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TABLE OF CONTENT
TABLE OF CONTENT.......................................................................................................................................................1
SPREADSHEET..................................................................................................................................................................3
ADVANTAGES OF USING ELECTRONIC OVER MANUAL SPREADSHEET ..............................................................................3
COMPONENTS OF A SPREADSHEET....................................................................................................................................3
Worksheet.....................................................................................................................................................................3
Database......................................................................................................................................................................3
Graphs..........................................................................................................................................................................4
APPLICATION AREAS OF SPREADSHEETS...........................................................................................................................4
Statistical analysis........................................................................................................................................................4
Accounting....................................................................................................................................................................4
Data management........................................................................................................................................................4
Forecasting (What if analysis).....................................................................................................................................4
MICROSOFT EXCEL........................................................................................................................................................5
PARTS OF MICROSOFT EXCEL WINDOW............................................................................................................................5
CREATE A NEW WORKBOOK.......................................................................................................................................6
OPEN A FILE.......................................................................................................................................................................6
SAVE A FILE........................................................................................................................................................................6
NAVIGATING THROUGH YOUR WORKSHEET........................................................................................................6
SCROLL THROUGH A WORKSHEET.....................................................................................................................................6
SELECTING DATA OR CELLS..............................................................................................................................................7
INSERTING.........................................................................................................................................................................7
CELLS, ROWS, OR COLUMNS.............................................................................................................................................7
WORKSHEET......................................................................................................................................................................8
Add a single worksheet.................................................................................................................................................8
Add multiple worksheets..............................................................................................................................................8
DELETING...........................................................................................................................................................................8
CELLS, ROWS, OR COLUMNS.............................................................................................................................................8
SHEETS...............................................................................................................................................................................8
RENAME A SHEET............................................................................................................................................................8
ENTERING DATA IN A WORKSHEET...........................................................................................................................8
ENTER DATA IN WORKSHEET CELLS.................................................................................................................................9
EDIT CELL CONTENTS.......................................................................................................................................................9
FILLING IN DATA BASED ON ADJACENT CELLS..............................................................................................................10
FORMATTING A WORKSHEET...................................................................................................................................10
DISPLAY/HIDING A WORKBOOK OR SHEET.....................................................................................................................10
DISPLAY/HIDE ROWS OR COLUMNS.................................................................................................................................11
Hide a row or column.................................................................................................................................................11
Display a hidden row or column................................................................................................................................11
ADD/REMOVE A CURRENCY SYMBOL.............................................................................................................................11
Add or remove a currency symbol..............................................................................................................................11
CHANGE THE NUMBER OF DECIMAL PLACES DISPLAYED..............................................................................................12
DISPLAY NUMBERS AS DATES OR TIMES.........................................................................................................................12
DISPLAY NUMBERS AS FRACTIONS OR PERCENTAGES.....................................................................................................12
DISPLAY NUMBERS WITH SCIENTIFIC NOTATION.............................................................................................................12
CHANGE COLUMN WIDTH AND ROW HEIGHT.................................................................................................................12
Change the width:......................................................................................................................................................12
Change the height......................................................................................................................................................13
2
POSITIONING DATA IN A CELL.........................................................................................................................................13
CLEAR CELL FORMATS OR CONTENTS............................................................................................................................13
MOVING AND COPYING DATA...................................................................................................................................14
MOVING AND COPYING CELLS........................................................................................................................................14
MOVING AND COPYING CELL DATA................................................................................................................................14
MOVE ROWS/COLUMNS..............................................................................................................................................15
REPLACE TEXT/NUMBERS..........................................................................................................................................15
APPLY/REMOVE CELL SHADING..............................................................................................................................15
APPLY/REMOVE CELL BORDERS..............................................................................................................................16
FORMULAS.......................................................................................................................................................................17
FUNCTIONS.......................................................................................................................................................................17
Structure of a function................................................................................................................................................17
REFERENCES IN FORMULAS.............................................................................................................................................18
CREATE A FORMULA........................................................................................................................................................21
MOVE OR COPY A FORMULA...........................................................................................................................................22
CHARTS.............................................................................................................................................................................23
CREATE A CHART.............................................................................................................................................................24
SELECT A DIFFERENT CHART TYPE.................................................................................................................................24
FILTERING........................................................................................................................................................................25
FILTER A LIST..................................................................................................................................................................25
REMOVE FILTERS.............................................................................................................................................................26
SUBTOTALS......................................................................................................................................................................26
INSERT SUBTOTALS..........................................................................................................................................................27
REMOVE SUBTOTALS.......................................................................................................................................................27
SORT A LIST.....................................................................................................................................................................28
MERGE OR SPLIT CELLS OR DATA..........................................................................................................................28
SPREADSHEET
Def: A spreadsheet is a ledger sheet that allows a user to enter, edit and manipulate numeric data. It
is made up of row and columns where data is entered
There are two types of spreadsheets
1. Manual
2. Electronic
Manual:
Consist of books that have sheets of paper divided into rows and columns.
Data written and then manually calculated using a pencil and calculator
Electronic:
Consists of a large virtual sheet that has 256 columns and 65536 Rows
It utilises the powerful features of a computer such as storage unit, and processing speed
Allows the use formulas which enable the user to manipulate the data
Allows data formatting. One can format both text and numeric data making the work more
presentable and attractive
Allows automatic recalculation of values. When a value of a cell that is part of a formula changes
the Electronic spreadsheet automatically calculates a new total without the need of entering the
formula again
Allows representation of data in pictorial form (Charts)
A user can adjust the height of a Row or the width of a column.
Support data sorting and filtering. Sorting is arranging the data in either ascending or descending
order. Filtering allows a user to display only specific types of data.
It allows summarising of data. One can get a subtotal of a group of similar data.
Examples of Spreadsheet packages include SuperCalc, VisiCalc, Ms Excel, Lotus 1-2-3, QutroPro
etc
Components of A Spreadsheet
Worksheet
This is a virtual sheet that consists of rows and columns where data is entered.
The intersection of a row and a column forms a CELL.
Each row is referenced using numbers and columns using Alphabet
A cell is referenced using the Column and the Row reference. E.g. B30
Database
Data values can be entered in a spreadsheet and managed using a special feature found in the
Data Menu. Example of such features include the filtering and sorting
Graphs
Spreadsheets provide a set of data analysis tools that can be used in statistical analysis.
For maximum use the user must have statistical background. Examples of statistical
functions include: Average, Mean mode Median
Accounting
A Spreadsheet consists of several accounting functions. These include PMT, PVT. They
allow a user to calculate the interest and also track the value of an asset over time.
The automatic recalculation feature allows creation of a model of the books of account.
Data management
Forecasting is made possible by the use of the Automatic Recalculation feature. When a
user changes the content of a cell that is part of the formula, the system automatically
calculates a new total. Therefore there is no need to rewrite the formula in case of changes of
operands.
MICROSOFT EXCEL
Parts of Microsoft Excel Window
Title Bar
Standard Toolbar
Formatting Toolbar
Formula Bar
Cell
Name Box
Sheet Tab
Title Bar
- Displays the name of the program and the file that is being used
Menu Bar
- Displays options that allows manipulation of data
Standard And Formatting Toolbar contain shortcut of Menu Bar options
Name box
- Displays the Cell reference where the cursor is.
-It allows a user to move to a specific cell
Fomular bar
- Displays the content of a cell.
- Used to edit the content of a cell
Column header
- Display the column references
Row headers
- Display the row references
Cell
- A unit made up of intersection of a row and a column
- Its where data is entered
Autofill handle
OPEN A FILE
1. In your Microsoft Office program, click File, and then click Open.
2. In the Look in list, click the drive, folder, or Internet location that contains the file you want
to open.
3. In the folder list, locate and open the folder that contains the file.
4. Click the file, and then click Open.
SAVE A FILE
Note If you're saving the file for the first time, you'll be asked to give it a name.
Save a copy of a file
1. On the File menu, click Save As.
2. In the File name box, enter a new name for the file.
3. Click Save.
One window up or
down
Click above or below the scroll box in the vertical scroll bar.
Click to the left or right of the scroll box in the horizontal scroll bar.
A large distance
Drag the scroll box to the approximate relative position. In a very large
worksheet, hold down SHIFT while dragging.
Note The size of a scroll box indicates the proportional amount of the used area of the sheet that is
visible in the window. The position of a scroll box indicates the relative location of the visible area
within the worksheet.
Do this
Text in a cell
If editing in a cell is turned on, select the cell, double-click in it, and then
select the text in the cell.
If editing in a cell is turned off, select the cell, and then select the text in
the formula bar.
A single cell
Click the cell, or press the arrow keys to move to the cell.
A range of cells
Click the first cell of the range, and then drag to the last cell.
Click the first cell in the range, and then hold down SHIFT and click the
last cell in the range. You can scroll to make the last cell visible.
Nonadjacent cells or cell Select the first cell or range of cells, and then hold down CTRL and select
ranges
the other cells or ranges.
An entire row or column Click the row or column heading.
Adjacent rows or
columns
Drag across the row or column headings. Or select the first row or column;
then hold down SHIFT and select the last row or column.
Nonadjacent rows or
columns
Select the first row or column, and then hold down CTRL and select the
other rows or columns.
More or fewer cells than Hold down SHIFT and click the last cell you want to include in the new
the active selection
selection. The rectangular range between the active cell and the cell you
click becomes the new selection.
Cancel a selection of
cells
INSERTING
Cells, Rows, or Columns
1. Do one of the following:
Insert new blank cells Select a range of cells where you want to insert the new blank cells.
Select the same number of cells as you want to insert.
Insert a single row Click a cell in the row immediately below where you want the new row.
For example, to insert a new row above row 5, click a cell in row 5.
Insert multiple rows Select rows immediately below where you want the new rows. Select
the same number of rows as you want to insert.
Insert a single column Click a cell in the column immediately to the right of where you
want to insert the new column. For example, to insert a new column to the left of column B,
click a cell in column B.
Insert multiple columns Select columns immediately to the right of where you want to
insert the new columns. Select the same number of columns as you want to insert.
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2. On the Insert menu, click Cells, Rows, or Columns.
3. If you are moving or copying a range of cells, and not a row or column, in the Insert Paste
dialog box, click the direction to shift the surrounding cells.
Worksheet
Add a single worksheet
DELETING
Cells, Rows, or Columns
1. Select the cells, rows, or columns you want to delete.
2. On the Edit menu, click Delete.
3. If you are deleting a range of cells, click Shift cells left, Shift cells up, Entire row, or
Entire column in the Delete dialog box.
Note Microsoft Excel keeps formulas up to date by adjusting references to the shifted cells to
reflect their new locations. However, a formula that refers to a deleted cell displays the #REF! error
value.
Sheets
1. Select the sheets you want to delete.
2. On the Edit menu, click Delete Sheet.
RENAME A SHEET
1. To rename the active sheet, on the Format menu, point to Sheet and then click Rename.
2. Type the new name over the current name.
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1. Click the cell where you want to enter data.
2. Type the data and press ENTER or TAB.
Numbers and text in a list
1. Enter data in a cell in the first column, and then press TAB to move to the next cell.
2. At the end of the row, press ENTER to move to the beginning of the next row.
3. If the cell at the beginning of the next row doesn't become active, click Options on
the Tools menu, and then click the Edit tab. Under Settings, select the Move
selection after Enter check box, and then click Down in the Direction box.
Dates Use a slash or a hyphen to separate the parts of a date; for example, type 9/5/2002 or
5-Sep-2002. To enter today's date, press CTRL+; (semicolon).
Times To enter a time based on the 12-hour clock, type a space and then a or p after the
time; for example, 9:00 p. Otherwise, Microsoft Excel enters the time as AM. To enter the
current time, press CTRL+SHIFT+: (colon).
Enter the same data into several cells at once
1. Select the cells where you want to enter data. The cells do not have to be adjacent.
2. Type the data and press CTRL+ENTER.
Automatically fill in repeated entries in a column
If the first few characters you type in a cell match an existing entry in that column, Microsoft Excel
fills in the remaining characters for you. Excel completes only those entries that contain text or a
combination of text and numbers; entries that contain only numbers, dates, or times are not
completed.
To accept the proposed entry, press ENTER. The completed entry exactly matches the pattern
of uppercase and lowercase letters of the existing entries.
To replace the automatically entered characters, continue typing.
To delete the automatically entered characters, press BACKSPACE.
To select from a list of entries already in the column, right-click the cell, and then click Pick
from List on the shortcut menu
Fill in a series of numbers, dates, or other items
1. Select the first cell in the range you want to fill.
2. Enter the starting value for the series.
3. Enter a value in the next cell to establish a pattern.
E.g.
If you want the series 2, 3, 4, 5..., enter 2 and 3 in the first two cells. If you want the
series 2, 4, 6, 8..., enter 2 and 4. If you want the series 2, 2, 2, 2..., you can leave the
second cell blank.
4. Select the cells that contain the starting values.
Drag the fill handle down or to the right or up or to the left.
o
10
Extended series
1, 2, 3
4, 5, 6
9:00
Mon
Monday
Jan
Jan, Apr
Jan-99, Apr-99
15-Jan, 15-Apr
15-Jul, 15-Oct
1999, 2000
1-Jan, 1-Mar
text1, textA
1st Period
Product 1
If the selection contains numbers, you can control whether to create a linear series or a growth series.
FORMATTING A WORKSHEET
Display/Hiding A Workbook Or Sheet
Do one or more of the following:
Hide a workbook window
1. Open the workbook.
2. On the Window menu, click Hide.
3. When you quit Microsoft Excel, you will be asked if you want to save changes to the hidden
workbook. Click Yes if you want the workbook window to be hidden the next time you open
the workbook.
11
Hide a sheet
1. Select the sheets you want to hide.
2. On the Format menu, point to Sheet, and then click Hide.
Display a hidden workbook
1. On the Window menu, click Unhide.
If the Unhide command is unavailable, the workbook does not contain hidden sheets. If both
the Rename and Hide commands are unavailable, the workbook is protected from structural
changes. You'll need to remove protection from the workbook to determine whether sheets
are hidden; removing protection may require a password.
2. In the Unhide workbook box, double-click the name of the hidden workbook you want to
display.
Display a hidden sheet
1. On the Format menu, point to Sheet, and then click Unhide.
2. In the Unhide sheet box, double-click the name of the hidden sheet you want to display.
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4. If you want to change the currency symbol, click the symbol you want to use in the Symbol
list.
13
To fit the contents
Double-click the boundary below the row heading.
1.
2.
3.
5.
If you click a cell and then press DELETE or BACKSPACE on the keyboard, Excel removes
the cell contents but does not remove comments or cell formats.
If you clear a cell, the value of a cleared cell is 0 (zero), and a formula that refers to that cell
receives a value of 0.
14
15
MOVE ROWS/COLUMNS
1.
2.
3.
4.
REPLACE TEXT/NUMBERS
1. Select the range of cells you want to search.
If you want to search the entire worksheet, click any cell in the worksheet.
2. On the Edit menu, click Replace.
3. In the Find what box, enter the text or numbers you want to search for or choose a recent
search from the Find what drop down box.
Note You can use wildcard characters in your search criteria.
4. If you want to specify a format for your search, click Format and make your selections in the
Find Format dialog box.
If Format is not available in the Find and Replace dialog box, click Options and then click
Format.
5. Click Options to further define your search. For example, you can search for all of the cells
that contain the same kind of data, such as formulas.
6.
7.
8.
Note
In the Within box, you can select Sheet or Workbook to search a worksheet or an entire
workbook.
In the Replace with box, enter the replacement characters and specific formats if necessary.
If you want to delete the characters in the Find what box, leave the Replace with box blank.
Click Find Next.
To replace the highlighted occurrence or all occurrences of the found characters, click
Replace or Replace All.
To cancel a search in progress, press ESC.
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3. Click the arrow next to the Pattern box, and then click the pattern style and colour
you want.
If you do not select a pattern color, the pattern is black.
Remove shading
On the Formatting toolbar, click the arrow next to Fill Color, and then click No Fill.
17
o
Holding the CTRL key temporarily toggles between Draw Border mode and Draw
Border Grid mode and also toggles the Erase Border mode between erase borders
and erase border grids.
FORMULAS
Formulas are equations that perform calculations on values in your worksheet. A formula starts with
an equal sign (=). For example, the following formula multiplies 2 by 3 and then adds 5 to the result.
=5+2*3
A formula can also contain any or all of the following: functions, references, operators, and
constants.
Parts of a formula
Functions: The PI() function returns the value of pi: 3.142... ( this may be optional)
References (or names): A2 returns the value in cell A2.
Constants: Numbers or text values entered directly into a formula, such as 2.
Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator
multiplies.
Functions
Functions are predefined in-built Formulas that perform calculations by using specific values, called
arguments, in a particular order, or structure. Functions can be used to perform simple or complex
calculations. For example, the ROUND function rounds off a number in cell A10.
Structure of a function
Structure. The structure of a function begins with an equal sign (=), followed by the function
name, an opening parenthesis, the arguments for the function separated by commas, and a closing
parenthesis.
Function name. For a list of available functions, click a cell and press SHIFT+F3.
Arguments. Arguments can be numbers, text, logical values such as TRUE or FALSE, arrays, error
values such as #N/A, or cell references. The argument you designate must produce a valid value for
that argument. Arguments can also be constants, formulas, or other functions.
Entering formulas When you create a formula that contains a function, the Insert Function dialog
box helps you enter worksheet functions. As you enter a function into the formula, the Insert
Function dialog box displays the name of the function, each of its arguments, a description of the
function and each argument, the current result of the function, and the current result of the entire
formula.
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References in Formulas
A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to
look for the values or data you want to use in a formula. With references, you can use data contained
in different parts of a worksheet in one formula or use the value from one cell in several formulas.
You can also refer to cells on other sheets in the same workbook, and to other workbooks.
References to cells in other workbooks are called links.
The A1 reference style
By default, Excel uses the A1 reference style, which refers to columns with letters (A through IV, for
a total of 256 columns) and refers to rows with numbers (1 through 65536). These letters and
numbers are called row and column headings. To refer to a cell, enter the column letter followed by
the row number. For example, B2 refers to the cell at the intersection of column B and row 2.
To refer to
Use
The cell in column A and row 10
A10
A10:A20
B15:E15
5:5
5:10
H:H
H:J
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About calculation operators in formulas
Operators specify the type of calculation that you want to perform on the elements of a formula.
Microsoft Excel includes four different types of calculation operators: arithmetic, comparison, text,
and reference.
Types of operators
Arithmetic operators To perform basic mathematical operations such as addition, subtraction, or
multiplication; combine numbers; and produce numeric results, use the following arithmetic
operators.
Arithmetic operator
Meaning (Example)
+ (plus sign)
Addition (3+3)
(minus sign)
Subtraction (31)
Negation (1)
* (asterisk)
Multiplication (3*3)
/ (forward slash)
Division (3/3)
% (percent sign)
Percent (20%)
^ (caret)
Exponentiation (3^2)
Comparison operators You can compare two values with the following operators. When two
values are compared by using these operators, the result is a logical value either TRUE or FALSE.
Comparison operator
Meaning (Example)
= (equal sign)
Equal to (A1=B1)
Text concatenation operator Use the ampersand (&) to join, or concatenate, one or more text
strings to produce a single piece of text.
Text operator
Meaning (Example)
& (ampersand) Connects, or concatenates, two values to produce one continuous text value
("North"&"wind")
Reference operators Combine ranges of cells for calculations with the following operators.
Reference
Meaning (Example)
operator
: (colon)
Range operator, which produces one reference to all the cells between two
references, including the two references (B5:B15)
20
, (comma)
(space)
Reference operators
Negation (as in 1)
Percent
Exponentiation
* and /
+ and
&
Comparison
Use of parentheses
To change the order of evaluation, enclose in parentheses the part of the formula to be calculated
first. For example, the following formula produces 11 because Excel calculates multiplication before
addition. The formula multiplies 2 by 3 and then adds 5 to the result.
=5+2*3
In contrast, if you use parentheses to change the syntax, Excel adds 5 and 2 together and then
multiplies the result by 3 to produce 21.
=(5+2)*3
In the example below, the parentheses around the first part of the formula force Excel to calculate
B4+25 first and then divide the result by the sum of the values in cells D5, E5, and F5.
=(B4+25)/SUM(D5:F5)
Create a Formula
Formulas are equations that perform calculations on values in your worksheet. A formula starts with
an equal sign (=). For example, the following formula multiplies 2 by 3 and then adds 5 to the result.
21
=5+2*3
Create a simple formula: =128+345
The following formulas contain operators and constants
Example formula
What it does
=128+345
=5^2
1.
2.
3.
4.
Squares 5
Click the cell in which you want to enter the formula.
Type = (an equal sign).
Enter the formula.
Press ENTER.
=Sheet2!B2
=Asset-Liability
Subtracts a cell named Liability from a cell named Asset
1. Click the cell in which you want to enter the formula.
2. In the formula bar type = (equal sign).
3. Do one of the following:
o To create a reference, select a cell, a range of cells, a location in another worksheet, or
a location in another workbook. You can drag the border of the cell selection to move
the selection, or drag the corner of the border to expand the selection.
o To create a reference to a named range, press F3, select the name in the Paste name
box, and click OK.
4. Press ENTER.
Create a formula that contains a function: =AVERAGE (A1:B4)
The following formulas contain functions
22
Example formula
=SUM(A:A)
What it does
Adds all numbers in column A
o
o
you want to temporarily hide the dialog box. Select the cells on the worksheet; then
press Expand Dialog.
To enter another function as an argument, enter the function in the argument box you
want. For example, you can add SUM(G2:G5) in the Value_if_true edit box.
To switch the parts of the formula displayed in the Function Arguments dialog box,
click a function name in the formula bar. For example, if you click IF, the arguments
for the IF function appear.
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CHARTS
Charts are visually appealing and make it easy for users to see comparisons, patterns, and trends in
data. For instance, rather than having to analyze several columns of worksheet numbers, you can see
at a glance whether sales are falling or rising over quarterly periods, or how the actual sales compare
to the projected sales.
Creating charts
You can create a chart on its own sheet or as an embedded object on a worksheet. You can also
publish a chart on a Web page. To create a chart, you must first enter the data for the chart on the
worksheet. Then select that data and use the Chart Wizard to step through the process of choosing
the chart type and the various chart options, or use the Chart toolbar to create a basic chart that you
can format later.
Worksheet data
Chart created from worksheet data
A PivotChart report is an interactive summary of data in a chart format. It is created differently than
regular Microsoft Excel charts. After you create a PivotChart report, you can view different levels of
detail or reorganize the layout of the chart by dragging its fields and items.
How worksheet data is represented in a chart
A chart is linked to the worksheet data it's created from and is updated automatically when you
change the worksheet data.
Data Marker
Major gridline
Category names
Chart data series names
Data Marker Each data marker (data marker: A bar, area, dot, slice, or other symbol in a chart that represents
a single data point or value that originates from a worksheet cell. Related data markers in a chart constitute a data
series.) represents one number from the worksheet. Data markers with the same pattern represent one
data series (data series: Related data points that are plotted in a chart. Each data series in a chart has a unique
color or pattern and is represented in the chart legend. You can plot one or more data series in a chart. Pie charts
have only one data series.). In the example above, the rightmost data marker represents the Qtr2 Actual
value of 99.
Major Gridline Microsoft Excel creates axis values from the worksheet data. Note that the axis
values in the example above range from 0 to 120, which encompasses the range of values on the
worksheet. Major Gridlines (gridlines in charts: Lines you can add to a chart that make it easier to view and
evaluate data. Gridlines extend from the tick marks on an axis across the plot area.) mark the major intervals on
the axis. You can also display minor gridlines on a chart, which mark the intervals between the major
intervals.
Category Names Excel uses column or row headings in the worksheet data for category axis
names. In the example above, the worksheet row headings QTR1 and QTR2 appear as category axis
names.
Chart Data Series Names Excel also uses column or row headings in the worksheet data for series
names. Series names appear in the chart legend (legend: A box that identifies the patterns or colors that are
assigned to the data series or categories in a chart.). In the example above, the row headings Projected and
Actual appear as series names.
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Chart Tips When you rest your pointer over a chart item, a chart tip containing the name of the
item appears. For example, when you rest the pointer over a legend, a chart tip that contains the
word Legend appears.
Embedded Charts and Chart Sheets
You can create a chart on its own chart sheet (chart sheet: A sheet in a workbook that contains only a chart. A
chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a
PivotTable report.) or as an embedded chart (embedded chart: A chart that is placed on a worksheet rather than
on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart
report with its source data or other information in a worksheet.) on a worksheet. Either way, the chart is
linked to the source data on the worksheet, which means the chart, is updated when you update the
worksheet data.
Embedded charts An embedded chart is considered a graphic object and is saved as part of the
worksheet on which it is created. Use embedded charts when you want to display or print one or
more charts with your worksheet data.
Chart sheets A chart sheet is a separate sheet within your workbook that has its own sheet name.
Use a chart sheet when you want to view or edit large or complex charts separately from the
worksheet data or when you want to preserve screen space as you work on the worksheet.
Create a Chart
1. Make sure the data on your worksheet is arranged properly for the type of chart you want to
use.
2. Do one of the following:
Customize your chart as you create it.
1. Select the cells that contain the data you want to use for your chart.
2. Click Chart Wizard.
3. Follow the instructions in the Chart Wizard.
Create a basic chart that you can customize later.
4. Display the Chart toolbar. To show the Chart toolbar, point to Toolbars on the View
menu and then click Chart.
5. Select the cells that contain the data you want to use for your chart.
6. Click Chart Type.
Tip
If the cells you want to select for your chart are not in a continuous range, do the following:
Select the first group of cells that contain the data you want to include. While holding down CTRL,
select any additional cell groups you want to include. The nonadjacent selections must form a
rectangle.
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For a data series, click the data series.
2. On the Chart menu, click Chart Type.
3. On the Standard Types tab, click the chart type you want.
o
If you are changing the chart type for one data series and not the entire chart, be sure the
Apply to selection check box is selected.
To apply the cone, cylinder, or pyramid chart type to a 3-D bar or column data series, click
Cylinder, Cone, or Pyramid in the Chart type box on the Standard Types tab, and then
select the Apply to selection check box.
FILTERING
Filtering is a quick and easy way to find and work with a subset of data in a list. A filtered list
displays only the rows that meet the criteria you specify for a column. Microsoft Excel provides two
commands for filtering lists:
AutoFilter, which includes filter by selection, for simple criteria
Advanced Filter, for more complex criteria
Unlike sorting, filtering does not rearrange a list. Filtering temporarily hides rows you do not want
displayed.
When Excel filters rows, you can edit, format, chart, and print your list subset without rearranging or
moving it.
AutoFilter
When you use the AutoFilter command, AutoFilter arrows appear to the right of the column labels
in the filtered list.
Microsoft Excel indicates the filtered items with blue.
You use custom AutoFilter to display rows that contain either one value or another. You can also use
custom AutoFilter to display rows that meet more than one condition for a column.
Advanced Filter
The Advanced Filter command can filter a list in place like the AutoFilter command, but it does
not display drop-down lists for the columns. Instead, you type the criteria you want to filter by in a
separate criteria range above the list. A criteria range allows for more complex criteria to be filtered.
Filter a List
You can apply filters to only one list on a worksheet at a time.
1. Click a cell in the list you want to filter.
2. On the Data menu, point to Filter, and then click AutoFilter.
Filter for the smallest or largest number
1. Click the arrow in the column that contains the numbers, and click (Top 10...).
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2. In the box on the left, click Top, or Bottom.
3. In the box in the middle, enter a number.
4. In the box on the right, click Items.
Filter a list for rows that contain specific text
5. Click the arrow in the column that contains the numbers, and click (Custom).
6. In the box on the left, click equals, or does not equal, contains, or does not contain.
7. In the box on the right, enter the text you want.
Filter for numbers greater than or less than another number
8. Click the arrow in the column that contains the numbers, and click (Custom).
9. In the box on the left, click is greater than, is less than, is greater than or equal to,
or is less than or equal to.
10. In the box on the right, enter a number.
11. To add another criteria, click And or Or, and repeat the previous step.
Filter for a number equal to or not equal to another number
12. Click the arrow in the column that contains the numbers, and click (Custom).
13. In the box on the left, click equals, or does not equal.
14. In the box on the right, enter a number.
15. To add another criteria, click And or Or, and repeat the previous step.
Notes
When you apply a filter to a column, the only filters available for other columns are the
values visible in the currently filtered list.
Only the first 1000 unique entries in a list appear when you click the arrow
Remove Filters
SUBTOTALS
Microsoft Excel can automatically calculate subtotal and grand total values in a list. When you insert
automatic subtotals, Excel outlines the list so that you can display and hide the detail rows for each
subtotal.
To insert subtotals, you first sort your list so that the rows you want to subtotal are grouped together.
You can then calculate subtotals for any column that contains numbers.
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If your data isn't organized as a list, or you only need a single total, you can use AutoSum instead of
automatic subtotals.
How subtotals are calculated
Subtotals Excel calculates subtotal values with a summary function, such as Sum or Average. You
can display subtotals in a list with more than one type of calculation at a time.
Grand totals Grand total values are derived from detail data, not from the values in the subtotal
rows. For example, if you use the Average summary function, the grand total row displays an
average of all detail rows in the list, not an average of the values in the subtotal rows.
Automatic recalculation Excel recalculates subtotal and grand total values automatically as you
edit the detail data.
Insert Subtotals
Insert individual subtotals
1. Make sure the data you want to subtotal is in list format: each column has a label in the first
row and contains similar facts, and there are no blank rows or columns within the list.
2. Click a cell in the column to subtotal.
3. Sort your data either in Ascending or Descending order.
4. On the Data menu, click Subtotals.
5. In the At each change in box, click the column to subtotal.
6. In the Use function box, click the summary function you want to use to calculate the
subtotals.
7. In the Add subtotal to box, select the check box for each column that contains values you
want to subtotal. In the example above, you'd select the Sales column.
8. If you want an automatic page break after each subtotal, select the Page break between
groups check box.
9. If you want the subtotals to appear above the subtotalled rows instead of below, clear the
Summary below data check box.
10. Click OK.
Note You can use the Subtotals command again to add more subtotals with different summary
functions. To avoid overwriting the existing subtotals, clear the Replace current subtotals check
box.
Remove Subtotals
When you remove subtotals, Microsoft Excel also removes the outline and any page breaks that you
inserted into the list along with the subtotals.
1. Click a cell in the list that contains subtotals.
2. On the Data menu, click Subtotals.
3. Click Remove All.
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SORT A LIST
Sorting arranges your data in either ascending or descending order according to the column selected.
This allows faster viewing of data. Sort rows in ascending order (A to Z, or 0 to 9) or descending
order (Z to A, or 9 to 0)
1. Click a cell in the list you want to sort.
2. On the Data menu, click Sort.
3. In the Sort by and Then by boxes, click the columns you want to sort.
4. Select any other sort options you want, and then click OK.