MS Excel Level 2
Presenter: R. Schmid
rschmid
February 27, 2009
Lesson 1: Charts
A.
B.
C.
D.
Creating a Chart
Chart Styles and Layouts
Formatting Chart Titles, Series Titles, and Axis Titles
Sort and Filter Data
Lesson 2: Formulas
A. SUM Function
B. Multiply Function
C. Subtract and Divide
Lesson 3: Functions
A.
B.
C.
D.
Average
Date and Time
The IF; Count and Sum
Conditional Formatting
Lesson 4: Data Processing
A. Data Tables
B. Absolute Cell References
C. Pivot Tables
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Charts
A.
Chart Types
a. Column- used to compare values across categories.
b. Line- used to display trends over time.
c. Pie- used to display the contribution of each value to a total. Use when vales can be added together or
when you have only one data series.
d. Bar- used for comparing multiple values.
e. Area- used to emphasize differences between several sets of data over a period of time.
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f.
XY (Scatter)- used to compare pairs of values. Use when values are not in X-axis order or when they
represent separate measurements.
B.
Creating a Chart
a. Select desired data
b. From the Insert tab, within the Charts Group, click on the desired chart button, and select the chart
subtype from the gallery.
C.
Modifying Charts
a. Chart Elements
1) Chart title- describes what the chart represents.
2) Category (X) axis title- describes what the X axis represents.
3) Value (Y) axis title- describes what the Y axis represents.
4) Axes- the X axis show the data series in each category, and the Y axis shows how the data is
measured.
5) Gridlines- charts with axes, each of the X and Y axes can display both major and minor gridlines.
6) Legend- indicates by color or symbol represents data series.
7) Data labels-numeric value, percentage or the name of data.
8) Data table- displays worksheet data that the chart is based on.
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b. Moving a Chart into new sheet
1) Select the chart.
2) From the Chart Tools Design tab, click on the Move Chart button
.
3) Select New Sheet, from the Move Chart dialog box and enter sheet name and click OK.
c. Add Data Labels to Chart
1) Click on the Layout tab, within the Labels Group, click on the Data Labels button
and select
More Data Label Options.
2) Within Label Options from the Format Data Labels dialog box, select the value you want to display.
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d. Add Chart Title to Chart
1) Select the chart
2) From the Layout tab, within the Labels Group, click on the Chart Title button
Above Chart.
e. Add Horizontal and Vertical Axis Titles
1) Select the chart
and select
2) From the Layout tab, within the Labels Group, click on the Axis Titles button
Primary Horizontal Axis Title or Primary Vertical Axis Title.
and select
D. Sort and Filter Data
a. Sort—a method of viewing data that arranges all the data into a specific order.
1) From the Home tab, within the Editing Group, click on the Sort and Filter button
and select
appropriate option. OR
2) Click on the title for the data you want to sort. From the Data tab, within the Sort & Filter Group
click on Sort
button.
i. Within the Sort dialog box, under the Column, Sort by section select from the drop down.
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b. Filter—is a method of viewing data that shows only the data that meets a criterion.
1) Click on title of data and from the Data tab, within the Sort & Filer Group, click on the Filter
button
.
2) Check or uncheck check boxes to select filter criteria from data in the column and click OK.
3) Advanced filter criteria, from the drop-down list, choose Text Filters or Number Filters and select
the desired filter criteria. Configure the filter in the Custom AutoFilter dialog box and click OK.
Formulas
A. SUM Function
a. Adding data inconsecutive cells: =SUM(A1:C1) Using this function will add up data in cells A1, B1, C1
b. Adding data in non-consecutive cells:=SUM(A1:C1)+D9 Using this function will add up data in cells A1,B1,
C1 plus D9 Or function can be written =SUM(A1:C1,D9)
B. Multiply Function
a. With multiplication, you can use the word Product instead of Sum.
b. Multiply data in two cells use the asterisk symbol: =A4*B5
c. Multiply data in more than two cells: =PRODUCT(A4:E4)
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C. Subtract and Divide
a. Subtract one number from another use the minus sign: =A1-A2
b. Dividing one value from another using the forward slash symbol: =A1/C1
Functions
A. Average Function
a. From the Formula tab, within the Function Library Group, click on the AutoSum button
Average.
and select
b. The Average function can also be found within the Function Library Group, click on More Functions
button
click on Statistical and select Average.
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B. Date and Time
a. From the Formula tab, within the Function Library Group, click on the Date & Time button
and
select Date.
b. From the Function Arguments dialog box, you are asked to enter; year, month, day and click OK.
c. To calculate how days between two dates use the Days360 from the Date & Time button.
d. From the Function Arguments dialog box, enter the Start and End Date and click OK.
e. To enter the current date: =NOW(), the Now function doesn’t need anything between the round brackets
it will display the current date and time.
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1) If you want only the time displayed, from the Home tab, within the Number Group, click on the
Number format button
and select Time.
2) To update the Time with the select the time data cell, from the Formulas tab, within the
Calculation Group, click on the Calculate Now button
.
f.
To enter the current date: =TODAY(), the Today function doesn’t need anything between the round
brackets it will display the current date.
C. The IF; Count and Sum
a. IF(logical_test,value_if_false,value_if_true)
1) > Greater Than
2) < Less Than
3) >=Greater Than Or Equal To
Conditional Operators
4) <= Less Than Or Equal To
5) <> Not Equal To
b. Example:
1) Enter/Type 6 in cell A1
2) Widen the B column, a message will be displayed
3) Enter/Type in the formula bar: =IF(A1>5,”Greater than Five”,”Less than Five”)
4) Press enter
5) Try this: In Cell A1 change 6 to a 4, and press enter. What happens?
6) Now type/enter the 5 in cell A1
7) =IF(A1>=5,”Greater than or Equal to Five”, “Less than Five”)
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D. Conditional Formatting
a. From the Home tab, within the Styles Group, click on the Conditional Formatting button
select Color Scales and click on More Rules.
and
b. From the New Formatting Rule dialog box, click on Format only cells that contain option, this option
allows you to set up your own values.
c. From the Home tab, within the Styles Group, click on Conditional Formatting and select Manage Rules.
d. From the Conditional Formatting Rules Manager dialog box, click on New Rule.
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Data Processing
A. Data Tables
A table is a section of rows and columns within a worksheet. A table can be created within an Excel worksheet
and can be formatted, managed, and analyze the data.
a. Convert worksheet data into a table by inserting a table.
1) Select a cell within data area, from the Insert tab, within the Tables Group, click on Table.
2) Verify the table range and that the My Table has headers check box is checked from the Create
Table dialog box, click OK.
3) Selected range of cells is displayed as a table with, column headers, filter drop-down arrows, and
banded rows for easy readability.
4) Modify the Table Styles and Table Style Options From the Design tab.
b. Convert data into a table by formatting as a table
1) Select cell, from Home tab, within the Styles Group, click on Format as Table
.
2) Select the table style of your choice from the gallery.
3) Verify the table range and that the My Table has headers check box is checked from the Format As
Table dialog box, click OK.
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B. Absolute Cell Reference
Absolute cell referencing involves nothing more than placing a dollar symbol ($) before each letter and number.
The dollar symbol identifies the absolute reference location of a cell.
a. In your formula insert a dollar symbol before each letter and number to insure absolute cell reference.
1) =A1+A2 for absolute cell reference should be written = $A$1 + $A$2
C. Pivot Tables
An interactive worksheet table that you can use to summarize and analyze large amounts of data quickly is a
PivotTable Report. A Pivot Table report is created from a data source in an Excel workbook.
a. Select /highlight data that will be going into the Pivot Table, from the Insert tab, within the Tables Panel,
click on the Pivot Table button
and select PivotTable.
b. From the Create PivotTable dialog box, the data selected is in the Table/Range textbox.
c. The PivotTable report can be placed in a New Worksheet or Existing Worksheet, then click on OK.
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d. An empty pivot table is created in the workbook, on a new sheet or the existing sheet that you selected. A
PivotTable Field List appears at the right of the worksheet, when you select a cell within the pivot table.
e. In the Choose fields to add to report, check or uncheck the check boxes to select fields for the PivotTable
report.
f. To use a field in a specific area of the report, from the Choose fields to add to report list box, drag the
desired fields to the Report Filter, Column Labels, Row Labels, or Values sections.
g. Select desired fields to group in the PivotTable report, from the PivotTable Tools Options tab, within the
Group group, click on Group Selection
. Or, right-click the selected fields and choose
Group.
h. Select the group heading, and in the Formula bar, enter the desired group name.
i.
If the PivotTable Field List pane doesn’t appear, from the PivotTable Tools Options tab, within the
Show/Hide Group, click on the Field List button
.
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