Format Cells dialog box, under the Font tab, Add boldface and italics
(Bold Italic) to the selected cells
16.2 Undo Text Formatting
Sometimes formatting like bold and italics do not look good. To remove formatting, click
the appropriate control button a second time (format buttons act as toggle switches) or
use the right click – Format Cells dialog to make changes.
1. Remove italics from the column headings.
16.3 Changing Fonts
The Home tab, Font group has two drop down list for changing fonts and font sizes.
Let’s change the font of the column headings and the row headings in cells B1 through
E1, and A2 to A11. This also demonstrates how to select a non-contiguous range of cells.
1. Make sure that cells B1:E1 are highlighted.
2. Add the row headings, hold down Ctrl and click and drag cells A2 to A11. Cells
B1 through E1 and A2 through A11 should all be highlighted now.
3. Select a different font from the list of your choice.
4. Change the size of the font to a size of your choice. If you made the text too wide
for the cells, adjust column widths as necessary.
16.4 Formatting Numbers
Let’s put the data in cell A11 in percentage Format
1. Select cell A11
2. Change the format to % (use the % button in the Number group (Home tab)),so
the number appears as 7%.
3. Let’s give this some decimal places. Click on the Increase Decimal Point
control (in the same Home tab, Number group) twice to give the number 2
decimal places. It should now appear as 7.00%
Warning: Excel handle % entries differently, so watch that values are entered correctly.
• If the % format is applied to a blank cell then any entry to that cell will be treated
as a percent. Entering 10 into the formatted cell will display as 10%.
• If a cell contains a value and then the % format is applied, then the value is
converted to a percent value. Enter a value of 10 then format as the cell as a
percent will display 1000%.
16.5 Using Styles
Styles define a combination of text attribute formats (e.g. Italic, Bold, Helvetica, 18
point). By using styles the same combination of formats can be applied to many cells
without having to select the individual formatting commands repeatedly.
Excel comes with some predefined styles, and you can also create your own.
43
16.5.a
Predefined Styles (Home tab, Styles group)
Use Excel’s predefined styles to apply the Currency style to the financial figures.
1. Select all cells with money data, click and drag B2 to E8
2. From the Home tab, in the Styles group, select the Cell Styles control. This will
open a drop down menu.
3. Select predefined styles from the Cell Styles drop-down list. Notice the two
Currency styles. Currency displays numbers with two digits after the decimal
point. Currency [0] displays the numbers with no digits after the decimal point.
The symbols that appear contain the code for special formatting such as how
negative numbers should display.
4. Select the Currency style,
5. Apply the style to the selected cells, click OK (or press Enter). The highlighted
cells now display currency with two decimal places.
16.5.b
Create Your Own Style
Let’s create a style. This new style can then be applied to other cells.
1. Select a cell which has the combination of attributes we want, select cell B1.
44
2. From the Home Tab, Styles group, Cell Styles control, select New Cell Style at
the bottom of the drop down menu to open the Style dialog box. The style name,
Style1, is highlighted and cell formatting attributes are listed.
3. Give a new name for the style, in the Style Name text box
type: Heading.
4. Click the Format button and make any additional changes.
Suggestions: add a border, align the text to an angle, and change font
color.
5. Save your new style, click OK the style is added and the
dialog disappears. (The Add button allows multiple style changes
without closing the Style dialog.)
Let’s apply your new style to the row headings in column A.
1. Select cells to be formatted in the new style, click and drag
cells A2 through A10
2. From the Home tab, Styles group, click the Cell Styles
control.
3. At the top of the available styles now is a Custom section. Pick the Heading style
from this. The cells are now formatted in this style. You can customize this style
by making any additional formatting changes desired.
16.6 Add Rows and Columns
Let’s add a title for the entire worksheet above the column headings. There currently is
no room to do this.
To add rows or columns:
• Put the Active Cell in the row (or column) where you want to have a new row (or
column) inserted.
• From the Home tab, Cells group, select the Insert control. From the drop down
menu select Insert Sheet Rows (or Columns).
• Excel inserts a rows (or column) shifting the current row and other rows below
this one down (the current column and columns to the right to the right).
• To insert multiple rows (or columns), select rows (or columns) immediately
below (or right) of where you want the new rows (or columns). Select the same
number of rows (or columns) as you want to insert.
16.7 Removing Rows or Columns
Let’s add a column, then remove it.
1. Select column C heading (top shaded cell,
containing the letter “C”) The entire column is
highlighted.
2. Insert a column: Home tab, Cells group, Insert
control, Insert Sheet Columns. Alternatively
45
you can right click on the selected column heading and choose Insert from the
popup menu. A new blank column C appears.
3. Select the blank column C.
4. Remove the column: use Home tab, Cells group, Delete control, Delete Sheet
Columns. Alternatively you can right click on the column heading and choose
Delete from the popup menu. The column is deleted.
Steps 1, 3 and 4 are used to delete a row by selecting the row heading (left gray cell)
Delete multiple rows or multiple columns by selecting more than one.
16.8 Centering a Title Across a Range
The “center” formatting centers text within a cell.
There is another formatting tool that centers text across a range of cells.
Lets enter a title for the whole worksheet :
1. Select cell B1
2. Enter the title type: Quarterly Report
3. Select the range of cells to center this title across, click and drag cells B1 to E1
4. Center the title in cell B1 across the selected range, from the Home tab,
Alignment group, click Merge and Center. A less efficient method would be to
right click on the highlighted cells, choose Format Cells, and then, under the
Alignment tab, choose to Merge Cells (check the box) and horizontally center the
text.
Save the worksheet to save the changes.
17 Custom Headers and Footers (optional)
The Excel header and footer dialog contains buttons to insert time, date, page numbers,
etc. in any of three sections in the header, and three sections of the footer. The sections
will automatically position the contents in the left third, middle third or right third of a
page.
One option inserts the filename, the name used for saving, e.g. assignment2.xls. An
option to include the full path, e.g. C:\My Documents\Excel\working\assignment2.xls is
also available.
18 Excel Charts (optional)
18.1 Drawing Tools Enhance Charts
Add an arrow or circle a section of a chart to visually point
out some particular piece of information. To do this we will
use the arrow and oval tools. Callouts are another good way
to do this. You can find all of these in the Chart Tools
ribbon, Layout tab, Insert group, Shapes control.
46
Note: If the chart position is moved or the chart is rotated any drawing objects added must be
manually repositioned, as they are not part of the chart.
1. Add an arrow to the chart Click the arrow button (either in the Lines section or
the Recently Used Shapes section).
2. Draw the arrow, click and drag the cursor on the chart itself.
3. Release the mouse button to place the arrow.
4. Resize and reposition as needed by click and drag a resize handle at either end
(the cursor is a double-headed cursor), or click and drag on the shaft of the arrow
to move it to another position (the cursor is a four-headed cursor).
5. Additional formatting can be made to the arrow. When the arrow is selected there
is a new Format tab on the ribbon under the heading Drawing Tools. The
controls under this tab allow you to insert other shapes (Insert Shapes group),
change the colour of the shape or other features (Shape Styles group), to fill a
shape with text or change other text options (WordArt Styles group), set
alignment and placement options (Arrange group), and change sizes (Size
group).
6. Add a circle to the chart. Under the Drawing Tools, Format tab, click on the oval
under the Insert Shapes group.
7. Hold down either Shift key and click and drag the cursor on the chart itself to
draw the circle. (Without the shift key this tool draws ovals).
8. Release the mouse button to place the circle.
9. The circle hides part of the chart because the inside of the circle is coloured.
Under the Format tab, in the Shape Styles group, there is a Shape Fill control.
Choose No Fill from the drop down menu.
10. Resize, reposition and additional formatting are the same as steps 5 and 6.
11. To add text to the shape, click on the shape and choose Text Fill from the
WordArt Styles group in the Format tab under Drawing Tools.
To remove a Drawing object:
µ
Click the object (resize handles show) then press Delete
18.2 Excel Chart Types
This section lists the 11 basic chart types found in Excel 2007. Each chart type has
various subtypes to choose from.
The type of chart used can help a person to understand what the data represents. The
following lists charts and when to use/avoid them for presenting different types of data.
Chart types can be mixed to create combination charts (such as a column and line plotted
with 2 value axes). Before making an elaborate chart, always ask, “Does the chart clearly
communicate the data?” If it does not then the purpose of using a chart is defeated.
Naming axes, plotting charts, and how to add bubble and legend labels are covered next
47
18.3 Naming the Axis
In analytical chemistry, most charts are quantitative in nature, and therefore have two
value axes that relate one set of quantities to another. However, most charts in general
have a category axis and a value axis.
The category axis displays text labels, such as months or years, regions or cities, or item
names. The category axis is usually the horizontal or X-axis. For some charts, such as in
a bar chart, the category axis is the vertical axis.
The value axis always displays numerical data, such as currency amounts, quantity,
percents, temperature, etc.
The series axis is added to some 3D chart types. The series axis placement often depends
on the viewing angle of the chart.
18.4 How Charts are Plotted
Worksheet column data is not always plotted as the chart categories, and worksheet row
data is not always plotted as the chart series. It is the number of rows and columns of data
selected that dictates how data is plotted in an Excel chart:
•
If the number of columns selected >= the number of rows then Excel plots the
data in the rows. The category axis uses column headings, and the row headings
become the legend labels designating the data series.
•
If the number of rows selected >= the number of columns then Excel plots the
data in the columns. The category axis uses row headings, and the column
headings become the legend labels designating the data series. Chart Tools,
Design tab, Data group, Select Data control allows you to choose different data
to plot on the chart. If you want to Switch the Row/Column data option, there is
also a control for this in the Data group.
•
Watch which series is plotted as one plotted by Rows produces a chart with a very
different focus than one plotted by Columns.
•
To avoid plotting a column of data, hide the column in the worksheet and the
chart automatically adjusts to plot only the visible cells. Hide worksheet columns:
select the column heading letters and right click, then select Hide from the popup
menu. Alternatively, under the Home tab, Cells group, select the Format
control. A drop down menu appears. In the Visibility section, choose Hide and
Unhide – Hide Columns. Unhide the hidden columns to update a plotted chart
with this new data.
48
18.5 Add text labels to the bubbles or legend
The Chart Wizard does not have a direct method to add labels to some charts. Bubble
charts are used for illustration, but these methods can be applied for others charts as well.
Here is one workaround:
• Manually create text boxes for each label.
• Create one then copy and paste. Then edit the text for each addition label.
• Use the Insert tab, Text group, Text Box control.
Advantage: Retains values along x-axis and the concentration of the bubbles.
Can position the text boxes where you want them.
Disadvantage: Have to manually create, position, and maintain the text boxes.
18.6 Area Charts
Area charts plot a continuous line, connecting data
point to data point, and are similar in that way to a
line chart. Area charts do not display data markers
to show precise data points and are best used to
display data values in a general way. Area charts
plot continuous change in volume over time,
especially with multiple data series.
The best variations to use are the two-dimensional
stacked or the 100%; these show how each data
series contributes to the total volume. Area charts
are good for
sales and
production
volume units produced, ordered, shipped, or sold.
18.7 Bubble Charts
Bubble charts are a type of XY (scatter) chart that
display bubble markers for each data point. They
are used to compare sets of at least three values.
Each data point has at least two values, and the
size of the bubble represents the value of the third.
To arrange data, place the x values in one row or
column and enter corresponding y values and
bubble sizes in the adjacent rows or columns.
Use bubble charts to plot product information,
such as the number of products, sales, and market
share percentage.
To Hand - Colour Bubble Chart bubbles
1. Plot the Bubble Chart.
49
2.
3.
4.
5.
Recolor individual data points select the chart.
Click a bubble selects the entire series of bubbles, selection handles appear on all.
Right-click one of the bubbles and choose Format Data Series.
Select Fill from the left hand menu. Check Vary Colors By Point option. Click
Close.
6. Change one bubble colour by clicking a bubble, a selection handle appears on it.
7. Right click the selected bubble.
8. Choose Format Data Point.
9. Select Fill from the left hand menu. Choose Solid Fill from the options. A
selector for Colour and Transparency appear. Choose a different fill colour.
Click Close.
10. Click on the next bubble and repeat for each bubble.
11. Legend shows the bubble colour and the x-axis value associated with that colour.
18.8 Bar Charts
Bar charts (like column charts) are used for side-by-side comparison of items that have
distinct (non-continuous) measurements made at regular
time intervals. Bar charts focus more on the horizontal
value axis and less on the category axis.
Use bar charts to show positive or negative variation from a
centre point, the stacked variation to show cumulative
totals, or for long category labels in a column chart.
Use bar or column charts to plot a large number of items. If
the chart looks too cluttered then try using a line chart.
The bar chart has additional formatting options, these
include:
• Place labels on the category axis to the left of the
chart by selecting the Low option for Axis Labels
in the Format Axis dialog box (Right click when
axis is selected), Axis Options menu.
•
Categories are plotted from the bottom of the chart
upward (default). Worksheet data in alphabetical
order will appears in reverse order when the data is
charted. Change this by either: a) selecting
Categories in Reverse Order (Axis Options menu
under Format Axis), this also places the value axis
at the top of the chart, or b) reorder the data in the
worksheet.
•
Change the label placement by selecting an option from the Axis Options menu
in the Format Axis dialog box.
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18.9 Column Charts
Column charts are used for side-by-side comparison of items
that have distinct (non-continuous) measurements made at
regular time intervals. Consider using if the number of items or
intervals is small e.g. (1 to 8).
As the number of category labels increases, Excel
automatically displays the labels at an angle or skips every
other category label. Try resizing the chart, reduce the font size
of the category axis labels, abbreviate the labels in the
worksheet, or switch to a bar chart.
18.10 Bar and Column Chart Variations
Include Cylinder, Cone, and Pyramid charts. These can be
seen in the previous two figures.
18.11 Doughnut Charts
Doughnut charts are used like pie charts to compare the ratio (percentage) of each
segment or piece to the whole doughnut ring. A doughnut
chart can show more than one data series; each series
becomes a ring.
Read each ring separately, comparing segment portions.
Each additional data series makes reading a doughnut chart more difficult. Try to limit
this chart to only two or three data series.
Use doughnut charts as an alternative to multiple pie charts. To make precise distinctions
between percentages or values, use a chart that has a value axis (e.g. a column chart)
instead of a pie or doughnut chart. A value axis can display percentages or values.
18.12 Line Charts
Line charts show trends over regular time intervals and are a
good choice when a lot of data points exist. Use line charts
when the category time intervals are evenly spaced or when
the categories are text and spacing is irrelevant.
Use line charts to show trends in business or financial data,
such as production, sales, costs, or the stock market over
time.
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Line charts without plotting value points show general trends without the volume shown
in an Area chart.
The 3-D Line chart as it is viewed at an angle may not display the detail for a fairly flat or
highly variable data. To rotate, select the Corners option in the Chart toolbar then click
and drag a corner handle to rotate it.
18.13 Pie Charts
Pie charts compare the ratio (percentage) of each wedge
or piece to the whole pie. A single data series is plotted,
and each data point becomes a pie piece.
If selecting multiple data series, only the first data series
is plotted.
Pie charts typically display percentages instead of exact
values and are a good choice to show the percentage mix
of items, such as products shipped, marketing
expenditure, tax dollars, and target populations.
For clarity try to limit the sections in a pie to no more than
six or eight pieces, try the Pie-of-Pie or Bar-of-Pie
variations, or change to a column chart.
18.14 Radar Charts
Radar charts compare specific values in a data category and compare one entire data
series with another entire data series. Each category has its own axis radiating from the
centre point, like a spoke on a wheel. Data points for a category are plotted along the
spoke. Lines connecting the data points form the data series and define the area covered
by the items.
Radar charts can be difficult to understand; be
sure your audience understand radar charts or be
prepared to explain the chart. Increase the weight
of the lines connecting the series data points for
better visibility from the Format dialog box.
18.15 Stock (High, Low, Close) Charts
Stock charts plot stock market data and can be used for other data such as temperature
changes. Stock chart variations can measure volume with two value axes one for the
volume and the other for stock prices. The data must
be organized in the correct order in the worksheet
before plotting the chart. Start with a column for the
date, followed by the high, low, and close.
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Increase data series markers and high-low lines weights in the Format dialog to make
them easier to see.
18.16 Surface Charts
Surface charts are like topographical maps
showing high and low points along a surface. The
visually emphasize high and low points in two
changing variables.
Adjust the perspective from which you view the Surface chart by choosing Chart, 3D
View, and rotate the chart by clicking and dragging a corner handle.
18.17 XY (Scatter Charts)
XY or scatter charts are used to compare trends over
uneven time intervals or other measurable increments. Use
XY charts to plot survey responses or sampling data that
was randomly gathered to display patterns or clusters of
data points. Scientific, engineering, and marketing data is
often charted with XY scatter charts. An XY chart can also
plot two groups of numbers as one series of XY coordinates
When you arrange your data, place x values in one row or
column and then enter corresponding y values in the
adjacent rows or columns.
When plotting two groups of numbers there is a difference
in the appearance of the plotted data in a Line chart vs. an
XY chart. The line chart plots the category axis values at
regular intervals. The line chart does not give an accurate
plot with intermittent category x values. The XY (scatter)
chart plots the category values at intervals that show groupings or concentrations.
Line and XY (scatter) charts plot identically when the category axis values are dates.
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