Your SlideShare is downloading. ×
Triad 2010 excel_chapter_4
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

Triad 2010 excel_chapter_4

1,330
views

Published on

Published in: Technology, Art & Photos

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
1,330
On Slideshare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
373
Comments
0
Likes
0
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide
  • Excel Skills Page: EX-114 A picture is worth a thousand words; use Excel to create charts that make your data more easily understood. Also in this chapter, learn to use more advanced Excel tools for data analysis.
  • Excel Skill 4.1 Inserting a Column Chart Pages: EX-115 and EX-116 Chart Tools contextual tabs provide design, layout, and formatting options to customize the chart.
  • Excel Skill 4.1 Inserting a Column Chart Pages: EX-115 and EX-116; Figure EX 4.1 try this - You can also insert a chart from the Insert Chart dialog box: On the Insert tab, in the Charts group, click the Chart dialog box launcher. In the Insert Chart dialog box, click a chart type category to display that category in the right pane. Click a chart type in the right pane to select it. Click OK to add the chart to the worksheet.
  • Excel Skill 4.1 Inserting a Column Chart Pages: EX-115 and EX-116; Figure EX 4.2 (glossary, p. 23) Excel automatically inserts the chart into your active worksheet.
  • Excel Skill 4.1 Inserting a Column Chart Page: EX-116; Figures EX 4.2 and EX 4.3
  • Excel Skill 4.2 Working with Pie Charts Page: EX-117
  • Excel Skill 4.2 Working with Pie Charts Page: EX-117; Figure EX 4.4 try this - You can also insert a pie chart from the Insert Chart dialog box: Click the Chart dialog box launcher in the Charts group on the Insert tab. In the Insert Chart dialog box, click Pie in the category list to display that category in the right pane. Click a pie chart type in the right pane to select it. Click OK to add the chart to the worksheet.
  • Excel Skill 4.3 Working with Line Charts Page: EX-118; Figure EX 4.5
  • Excel Skill 4.3 Working with Line Charts Pages: EX-118 and EX-119; Figure EX 4.5 try this - You can also insert a line chart from the Insert Chart dialog box.
  • Excel Skill 4.3 Working with Line Charts Page: EX-118 and EX-119; Figures EX 4.6, EX 4.7, and EX 4.8
  • Excel Skill 4.4 Changing the Chart Design Page: EX-120 Changing the layout and style of a chart can make a dramatic impact. When you insert a chart, Excel displays the Chart Tools contextual tabs.
  • Excel Skill 4.4 Changing the Chart Design Page: EX-120; Figure EX 4.9
  • Excel Skill 4.5 Changing the Chart Layout Page: EX-121 Once you apply a Quick Layout to your chart, you may need to further modify layout elements such as the placement of titles, labels, and the chart legend. You can also specify whether or not the data table appears as part of the chart.
  • Excel Skill 4.5 Changing the Chart Layout Pages: EX-121 and EX-122; Figures EX 4.10, EX 4.11, and EX 4.12 tell me more - The changes you make from the Chart Tools Layout tab apply only to the part of the chart you have selected. You can verify your selection (or change it) from the Chart Elements drop-down list at the top of the Current Selection group. try this - You can add data labels to the chart by right-clicking the data and selecting Add Data Labels from the menu.
  • Excel Skill 4.6 Changing the Chart Type Pages: EX-123 and EX-124; Figures EX 4.13, EX 4.14, and EX 4.15. Often, when you insert a chart, your data do not appear exactly as you intended. After inserting a chart, you can quickly change the chart type from the Chart Tools Design tab. By changing the chart type to a stacked cylinder, you can compare each person’s contribution to the total sales. Now, each column represents the total sales for the month, and individual sales for each person are represented by a piece of that column. tips & tricks - If you typically use one type of chart, you can set that chart type as the default. In the Change Chart Type dialog box, select the chart type you want to set as the default. Next, click the Set as Default Chart button. Now when you create a new chart through the Insert Chart dialog, that chart type will automatically be selected and you won’t need to search through the different chart types to find the one you want to use. try this - To change the chart type, you can also right-click in the Chart Area of the chart and select Change Chart Type . . .
  • Excel Skill 4.7 Moving a Chart Page: EX-125
  • Excel Skill 4.7 Moving a Chart Page: EX-125 Note: If you position your mouse over an area on the chart it will display a text identifying the area, such as Chart Area or Plot Area or a text identifying the series.
  • Excel Skill 4.7 Moving a Chart Page: EX-125; Figure EX 4.16 tips & tricks - If you move the chart to a new sheet, Excel automatically names the sheet Chart1 (or Chart2, Chart3, etc., if you have multiple chart sheets in your workbook). If you want to use a different name for the new sheet, type the sheet name in the text box to the right of the New sheet radio button. try this - Right-click in the Chart Area and select Move Chart . . . from the shortcut menu to open the Move Chart dialog box.
  • Excel Skill 4.8 Converting Data into Tables Page: EX-126 When you define data as a table, Excel provides a robust tool set for formatting and analyzing the data. tips & tricks - You cannot create a table in a shared workbook. If your workbook contains a table, you will need to convert the table to a named range before sharing the workbook.
  • Excel Skill 4.8 Converting Data into Tables Page: EX-126; Figure EX 4.17 try this - To insert a table without specifying the table formatting: Select the data for your table. Click the Insert tab. Click the Table button. Excel will automatically populate the Insert Table dialog box with the selected data range. Be sure to check the My table has headers check box if appropriate. Click OK to create the table. Excel will format the table with the most recent table style used.
  • Excel Skill 4.8 Converting Data into Tables Page: EX-126
  • Excel Skill 4.9 Adding Total Rows to Tables Page: EX-127 A Total Row will display the sum of the values only if the column contains numbers. tips & tricks - The Count option can be useful when filtering records in a table. Count tells you how many records are included in the filtered table. The Count option from the Total row actually uses the COUNTA function.
  • Excel Skill 4.9 Adding Total Rows to Tables Page: EX-127; Figure EX 4.18 try this - To add the Total row to the table, right-click any cell in the table, point to Table, and click Total Row.
  • Excel Skill 4.10 Sorting Data Page: EX-128 try this - If your columns are formatted as a table, you can click the arrow at the top of the column you want to sort by and then click the sort option you want. You can also right-click any cell in the column you want to sort by. Point to Sort, and select the sorting option you want. The sorting tools are also available from the Sort & Filter group on the Data tab. The button sorts alphabetically from A to Z, or by date from oldest to newest, or by value from smallest to largest. The button sorts alphabetically from Z to A, or by date from newest to oldest, or by value from largest to smallest.
  • Excel Skill 4.10 Sorting Data Page: EX-128; Figure EX 4.19
  • Excel Skill 4.10 Sorting Data Page: EX-128 tell me more – With recent versions of Excel, the sorting and filtering options have been expanded to work with Excel’s data visualization tools. If you have any of Excel’s conditional formatting or cells styles applied to data in a table, you can sort and filter by color. If you want to organize the column so that a certain cell color or cell icon appears at the top and another appears at the bottom, click the Custom Sort . . . option at the bottom of the Sort by Color menu. In the Sort dialog box, you can add sorting levels. For Cell Color or Cell Icon, the Order options are On Top or On Bottom.
  • Excel Skill 4.11 Using AutoFilter Page: EX-129 try this - To enable filtering: Click the Data tab. In the Sort & Filter group, click the Filter button.
  • Excel Skill 4.11 Using AutoFilter Page: EX-129; Figure EX 4.20
  • Excel Skill 4.11 Using AutoFilter Page: EX-129 try this - To clear the filter, you can: On the Home tab, in the Sorting & Filtering group, click the Sort & Filter button, and then click the Clear Filter button. Click the Data tab. In the Sort & Filter group, click the Clear button.
  • Excel Skill 4.12 Working with Sparklines Page: EX-130
  • Excel Skill 4.12 Working with Sparklines Page: EX-130; Figure EX 4.21
  • Excel Skill 4.12 Working with Sparklines Pages: EX-130 and EX-131; Figure EX 4.22 In this example, the Sparklines show the trend for each person’s sales over the selected three-month period.
  • Excel Skill 4.12 Working with Sparklines Page: EX-131; Figure EX 4.23
  • Excel Skill 4.13 Analyzing Data with Goal Seek Page: EX-132
  • Excel Skill 4.13 Analyzing Data with Goal Seek Page: EX-132; Figure EX 4.24
  • Excel Skill 4.13 Analyzing Data with Goal Seek Page: EX-132; Figure EX 4.25
  • Excel Skill 4.14 Analyzing Data with Data Tables Page: EX-133
  • Excel Skill 4.14 Analyzing Data with Data Tables Page: EX-133; Figure EX 4.26
  • Excel Skill 4.14 Analyzing Data with Data Tables Page: EX-133; Figure EX 4.27
  • Excel Skill 4.15 Applying Conditional Formatting with Highlight Cells Rules Page: EX-134 You should resist the temptation to overuse conditional formatting. Conditional formatting should be used to highlight important data or data trends, not colorize the entire worksheet. Highlighting cells with duplicate values can be especially helpful when you are analyzing data.
  • Excel Skill 4.15 Applying Conditional Formatting with Highlight Cells Rules Page: EX-134; Figure EX 4.28
  • Excel Skill 4.15 Applying Conditional Formatting with Highlight Cells Rules Page: EX-135; Figure EX 4.29
  • Excel Skill 4.16 Applying Conditional Formatting with Top/Bottom Rules Page: EX-136
  • Excel Skill 4.16 Applying Conditional Formatting with Top/Bottom Rules Page: EX-136; Figures EX 4.30 and EX 4.31
  • Excel Skill 4.17 Applying Conditional Formatting with Data Bars, Color Scales, and Icon Sets Page: EX-137
  • Excel Skill 4.17 Applying Conditional Formatting with Data Bars, Color Scales, and Icon Sets Page: EX-137; Figure EX 4.32
  • Excel Skill 4.18 Creating PivotTables Page: EX-138
  • Excel Skill 4.18 Creating PivotTables Page: EX-138; Figure EX 4.33
  • Excel Skill 4.18 Creating PivotTables Pages: EX-138 and EX-139; Figure EX 4.33 tips & tricks - You can click and drag fields in the Row Labels and Values boxes to reorder them. try this - You can also create a PivotTable from a table by clicking the Table Tools Design tab. In the Tools group, click the Summarize with PivotTable button. To open the Value Field Settings dialog box, you can also click the arrow next to the field name in the Values box, and then select Value Field Settings . . .
  • Excel Skill 4.18 Creating PivotTables Page: EX-139; Figure EX 4.34 By default, PivotTables calculate totals using the SUM function.
  • Excel Skill 4.19 Creating PivotCharts Page: EX-140
  • Excel Skill 4.19 Creating PivotCharts Page: EX-140; Figure EX 4.35 try this - You can also create a PivotChart without creating the PivotTable first. Begin with any cell in a table selected or select the range you want to use in your PivotChart. Click the Insert tab. In the Tables group, click the PivotTable button arrow, and click PivotChart. The Create PivotTable with PivotChart dialog box opens. Click OK to create both the PivotTable and accompanying PivotChart in a new worksheet. The empty PivotTable layout appears with an empty PivotChart next to it. As you add fields to the PivotTable, the PivotChart builds automatically.
  • Excel Skills Page: EX-114
  • Transcript

    • 1. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.excel 2010Chapter 4Chapter 4Adding ChartsAdding Chartsand Analyzingand AnalyzingDataData
    • 2. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel 2010 Adding Charts and Analyzing DataExcel 2010 Adding Charts and Analyzing Data• Skill 4.1 Inserting a Column Chart• Skill 4.2 Working with Pie Charts• Skill 4.3 Working with Line Charts• Skill 4.4 Changing the ChartDesign• Skill 4.5 Changing the ChartLayout• Skill 4.6 Changing the Chart Type• Skill 4.7 Moving a Chart• Skill 4.8 Converting Data intoTables• Skill 4.9 Adding Total Rows toTables• Skill 4.10 Sorting Data• Skill 4.11 Using AutoFilter• Skill 4.12 Working with Sparklines• Skill 4.13 Analyzing Data with GoalSeek• Skill 4.14 Analyzing Data with DataTables• Skill 4.15 Applying ConditionalFormatting with Highlight CellsRules• Skill 4.16 Applying ConditionalFormatting with Top/Bottom Rules• Skill 4.17 Applying ConditionalFormatting with Data Bars, ColorScales, and Icon Sets• Skill 4.18 Creating PivotTables• Skill 4.19 Creating PivotCharts4-2
    • 3. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.1Excel Skill 4.1Inserting a Column ChartInserting a Column Chart• A chart is a graphic that transforms numerical data into amore visual representation.– Often, charts make it easier to see data trends and relationships.– In Excel, you can create a wide variety of charts including columncharts, pie charts, and line charts.• When the chart is selected, the Chart Tools contextualtabs are available.– Design tab —Allows you to change the chart type, layout, andchart style. You can also modify the chart data from the Designtab.– Format tab —Allows you to change the individual formattingelements of the chart, such as fill, outline, and effects.– Layout tab —Allows you to change the individual elements of thechart layout, such as the appearance of the legend or chart title.4-3
    • 4. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the data you want tovisualize as a chart.2. Click the Insert tab.3. In the Charts group, click thebutton for the type of chart youwant.4. Click the specific chart typefrom the gallery.To Add a Chart to a WorkbookTo Add a Chart to a Workbook4-4
    • 5. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.• Column charts work best withdata that are organized intorows and columns like atable.• Excel automatically uses rowheadings as the categorieson the horizontal (x) axis.• For each category, columnsrepresent the values of eachcell in the row.• Values in the cell range (datapoints) are grouped bycolumn headings (the dataseries) and are plotted alongthe vertical (y) axis.• The chart legend provides akey for the chart definingwhich data series isrepresented by each colorColumn ChartsColumn Charts4-5
    • 6. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. On the Chart Tools Designtab, in the Data group, clickthe Switch Row/Columnbutton.2. Now the row headings arepresented as the data series,and the column headings arethe categories along the xaxis. The same data pointsare displayed, but they aregrouped differently.To Change Which Way the Data Series Is PresentedTo Change Which Way the Data Series Is Presented4-6
    • 7. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.2Excel Skill 4.2Working with Pie ChartsWorking with Pie Charts• Pie charts represent data as parts of a whole.– Do not have x and y axes like column charts.– Each value is a visual “slice” of the pie.– Work best when evaluating values as they relate to atotal value.• For example, departmental budgets in relation to theentire budget, or each employee’s bonus in relation to theentire bonus pool.• In an “exploded” pie chart, each slice is slightlyseparated from the whole.– You can “explode” a single slice by clicking it anddragging it away from the rest of the slices.– Exploding a single slice of data gives it emphasis.4-7
    • 8. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the data you want toinclude in the pie chart.2. Click the Insert tab.3. In the Charts group, click thePie button.4. Click the specific pie chart typefrom the gallery.Excel automatically inserts thechart into your activeworksheet.To Add a Pie ChartTo Add a Pie Chart4-8
    • 9. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.3Excel Skill 4.3Working with Line ChartsWorking with Line Charts• Line charts feature a lineconnecting each data point—showing the movement of valuesover time.• Line charts work best when datatrends over time are important.4-9
    • 10. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the data you want toinclude in the line chart. Besure to include both valuesand the related cells thatrepresent time segments(dates, calendar, quarters,etc.).2. Click the Insert tab.3. In the Charts group, click theLine button.4. Click the specific line charttype from the gallery. Excelautomatically inserts the chartinto your active worksheet.To Add a Line ChartTo Add a Line Chart4-10
    • 11. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the chart by clickinganywhere in the Chart Area (anyempty area of the chart).2. In the Chart Tools Design tab, Datagroup, click the Select Data button.3. The Select Data Source dialog boxopens showing the current dataseries.4. Click the Add button.5. The Edit Series dialog box opens.Enter the appropriate cell referencein the Series name: box. Enter theappropriate cell range in the Seriesvalues: box. Click O K.6. The Select Data Source dialog boxopens again with the new dataseries added. Click OK to add thedata series to your line chart.To Add Another Data Series to a Line ChartTo Add Another Data Series to a Line Chart4-11
    • 12. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.4Excel Skill 4.4Changing the Chart DesignChanging the Chart Design• Chart Tools contextual tabs provide easy access to all thechart design, layout, and formatting tools.• From the Design tab, you can change the chart layout orstyle using the predefined Quick Layouts and QuickStyles.• Quick Layouts apply combinations of labels, titles, and datatables.• Quick Styles apply combinations of colors, line styles, fills, andshape effects that coordinate with the workbook theme.• The Chart Tools Layout tab allows you to change chartlayout elements manually.• The Chart Tools Format tab allows you to change chartstyle elements manually.4-12
    • 13. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.To change the chart layout usinga Quick Layout:1.Click the Design tab underChart Tools.2.In the Chart Layouts group,click one of the chart layouts, orclick the More button to see all ofthe chart layouts available.To change the chart style using aQuick Style:1.Click the Design tab underChart Tools.2.In the Chart Styles group, clickthe style you want to use, or clickthe More button to see all of thechart styles available.To Change Chart Layout Using a Quick Layout or Quick StyleTo Change Chart Layout Using a Quick Layout or Quick Style4-13
    • 14. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.5Excel Skill 4.5Changing the Chart LayoutChanging the Chart Layout• Chart Title —Hide or show and position the chart title.• Axis Titles —Hide or show the horizontal axis titleand hide or show and control the appearance of thevertical axis title.• Legend —Control the appearance of the chart legendexplaining how the various chart colors correspond todata elements.• Data Labels —Hide or show and position the valuesfor chart elements.• Data Table —Hide or show the data table as part ofthe chart.4-14
    • 15. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the Chart Area to selectthe chart.2. Click the Chart Tools Layouttab.3. From the Labels group, clickthe button for the element youwant to change, and thenselect the specific option youwant.To Change Specific Layout OptionsTo Change Specific Layout Options4-15
    • 16. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.To change the chart type:1.Click the Design tab underChart Tools.2.In the Type group, click theChange Chart Type button.3.In the Change Chart Typedialog box, click a chart typecategory to display that categoryin the right pane.4.Click a chart type in the rightpane to select it.5.Click OK to change the charttype.This clustered column chartshows a separate column foreach salesperson’s total salesper month, but it doesn’t depictthe total sales for everyone.Excel Skill 4.6Excel Skill 4.6Changing the Chart TypeChanging the Chart Type4-16
    • 17. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.7Excel Skill 4.7Moving a ChartMoving a Chart• When you first create a chart, Excel places thechart in the middle of the worksheet. There aretwo ways to move a chart on a sheet.– Move a chart to a new position on the sheet byselecting it and then dragging it anywhere on theworksheet.• If your chart is large or complex, you may want thechart to appear on its own worksheet.4-17
    • 18. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click in the Chart Area of thechart you want to move. (Becareful not to click in the plot area,or you will move the chart plotarea instead of the entire chart.)Your mouse cursor will change tothe move cursor.2. With your left mouse buttondepressed, drag the chart to thenew location on the worksheet,and then release the mousebutton to “drop” the chart at thenew location.To Move a Chart by DraggingTo Move a Chart by Dragging4-18
    • 19. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. If necessary, select the chart. Ifyou just created the chart, it willstill be selected.2. From the Chart Tools Designcontextual tab, click the MoveChart button from the Locationgroup.3. The Move Chart dialog boxopens.4. In the Move Chart dialog box,click the New sheet radiobutton to move the chart to itsown worksheet; or5. Click the Object in radio button,and then select the name of thesheet you want to move thechart to from the drop-down list.6. Click OK.To Move a Chart to a New SheetTo Move a Chart to a New Sheet4-19
    • 20. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.8Excel Skill 4.8Converting Data into TablesConverting Data into Tables• In Excel, you can define a series of adjacent cells as atable.– In the table, the header row automatically includes filteringand sorting.– When you add new data to the right of the table, Excelautomatically includes the column in the table.• One of the most useful features of tables is the ability toreference table column names in formulas.– When you enter a formula in a table, you can referencecolumn names by enclosing the column header text inbrackets: [column name here].– For example, to calculate the value of the Total Spentcolumn divided by the Visits column, you would enter theformula [Total Spent]/[Visits].4-20
    • 21. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the data for your table.2. On the Home tab, in the Stylesgroup, click the Format asTable button to display theTable Styles gallery.3. Click the style you want to usefor your table.4. Excel will automaticallypopulate the Format as Tabledialog box with the selecteddata range.5. Be sure to check the My tablehas headers check box ifappropriate.6. Click OK to create the table.To Define Data as a TableTo Define Data as a Table4-21
    • 22. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the first cell in the tablecolumn where you want to usea formula.2. Begin typing the formula.When you are at the point inthe formula where you want toreference a column name, typea [ character. Excelautomatically presents a list ofavailable column names.3. Double-click the column youwant to add to the formula.4. When you are finishedentering the formula, pressEnter. Excel automaticallycopies the formula to theremaining cells in the tablecolumn.To Enter a Formula Referencing Column NamesTo Enter a Formula Referencing Column Names4-22
    • 23. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.9Excel Skill 4.9Working with Named RangesWorking with Named Ranges• If you have data formatted as a table, you can add a Total row toquickly calculate an aggregate function such as the sum or average ofall the values in the column.• When you enable the Total row, the first cell in the Total rowautomatically displays the word “Total” and the last cell in the Total rowautomatically calculates the sum of the values in that column.• Total Row Functions– Average —calculates the average value in the column.– Count —counts the number of cells with data (text or number) in thecolumn.– Count Numbers —counts the number of cells containing numbers in thecolumn.– Max —returns the largest numerical value in the column.– Min —returns the smallest numerical value in the column.– Sum —calculates the total of all the values in the column.– StdDev—calculates the statistical standard deviation.– Var—calculates the statistical variance.4-23
    • 24. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. On the Table Tools Designtab, in the Table Style Optionsgroup, click the Total Rowcheck box.2. In the Total row at the bottomof the table, click the columnwhere you want to add a total.3. Click the arrow, and select thefunction you want to use.To Add a Total Row to a TableTo Add a Total Row to a Table4-24
    • 25. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.10Excel Skill 4.10Sorting DataSorting Data• Sorting rearranges the rows in your worksheet by the datain a column or columns. You can sort alphabetically, bydate, or by values.• With recent versions of Excel, the sorting and filteringoptions have been expanded to work with Excel’s datavisualization tools. If you have any of Excel’s conditionalformatting or cell styles applied to data in a table, you cansort and filter by color.4-25
    • 26. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click any cell in the column to sort.2. On the Home tab, in the Editing group,click the Sort & Filter button.3. Click the sorting option you want. Thesorting options change depending on thetype of data in the column you are sortingby.• If the numbers in the column areformatted as dates, Excel detectsthis and offers sorting options SortOldest to Newest and SortNewest to Oldest.• If the column contains text, the sortoptions are Sort A to Z and Sort Zto A.• If the column contains numbers, thesort options are Sort Smallest toLargest and Sort Largest toSmallest.To Sort the Data in Your WorksheetTo Sort the Data in Your Worksheet4-26
    • 27. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the arrow at the top of thecolumn you want to sort.2. Point to Sort by Color to expand themenu.3. Click the color or icon you want toappear at the top of the column.To Sort the Data by ColorTo Sort the Data by Color4-27
    • 28. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.11Excel Skill 4.11Using AutoFilterUsing AutoFilter• If your worksheet has many rows of data, you may want to filter thedata to show only rows that meet criteria you specify. If your columnsare not formatted as a table, you must first enable AutoFilter:1.On the Home tab, in the Editing group, click the Sort & Filterbutton.2.Click Filter to enable AutoFilter.• If your columns are formatted as a table, AutoFilter is enabledautomatically.• Besides filtering by matching exact values, you can filter for valuesthat meet broader criteria.– Different columns with different data types will have different filteringcriteria options available.– For example, if the column contains dates, the AutoFilter menuincludes a Date Filters submenu.– If you have applied conditional formatting to your data, you can alsofilter by cell color or cell icon.4-28
    • 29. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the arrow at the top of thecolumn that contains the datayou want to filter for.2. At first, all of the filter optionsare checked. Click the (SelectAll) check box to remove all ofthe check marks.3. Click the check box or checkboxes in front of the values youwant to filter by.4. Click OK. Excel displays onlythe rows that include the valuesyou specified.To Filter Data Using AutoFilterTo Filter Data Using AutoFilter4-29
    • 30. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the arrow at the top of thecolumn that you filtered by. In atable, when filtering is enabled,the column header includes afilter icon.2. Click the Clear Filter optionfrom the menu.To Clear the FilterTo Clear the Filter4-30
    • 31. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.12Excel Skill 4.12Working with SparklinesWorking with Sparklines• Sparklines are a new type of chart available in Excel 2010. Sparklinesrepresent each data series as an individual graphic within a singlecell.– As you update the underlying data series, the Sparklines updateimmediately.• Sparklines are not actually chart objects—they are charts in thebackground of the cells.• You can add text and other data to the cells that contain Sparklines.• You can also extend the Sparklines over multiple cells using theMerge & Center commands.• When cells containing Sparklines are selected, the Sparkline ToolsDesign contextual tab becomes active.– From this tab you can customize the look of the Sparklinesincluding emphasizing high or low points, changing the type ofSparkline used, and changing colors.4-31
    • 32. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the data range with thedata points for the Sparklines.2. On the Insert tab, in theSparklines group, click thebutton for the type of Sparklineyou want to insert: Line,Column, or Win/Loss.To Add Sparklines to your WorksheetTo Add Sparklines to your Worksheet4-32
    • 33. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.3. The Create Sparklines dialogbox opens with the selectedrange added to the DataRange: box.4. In the Location Range: box,enter the cell range where youwant the Sparklines to appear.If the location range is to theleft or right of the data range,it should include the samenumber of rows as the datarange. If the location range isabove or below the datarange, it should have thesame number of columns asthe data range.5. Click OK to insert theSparklines.To Add Sparklines to your WorksheetTo Add Sparklines to your Worksheet4-33
    • 34. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the cells containingthe Sparklines.2. On the Sparkline ToolsDesign tab, in the Groupgroup, click the Clear button.To Remove SparklinesTo Remove Sparklines4-34
    • 35. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.13Excel Skill 4.13Analyzing Data with Goal SeekAnalyzing Data with Goal Seek• Excel’s Goal Seek function lets you enter a desired value(outcome) for a formula and specify an input cell that canbe modified in order to reach that goal.• Goal Seek changes the value of the input cellincrementally until the target outcome is reached.• Goal Seek works best in situations where there is only onevariable, such as:• Finding an optimal price point to reach a sales goal (when thenumber of units to sell is inflexible).• Finding the required number of units to sell to reach a sales goal(when the price is inflexible).• If Goal Seek cannot find a solution, try using one of the other what-ifscenario tools to analyze your data.4-35
    • 36. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the outcome cell. (Thiscell must contain a formula.)2. On the Data tab, in the DataTools group, click the What-IfAnalysis button, and thenclick Goal Seek . . .3. Verify that the outcome cell isreferenced in the Set cell: box.4. Enter the outcome value youwant in the To value: box.5. Enter the input cell (the cellthat contains the value to bechanged) in the By changingcell: box. (This cell must bereferenced in the formula inthe outcome cell and mustcontain a value, not a formula.)6. Click OK.To Conduct a What-if Analysis Using Goal SeekTo Conduct a What-if Analysis Using Goal Seek4-36
    • 37. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.7. The Goal Seek Status boxappears, letting you know ifGoal Seek was able to find asolution.8. Click OK to accept thesolution, or click Cancel toreturn the input cell to itsoriginal value.To Conduct a What-if Analysis Using Goal SeekTo Conduct a What-if Analysis Using Goal Seek4-37
    • 38. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.14Excel Skill 4.14Analyzing Data with Data TablesAnalyzing Data with Data Tables• Data tables provide a quick what-if analysis of theeffects of changing a single variable within aformula.• The data table is organized with a series of valuesfor the variable in either a column or a row.• The formula referencing the original value isplaced one cell above and to the right of the firstvalue (for columns) or to the left and one rowbelow (for rows).4-38
    • 39. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. In a column, type the series ofvalues you want to substitutefor the variable in yourformula.2. In the cell above and to theright of the first value, type theformula that references thecell you want to replace withthe new values.3. Select the data range,beginning with the empty cellabove the first value youentered.4. On the Data tab, in the DataTools group, click the What-IfAnalysis button, and clickData Table...To Create a Data Table with a Column Input FormatTo Create a Data Table with a Column Input Format4-39
    • 40. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.5. In the Data Table dialog box,the input cell is the cell thatcontains the original value forwhich you want to substitutethe values in the data table. Ifthe data table values arelisted in a column, enter thecell reference in the Columninput cell: box. If the valuesare in a row, use the Rowinput cell: box.6. Click OK.Excel completes the values inthe tables.To Create a Data Table with a Column Input FormatTo Create a Data Table with a Column Input Format4-40
    • 41. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.15Excel Skill 4.15Applying Conditional Formatting with Highlight Cells RulesApplying Conditional Formatting with Highlight Cells Rules• Conditional formatting with Highlight Cells Rules allowsyou to define formatting for cells that meet specificnumerical or text criteria (e.g., greater than a specificvalue or containing a specific text string).• Use this type of conditional formatting when you want tohighlight cells based on criteria you define.4-41
    • 42. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the data you want to applyconditional formatting to.2. On the Home tab, in the Styles group, clickthe Conditional Formatting button.3. From the menu, point to Highlight CellsRules and click the option you want:Greater Than . . .Less Than . . .Between . . .Equal To . . .Text That Contains . . .A Date Occurring . . .Duplicate Values . . .4. Each option opens a dialog box where youcan enter the condition to compareselected cells to and the formatting to applywhen selected cells match the condition.5. Click OK to apply the conditionalformatting.To Highlight Cells with Conditional FormattingTo Highlight Cells with Conditional Formatting4-42
    • 43. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the cells you want to remove theformatting from.2. On the Home tab, in the Styles group,click the Conditional Formatting button.3. Point to Clear Rules, and click theoption you want from the menu:Clear Rules from Selected CellsClear Rules from Entire SheetClear Rules from This Table(available if the selected cells arepart of a table)Clear Rules from ThisPivotTable (available if theselected cells are part of aPivotTable)To Remove Conditional FormattingTo Remove Conditional Formatting4-43
    • 44. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.16Excel Skill 4.16Applying Conditional Formatting with Top/Bottom RulesApplying Conditional Formatting with Top/Bottom Rules• One way to analyze worksheet data is to compare cellvalues to other cell values.• To highlight the highest or lowest values or values that areabove or below the average, use conditional formattingTop/Bottom Rules.• When you use Top/Bottom Rules conditional formatting,Excel automatically finds the highest, lowest, and averagevalues to compare values to, rather than asking you toenter criteria (as you do when using Highlight Cells Rules).4-44
    • 45. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the data you want to applyconditional formatting to.2. On the Home tab, in the Styles group,click the Conditional Formattingbutton.3. From the menu, point to Top/ BottomRules and click the option:Top 10 Items . . .Top 10% . . .Bottom 10 Items . . .Bottom 10% . . .Above Average . . .Below Average . . .4. Each option opens a dialog box whereyou can modify the condition and selectformatting to apply when cells matchthe condition.5. Click OK to apply the conditionalformatting.To Highlight Cells with Conditional Formatting Top/Bottom RulesTo Highlight Cells with Conditional Formatting Top/Bottom Rules4-45
    • 46. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.17Excel Skill 4.17Applying Conditional Formatting with Data Bars…Applying Conditional Formatting with Data Bars…• Conditional formatting can be used to visually representrelative values in your worksheet. Unlike Highlight CellsRules and Top/Bottom Rules, there are no conditions toset. These types of conditional formatting apply formattingto all the selected cells.• Through the Conditional Formatting Rules Manager,you can view all of your conditional formatting rules at onetime and add, modify, or delete rules. Open the ConditionalFormatting Rules Manager from the Manage Rules . . .option at the bottom of the Conditional Formatting menu.4-46
    • 47. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the data you want to applyconditional formatting to.2. On the Home tab, in the Styles group,click the Conditional Formattingbutton.3. From the menu, point to one of theoptions, and then click the specificstyle of formatting you want.• Data Bars —Display a color bar(gradient or solid) representing the cellvalue in comparison to other values(cells with higher values have longerdata bars).• Color Scales —Color the cellsaccording to one of the color scales[e.g., red to green (bad/low to good/high)or blue to red (cold/low to hot/high)].• Icon Sets —Display a graphic in the cellrepresenting the cell value in relation toother values.To Highlight Cells with Conditional FormattingTo Highlight Cells with Conditional Formatting4-47
    • 48. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.18Excel Skill 4.18Creating Pivot TablesCreating Pivot Tables• A PivotTable is a special report view that summarizesdata and calculates the intersecting totals.• PivotTables do not contain any data themselves—theysummarize data from a range or a table in another part ofyour workbook.• If the data underlying the PivotTable changes, you willneed to manually refresh the PivotTable to display theupdated data values.4-48
    • 49. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Begin with any cell in a tableselected or select the rangeyou want to use in yourPivotTable.2. Click the Insert tab.3. Click the PivotTable button inthe Tables group.4. The Create PivotTable dialogbox opens. Click OK to createa PivotTable in a newworksheet. (Notice the table orrange you selected is enteredin the Select a table or rangebox for you.)To Create a PivotTableTo Create a PivotTable4-49
    • 50. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.5. The empty PivotTable layoutappears. The PivotTable Field Listlists the column headings from yourtable or range.6. Click the check box for each fieldincluded in the PivotTable. Excelwill place fields with numeric data inthe Values area &text fields in theRow Labels area. A sum of valuesfor each row is calculatedautomatically.7. If more than one row label is added,Excel will create subtotals, basedon the order of the fields. Forexample, if you add a row label forState, &then a row label for Lastname, the PivotTable will displaysubtotal rows for each customer’slast name beneath each state.To Create a PivotTableTo Create a PivotTable4-50
    • 51. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click anywhere in the field youwant to change.2. On the PivotTable Tools Optionstab, in the Active Field group, clickthe Field Settings button.3. The Value Field Settings dialogbox opens.4. From the Summarize Values Bytab, select the type of calculationyou want.5. When you select a newcalculation type, the name in theCustom Name: box updates toreflect the new function. (Forexample, Sum of Total Spentchanges to Average of TotalSpent when you select theAverage function.)6. Click OK.To Change the Calculation TypeTo Change the Calculation Type4-51
    • 52. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 4.19Excel Skill 4.19Creating PivotChartsCreating PivotCharts• A PivotChart is a graphic representation of a PivotTable.• In a column chart, the Category fields are representedalong the x (horizontal) axis while the data values arerepresented along the y (vertical) axis.• To sort or filter the category data, click the button in thelower-left corner of the PivotChart with the name of thefield you want to sort or filter.• If your PivotTable used multiple row labels, you will see abutton for each.4-52
    • 53. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select any cell in thePivotTable.2. On the PivotTable ToolsOptions tab, in the Tools group,click the PivotChart button .3. Select a chart type from theInsert Chart dialog box.4. Click OK.5. A new PivotChart is added tothe worksheet. PivotChartsinclude all the formattingoptions that regular charts do.You can apply built-in chartstyles and layouts and modifychart elements such as thelegend, data labels, and charttitle.To Create a PivotChartTo Create a PivotChart4-53
    • 54. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel 2010 Adding Charts and Analyzing Data RecapExcel 2010 Adding Charts and Analyzing Data Recap• Skill 4.1 Inserting a Column Chart• Skill 4.2 Working with Pie Charts• Skill 4.3 Working with Line Charts• Skill 4.4 Changing the ChartDesign• Skill 4.5 Changing the ChartLayout• Skill 4.6 Changing the Chart Type• Skill 4.7 Moving a Chart• Skill 4.8 Converting Data intoTables• Skill 4.9 Adding Total Rows toTables• Skill 4.10 Sorting Data• Skill 4.11 Using AutoFilter• Skill 4.12 Working with Sparklines• Skill 4.13 Analyzing Data with GoalSeek• Skill 4.14 Analyzing Data with DataTables• Skill 4.15 Applying ConditionalFormatting with Highlight CellsRules• Skill 4.16 Applying ConditionalFormatting with Top/Bottom Rules• Skill 4.17 Applying ConditionalFormatting with Data Bars, ColorScales, and Icon Sets• Skill 4.18 Creating PivotTables• Skill 4.19 Creating PivotCharts4-54