Information Technology Rice University

Document MAC 31 August 2003

Intermediate Microsoft Excel X

This document explains how to use the Microsoft Excel X program for the Macintosh. It will acquaint you with the concept and use of spreadsheets as well as some intermediate functions of the Excel program.

Rice University, 2001 All Rights Reserved

Document may not be resold to, used by, nor licensed to third parties without written permission from User Services, Rice University.

Table of Contents
Spreadsheet Terminology......................................................................................... 4 Spreadsheet Terminology ................................................................................. 4 The Excel Screen ..................................................................................................... 5 Advanced Formula Operations................................................................................. 5 Arithmetic ......................................................................................................... 6 More Built-in Functions........................................................................................... 6 Logical Functions.............................................................................................. 6 Comparison Operations .................................................................................... 7 Grade Book Example........................................................................................ 8 Lookup Functions ............................................................................................. 9 Linking ..................................................................................................................... 9 Cell to Cell ...................................................................................................... 10 Dependent and Supporting Documents .......................................................... 10 Cell to Cell or Range to Range on Different Spreadsheet .............................. 11 Relative vs. Absolute Cell References ................................................................... 11 Relative Addresses.......................................................................................... 12 Absolute Addresses......................................................................................... 12 Using Mixed Cell Addresses .......................................................................... 13 Using Range Names in a Formula .................................................................. 15 Customizing Formats ............................................................................................. 15 Dates ............................................................................................................... 15 Times............................................................................................................... 16 Formats ........................................................................................................... 16 Non-mathematical Numbers ........................................................................... 17 Display Options...................................................................................................... 17 Hiding Cells .................................................................................................... 17 Hiding whole columns .................................................................................... 17 Freezing Panes or Titles.................................................................................. 17 Protection vs. Unprotection ............................................................................ 17 Protection with Templates .............................................................................. 17 Use Multiple Windows with the Same Worksheet ......................................... 18 Manual Recalculation ............................................................................................ 18 Special Copy Applications ..................................................................................... 18 Copying a Range as Seen on the Screen......................................................... 19 Copying a Value without the Formula............................................................ 19 Copying a Relative Formula without Changing Cell References................... 19 Use Fill............................................................................................................ 19 Using Dates ............................................................................................................ 19 Date Arithmetic............................................................................................... 19

If you have any comments or suggestions about this document, send them to problem@rice.edu via electronic mail.

Intermediate Microsoft Excel X

Series................................................................................................................19 Creating Charts .......................................................................................................20 Reformatting a Chart...............................................................................................23 Getting Help............................................................................................................23 Buttons and Their Functions ...................................................................................24

Intermediate Microsoft Excel X

Spreadsheet Terminology

Spreadsheet Terminology
Spreadsheet Terminology
Worksheet A grid-like structure consisting of columns and rows. The terms spreadsheet and worksheet are interchangeable. A horizontal section of the worksheet. Each row has a different number. A vertical section of the worksheet. Each column has a different letter or letters. The intersection of a row and a column. It may contain data, labels, and values. Each cell can contain up to 255 characters. The location of a cell is specied by the column letter, followed by the row number, i.e. A4, Q21, AR219. The currently active cell as indicated by highlighting. A chart is a graphical representation of the data stored in the cells selected. An entry that, once entered, will always remain the same. It does not start with an EQUAL SIGN (=). The active cell that is presently highlighted. Data can only be entered in an active cell. The active cell is the only cell whose contents appear in the formula bar. The appearance of a number, i.e. number of decimal places, use of $ or %. An entry that produces a new value based on existing values. It begins with an EQUAL SIGN (=). A function is a built-in formula that performs specialized calculations. Functions can be used by themselves or they can be combined with other functions to form a complex formula. The function name identies the calculation to be performed. A range is a section of the worksheet that is formed by cells which have been selected. Any command that follows a range selection will affect all these cells at the same time.

Row Column

Cell

Cell Address

Cell Pointer Chart (Graph)

Constant

Current Cell

Format

Formula

Functions

Range

Intermediate Microsoft Excel X

The Excel Screen

The Excel Screen

menu bar standard toolbar formatting toolbar formula bar

formatting palette

worksheet

more worksheets

Advanced Formula Operations

A formula is a set of instructions for calculations. Although Excel displays text and numbers as entered, the result of a formula is displayed in the cell, and this result can also be referenced in formulas in other cells. Always begin a formula entry with an EQUAL SIGN (=). Enter Enter 3+5 =3+5 Display Display 3+5 8

A formula can be a simple arithmetic calculation such as = 4+5 (spaces are allowed in formula) or can contain complex functions and references to other cells. To reference another cell in a formula, enter the cell address of that cell and Excel will perform calculations with the contents of that cell. The cell addresses used in formulas are recorded by Excel as relative cell address, meaning that Excel sees the given address as being so many rows and columns away from the cell in which the address is entered rather than A5 or B34. When a cell holds a formula, the result of that formula will be displayed in the cell, but if that cell is highlighted, the formula will be displayed on the formula bar above the worksheet and can be edited just as any other entry. In Beginning Excel, simple mathematical formulas were introduced using arithmetic operations. The order of operations is parentheses, exponentiation, multiplication, division, addition, and subtraction. Use Parentheses to force the operations out of order. Operations in the innermost parentheses are done rst, followed by the next set, and continuing until all parentheses are used. Finally, Excel will do operations outside the parentheses.

Intermediate Microsoft Excel X

More Built-in Functions

Arithmetic
+ * / ^ Addition Subtraction Multiplication Division Exponentiation

In the following formula, because of the PARENTHESES (), the addition will be completed before the division. When the division is complete, Excel will do the subtraction. The extra set of parentheses in the formula on the right will not really affect the order of operations but does make it easier to visually check the formula. = G18-C6/(K5+K6) = G18-(C6/(K5+K6))

More Built-in Functions

Logical Functions
The IF function is one of the more useful functions in Excel. An entry can automatically be made by Excel based on decision criteria that you enter. The decision criterion is the logical test. Commas are used in the IF function to separate values.

IF(logical_test,value_if_true,value_if_false)

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More Built-in Functions

Comparison Operations
= > < <= >= <> Equal to Greater than Less than Less than or equal to Greater than or equal to Not equal to

In the following spreadsheet, the formula in column E is =IF(C2>150000,1000,0).

A 1 2 East 3 4 5 6 7 West 8 9 1 0 1 1

B Region I Region II Region III Total Region I Region II Region III Region IIII Total

C 1st Q $170,900 $150,000 $137,800 $458,700 $173,000 $18,890 $250,050 $179,800 $621,740

D Commission $1,709 $1,500 $1,378 $4,587 $1,730 $189 $2,501 $1,798 $6,217

E Bonus $1,000 $0 $0

F Total $2,709 $1,500 $1,378

$1,000 $0 $1,000 $1,000

$2,730 $189 $3,501 $2,798

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More Built-in Functions You can include the IF function in formulas. In the spreadsheet below, column E's formula is E3 =C3 * IF (D3 > 40, 40, D3) Column F calculates the overtime in addition to the number of hours getting regular pay. F3 = 1.5 * C3 * IF (D3 >40, D3 - 40, 0)

Grade Book Example

Excel could easily calculate the column of averages for you with either simple addition followed by division or by using the AVERAGE function. In the following spreadsheet, the Average column is named Average. The column of grades can be calculated using the nested version of the IF function. Excel allows you to nest up to seven IF functions. =IF(Average>89,A,IF(Average>79,B,IF(Average>69,C,IF(Average>59,D,F))))

Name Robert Sandra Susan Kenneth Cynthia Charles

Test 88 68 95 83 85 78

Paper 93 88 98 83 85 83

Average 90.5 78 96.5 83 85 80.5

Grade A C A B B B

Another form of the IF function will cause the words, TRUE and FALSE to be entered in a cell. IF(logical_test,TRUE) =IF(Average>89,TRUE) will return TRUE if the criteria are met and FALSE if it is not.

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Linking

Lookup Functions
There are times when a value cannot be easily calculated and the use of the IF function would be tedious. However, the value may be readily predictable based on another value in the worksheet. In these cases, enter a reference table on part of the spreadsheet. Input values are tested against one set of data and the corresponding output value is returned. The LOOKUP function has two forms, vector and array. The vector form is linear; that is, it contains only one row or column. This form of LOOKUP looks in a vector for a value, nds the corresponding value in a second vector and returns the value from the second vector. The vectors can be located in either a row or column. Lookup vector values must be arranged in ascending order. Resulting vector values must be arranged in corresponding order. LOOKUP(lookup_value,lookup_vector,result_vector) The formula can be entered using absolute cell addresses in the ranges. =LOOKUP(D2,$A$10:$A$14,$B$10:$B$14) Alternatively, the two ranges can be named, and their location is made absolute by the naming procedure. =LOOKUP(D2,VALUE,GRADE)

1 2 3 4 5 6 7 8 9 1 0 1 1 1 2 1 3 1 4

A Name Robert Sandra Susan Kenneth Cynthia Charles Average 0 59.5 69.5 79.5 89.5

B Test 88 68 95 83 85 78 Grade F D C B A Paper

C 93 88 98 83 85 83

D 90.5 78 96.5 83 85 80.5 A C A B B B

Linking
When two spreadsheets are linked, a change in the rst document will automatically affect the dependent values in the other. You can link both cells and cell ranges. A spreadsheet can be linked to many other spreadsheets.

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Linking

Cell to Cell
On a single spreadsheet, it is possible to link cells. Use Edit, Copy to get the cell or cells, select the target cells, use Edit, Paste Special, to place the value in the target cell. The values in column A were copied and then placed in column B with the Paste Link button in the Paste Special dialog box. To link the cells, Paste All, Operation None, and click Paste Link. The values are absolute and in the range example, B3:B6 is considered an Array and should not be altered. Altering the spreadsheet that was pasted will kill the link. Highlighting the cells in column B will produce the results seen in column C on the Formula Bar.

A 1 2 3 4 5 6 23 23 76 59 34

C 2 3 =$A$1 23 76 59 34 {=$A$3:$A$6} {=$A$3:$A$6} {=$A$3:$A$6} {=$A$3:$A$6}

Dependent and Supporting Documents

Linking is more commonly used between spreadsheets. When spreadsheets are linked, one is dependent on values from the other. The raw data may be entered on a series of spreadsheets and a summary of all of this information is on another spreadsheet. The following example is in this category. Each week a spreadsheet is lled in to calculate each employee's paycheck, but each month a summary payroll report is generated with another spreadsheet.

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Relative vs. Absolute Cell References

Cell to Cell or Range to Range on Different Spreadsheet

Values and ranges from one spreadsheet may be placed in another spreadsheet. In this example, you will use the data from each weekly payroll, copy it, and link it to this summary report. The rst step in this procedure is to select the Target cells on the Dependent spreadsheet. Return to the Supporting spreadsheet, select the value range that you want to copy. Use Edit, Copy. On the Dependent spreadsheet, use Edit, Paste Special, Paste Link to place the values in the appropriate cells.

Continue until all the weeks are linked to your monthly report (June). Click on C3 to see the formula.

Relative vs. Absolute Cell References

When you refer to a cell in a formula, the value of that cell is used to calculate the value for the new cell. For the sake of accuracy, it is important that these references be precise. However, the ease of entering formulas by copying from one cell to another should be a consideration when designing a spreadsheet. If a formula contains a relative cell reference and it cannot be copied, you may assign a name to the cell using Insert, Name, Dene. Another technique used to remedy the cell address problem is to use absolute cell addresses in formulas, when appropriate. With this method, a complete cell location may be xed, or just the row or column.

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Relative vs. Absolute Cell References

Relative Addresses
A 1 2 3 4 5 6 North South East West Totals B 1st Qtr 230 543 432 641 1846 C 2nd Qtr 330 532 450 655 D 3rd Qtr 396 565 467 643 E 4th Qtr 398 578 465 659

The formula in cell B6 calculates a sum by taking the number in B5 and adding it to B4, B3, and B2. You may copy the formula to any cell where this method of determining a value is used on this worksheet. Copy it to cells C6, D6, and E6. Display the cell contents of the target cells on the formula line.
A 1 2 3 4 5 6 North South East West Totals B 1st Qtr 230 543 432 641 1846 C 2nd Qtr 330 532 450 655 1967 D 3rd Qtr 396 565 467 643 2071 E 4th Qtr 398 578 465 659 2100

Absolute Addresses
The following spreadsheet calculates the amount of tax on quarterly sales. The formula for cell D6, (=C6*C3) will give you the correct answer for the cell D6, but will not give you accurate results if you copy it to D7 through D16. When this formula is written in relative form, each of the other cell's formula would have to be typed separately. One solution is to dene a name for the tax rate in C3 for future reference. Highlight cell C3 and select Insert, Name, Dene... Type the name Tax. Now you can enter a formula as, in cell D6 for example, =C6*Tax. Excel has another technique to lock a cell location that is used in a formula. This is done with the DOLLAR ($) sign. Placing a $ in front of the column, or row (or both) indicates that the row and/or column location of a value is xed or absolute and remains the same whenever the formula is copied.

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Relative vs. Absolute Cell References

In this example, you need the tax on each amount entered. If you entered the formula, =C6*C3 in D6, you could not copy it to another cell because the tax value is stationary in cell C3. However, the formula, =C6*$C$3, tells the computer that the tax value is always located in C3 and this formula may be copied to other columns and rows of gures when you want to multiply the value in the adjacent lefthand cell by the value in C3.

Using Mixed Cell Addresses

It is possible to lock either the row or column and leave the rest of the cell address in relative form. This may be used to keep the cell source locked in a column or row instead of a cell.

This spreadsheet is used to calculate the different tax rates on the numbers entered into column B. The formula in C5 would be =B5*C2 and could be entered that way if you did not want to copy it to the other cells.

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Relative vs. Absolute Cell References

The formula in C5 would be =B5*C2.

If this formula were copied to C6, it would copy as =B6*C3, but there is nothing in C3, so the copied formula would be incorrect.

However, if the formula were written =B5*C$2, the formula could be copied to all the cells in column C because the dollar sign ($) xes the row location of the percentage.

The entry for D5 would be =B5*D$2 and the entry for E5 would be =B5*E$2. This formula could be copied to cells C6 and C7, but not to D5, D6, and D7 or E5, E6, and E7. You can write a single formula for cell C5 that could be copied to columns D and E. Slightly modify the formula for C5. Instead of B5, lock column B in place as the location of the numbers. The formula would be =$B5*C$2. Use this formula in C5; copy it to the other cells. Move the cursor to other cells and review the formula that the computer placed in those cells.

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Customizing Formats

Using Range Names in a Formula

If the values of the multiplicands are directly above and to the left of the target cell, range names may be assigned and used in formulas to accomplish the same tasks that would otherwise require mixed cell addresses.

To handle situations like the above example that require absolute row and column entries, use Name, Dene to establish two sources of data input. Insert, Name, Dene may be used to assign names to a row of values and another name to a column of values. In the above example, name the tax amounts in C2:E2, Tax and the sales amounts in B5:B7, Sales. The array of intermediate values may be lled in by entering the formula =Tax*Sales in one cell, C5, and copying it to C5:E7. Note: The values used are those directly above and to the left of the target cell. This method does not work under other circumstances.

Customizing Formats
Excel offers many formats that can be used for numeric display. Often, however, these are not adequate for all situations. In those cases a format may be created. You cannot copy these formats from one spreadsheet to another. Instead, they must be entered on each worksheet as needed. An alternative to this process is a template spreadsheet that is used to create new spreadsheets. On this sheet, enter all of your frequently used customized formats, and use this as a starting point for all other spreadsheets. Lock the le and use Save as... when starting a new sheet, open this le and rename it. Another method of transfer is to copy a formatted cell or cells from one worksheet to another using Copy and Paste Special & Paste Formulas.

Dates
Enter dates and times with the CONTROL and COMMAND keys.
CONTROL ; COMMAND ; date time

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Customizing Formats

Dates may also be entered in any of these formats but the formula display is mm/dd/yyyy form unless it has been modied by the format menu. Upper case or lower case may be entered. Do not enter a period after the month's abbreviation, but do enter a space between the comma and year.

Times
Acceptable Time Entries 4:48:00 PM 4:48 PM 16:48:00 16:48 4:48 Formula Line Contents 4:48:00 PM 4:48 PM 4:48:00 PM 4:48 PM 4:48 AM

Cell Display 4:48 PM 4:48 PM 4:48 PM 4:48 PM 4:48

You can change or customize display formats for time and date. If a date or time has been entered into a cell and you want to replace the cell contents with a number in a different number format, enter the number in the new format. When numbers that cannot be valid dates are used in a date or time format (e.g. 13/7/88 or 8:99), these entries are displayed as text.

Formats
Date formats may be modied to display the date in a customized fashion. Use the m, d, y to write a custom format for your dates under Format, Cells..., Number, Category Custom.

Entry m mmm mmmm d or dd ddd dddd yy yyyy

Display numerical value of the month abbreviation of month whole name of month numerical value of the day abbreviation of day of week whole name of day of week last two digits of year all four digits of year

Enter today's date in A1. Copy it to A2 through A10. Try different date displays for these cells. Widen column A as needed.

m/d/yy mmm/dd/yy mmmm dd, yy mmmm dd, yyyy

mm/dd/yy dd/mmm/yy dd mmm yyyy dddd, mmmm dd, yyyy

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Display Options

Non-mathematical Numbers
Telephone numbers and the like are often easier to enter as a number sequence without the dash (-). If 3459876 were entered and formatted with the form 000-0000, the screen would display the telephone number in its standard format (345-9876). Other formats could be 0/000/0/0/00 or 000-00-0000.

Display Options
Hiding Cells
To hide a cell, rst highlight it, select Format, Cells...Number, Custom Category, and enter a SEMICOLON (;) as a new type. This will appear as;; in the format selections.

Hiding whole columns

To hide a whole column, use Format, Column, Hide. When you hide a column, initially the line between the adjacent columns is selected. To redisplay the column, highlight the adjacent columns of the hidden one, and select Format, Column, Unhide.

Freezing Panes or Titles

When scrolling through a spreadsheet it is often helpful to have column titles or headings freeze so that one can refer to the headings with all the numbers. To do this use the split bar (above and to the right of the scroll bars) to split the window into two or four sections. Scroll so that the rows/columns that you want are displayed at the top and to the left of the screen. Drag the split bars to separate the headings and titles from the other data. You can scroll each window independently. To remove the splits, drag the horizontal bar up toward the column heading or the vertical split right toward the srcroll bar. If you want the top and left displays to scroll when the main window scrolls, select Window, Freeze Panes.

Protection vs. Unprotection

A whole workbook or individual sheet may be protected. This allows it to be viewed, but not altered. This feature is enabled by choosing Tools, Protection and then selecting sheet or workbook.

Protection with Templates

When a template is created, some cells may be protected against accidental entry while other cells are left open for data entry. Usually, the spreadsheet is protected except for the cells that should contain numerical input. When these numbers are entered, existing formulas calculate totals and other values. Protecting a spreadsheet in this fashion is a two step process. Select the parts to be protected and unprotected. By default, the cells are locked. Highlight the cells that are to be unprotected, and select Format, Cells, Protection. If Locked is already selected, click on Locked to unlock these cells. Turn Protection on. Select Tools, Protection, Sheet. Both the contents and the window presentation may be protected. Enter a password if desired. If you choose to enter a password, make sure it is something you can remember!. You can not get into the spreadsheet if you forget your password. Intermediate Microsoft Excel X

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Manual Recalculation

Use Multiple Windows with the Same Worksheet

Select Window, New Window and size and scroll each window as desired. Worksheets will have the same name with the exception of the trailing number, 1 or 2. This technique is often used to view two different sections of the worksheet at the same time. Another application of this technique is to display values in one window and formulas in the other window. (Edit, Preferences, View, and click on Formulas). In this situation, the formula columns are displayed in a wide format. The numbers assigned to the column widths in both displays are the same. Therefore any attempts to make the column appear to be the same width are useless.

Manual Recalculation
Sometimes many numbers need to be entered into a worksheet before the calculations make sense. Under these circumstances, automatic recalculation is sometimes turned off during data entry and recalculation is done only after the data is complete. Select Edit, Preferences, Calculation and click on Manual to turn off automatic calculation. To calculate, select Edit, Preferences, Calculation and click on Calculate Now or return to automatic recalculation with Edit, Preferences, Calculation, and click on Automatic. This is a tool for data entry, not creating spreadsheets. Note: If you turn Calculation to Manual and open a new worksheet, its Calculation setting will be Manual, also.

Special Copy Applications

Ofce Clipboard
If you would like to cut or copy many separate items, Excel X will hold them on the Ofce Clipboard. You must rst open the Ofce Clipboard by selecting View, Ofce Clipboard. Once the Ofce Clipboard is opened, you can select and cut/copy many different items and they will all be listed on the Clipboard. To paste them, just highlight which piece of text you want and then use the Paste command.

After this, you can continue to copy many items or you can choose to paste the items right away. When you wish to paste, you can use Paste or Paste Special. You can paste each item individually by highlighting the cell in which you want the text placed and double-clicking on the icon in the Ofce Clipboard. You may delete items from the Ofce Clipboard by highlighting and then clicking on the small Trash Can located on the bottom of the window.

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Using Dates

Copying a Range as Seen on the Screen

Highlight the desired selection. Press down the SHIFT key and select Edit, Copy Picture. Notice that under the Edit menu the command changes from copy to 'copy picture' when using the SHIFT key. Choose As Shown on Screen or As Shown when Printed. Paste the picture into a word processing document. To turn off the column and row names, change the display (Edit, Preferences, View) and click on Row and Column Headers.

Copying a Value without the Formula

With this option, you can paste the value of a cell instead of the formula. You can also copy formats. Select a cell that contains a formula and select Edit, Copy. Copy the entry to another cell. Edit, Paste Special, click on Values, then OK.

Copying a Relative Formula without Changing Cell References

Select the cell, do not select Copy yet. Highlight the entire formula in the Formula Bar. Choose Edit, Copy. Click the enter box. Click on the destination cell. Select Edit, Paste. (This does not copy the format.)

Use Fill
Edit, Fill, Left, Right, Up, Down are quick commands to ll a section of the worksheet with the same information. Place an entry in a cell. Dene a range and select the Fill command. You may also ll a range by selecting the ll handle at the lower-right corner of a cell, and dragging through a selection of cells to be lled.

Using Dates
Date Arithmetic
When you need days that are one week apart, one method is to add 7 to the preceding date. Note: The format is not automatically copied to the new cell.

Series
Date series are very useful.

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Creating Charts Enter a date in D1. Select a range D1-D10. Choose Edit, Fill, Series and click on month. Try other date series options. Day Weekday Month Year Select different step values. You may also enter a series by simply starting the series (for example, enter two consecutive dates in two neighboring cells) and highlight these two cells. Select the ll handle at the lower-right corner of the highlighted range and drag through the selection of cells through which the series will continue. Excel will automatically recognize the series from your rst two entries and continue this series through the cells you have selected.

Creating Charts
Charts allow people to visually compare and analyze data for patterns and trends. Instead of analyzing a complicated spreadsheet, a quick glance at a chart can display rising and falling trends, portions of a whole, or comparisons to previous or projected gures. Charts can be created on its own sheet or embedded into a worksheet. In either case, the chart is linked to the data on a worksheet. Therefore, any changes to your data will result in the automatic updating of the chart. Creating charts in Excel is a ve step process: Select the data in the spreadsheet Select the chart type Specify the category labels and values Specify chart options (e.g. title, axis labels, legend) Specify where to place the chart The Chart Wizard will walk you through the majority of these steps.

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Creating Charts

After selecting your data, select the Insert, Chart menu option or click the Chart Wizard button on the toolbar. The following dialogue box will appear.

There are two sections within the Standard Types tab. Under Chart type, scroll through the list of generic charts and select one that will effectively present your data. In the Chart sub-type section, choose one of the available varieties of the chart you wish to use. Clicking the Press and Hold to View Sample button will preview the chart type you have selected when applied to your data. After selecting the chart type and sub-type, click the Next > button to proceed.

The next step is to specify the data values and category labels of your chart. In the Data Range tab, the Data range box should contain the cell addresses for your data. Be sure it does not contain the cell addresses for your labels. To edit the addresses, you can manually type in the cell addresses or click the Collapse Dialogue Box button located on the right edge of the Data range box and select the data within the spreadsheet. Specify whether your data is contained in rows or columns by selecting the appropriate radio button in the Series in section. Click the Series tab. In the Name box, enter a name for the data series you are charting. This name will also be used in the legend. The Values box should contain the cell addresses for your data. In the Cate-

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Creating Charts

gory label box, enter the cell addresses for the category labels. If your graph contains an x-axis (or category axis), this box will be referred to as Category (X) axis label. After verifying the data series and labels, click the Next > button to continue.

In the Titles tab, enter the text, if applicable, for the Chart title, Category (X) axis, Value (Y) axis, Value (Z) axis, Second Category (X) axis, Second Value (Y) axis, Second Value (Z) axis. The preview window will reect the changes you have made in this section. The Axes tab allows one to control the display of the primary axes, while the Gridline tab gives the option of displaying major and minor gridlines for the primary axes. In the Legend tab, decide if you wish the legend to appear in the chart and where it should be placed. In the Data Labels tab, indicate how data labels are to be displayed in the chart, if at all. Based on the type of chart chosen, these options could be slightly different, i.e. Z-axis. The Data Table tab gives the option of displaying the values of each data series in a table below the chart. Note: this option is not available for pie, scatter, radar, doughnut, bubble or surface charts. Again, the preview windows will reect any changes you make in these sections. After specifying the chart options, click the Next > button.

The last step is to indicate where do you want the new chart to be located. Selecting As new sheet and giving it a name will create a new sheet within your workbook. Selecting As object in and selecting a sheet name from the drop down menu will insert the chart into an existing worksheet. Click Finish to exit the Chart Wizard.

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Reformatting a Chart

Reformatting a Chart
After creating a chart, it is possible to reformat it and change its appearance. To access any of the options set in the Chart Wizard, go to the Chart menu. The Chart Type, Source Data, Chart Options, and Location submenus correspond to the four steps of the Chart Wizard. The Chart Toolbar appears after a chart is inserted in the worksheet. You can reformat the chart using the following buttons and the Formatting Palette.

chart objects format chart area

angle text upward angle text downward by column chart type by row legend data table

Getting Help
The Excel program includes a useful on-line help assistant that may answer many of your questions while you are working. From the Help Menu select Microsoft Excel Help. If you have problems working with Microsoft Excel X or any of the hardware, you may contact the Consulting Center at 713.348.4983, stop by Mudd 103, or send email to problem@rice.edu.

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Buttons and Their Functions

Buttons and Their Functions

Common disk and le functions: Create a new worksheet, open a document, save to disk, ag for follow-up, print the active document, and print preview.

Turns the Formatting Palette on or off.

Sums columns and rows to the left or above targeted cell. Starts the function wizard to insert or edit a function.

Undo and Repeat. Undoes the last action, or Repeats the last action or command.

Cut, Copy, Paste, and Paste Format allows you to manipulate your data and formats.

Chart Wizard: creates an embedded chart from selected cells. The user must select an area for the chart on the worksheet.

Insert a HyperLink

Sorts selected rows in ascending or descending order.

Opens the Drawing Toolbar.

Zoom, scales the view of the page larger or smaller

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