This document provides an introduction to Microsoft Excel. It covers topics such as the Excel window, toolbars, entering and formatting data, basic formulas, printing, saving, and creating charts. The document contains instructions for common tasks like navigating within a worksheet, selecting cells, widening columns and rows, inserting and deleting columns/rows, filling and copying cell values, and using basic formatting options. It aims to familiarize new Excel users with the main interface elements and how to perform essential worksheet operations.

1. An Introduction to Microsoft Excel

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Table of Contents
AN INTRODUCTION TO MICROSOFT EXCEL..................................................... 1
INTRODUCTION TO EXCEL .................................................................................. 4
DOCUMENT WINDOW ................................................................................................... 4
THE EXCEL WINDOW ................................................................................................. 5
TOOLBARS & SHORTCUT MENUS................................................................................ 6
STANDARD TOOLBAR................................................................................................... 7
FORMATTING TOOLBAR ............................................................................................... 7
USING THE RIGHT MOUSE BUTTON............................................................................... 8
GETTING AROUND IN EXCEL ...................................................................................... 8
SELECTING GROUPS OF CELLS...................................................................................... 9
ENTERING DATA INTO A WORKSHEET ........................................................................ 9
TYPES OF DATA ..........................................................................................................10
TEXT VALUES.............................................................................................................10
CHECK SPELLING........................................................................................................11
EDITING CELL CONTENTS ...........................................................................................11
THE UNDO FEATURE .................................................................................................13
WIDENING COLUMNS ................................................................................................13
ALTERING THE ROW HEIGHT ....................................................................................14
INSERTING & DELETING COLUMN/ROWS ..................................................................15
INSERTING COLUMNS AND ROWS ................................................................................15
DELETING COLUMNS AND ROWS .................................................................................15
WORKSHEET ESSENTIALS ..................................................................................17
FILL DATA INTO A SERIES OF CELLS............................................................................17
USING AUTOFILL........................................................................................................17
USING FORMULAE .....................................................................................................18
ADDING UP A COLUMN OR ROW ..................................................................................19
USING FUNCTIONS .....................................................................................................19
ERROR MESSAGES ......................................................................................................20
COPY AND PASTE DATA ..............................................................................................20
FORMATTING YOUR WORKSHEET ....................................................................21
FONTS, SIZE, BOLD & ITALIC - EFFECTS ......................................................................21
BORDER AND SHADING ...............................................................................................21
TEXT COLOURING.......................................................................................................21
ALIGNMENT ...............................................................................................................21
NUMBER AND CURRENCY FORMATS ............................................................................22
PRINTING A WORKSHEET ..........................................................................................22
PAGE SETUP… PAGE ..................................................................................................23
PAGE SETUP… MARGINS ............................................................................................23
PAGE SETUP… HEADERS & FOOTERS ..........................................................................23
PAGE SETUP… SHEET .................................................................................................24
PRINT PREVIEW ..........................................................................................................24
SAVING YOUR WORKBOOK .......................................................................................25
CLOSING AND EXITING ...............................................................................................25

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OPENING AND EXISTING WORKBOOK ..........................................................................25
OTHER WORKSHEET ACTIVITIES .....................................................................26
NAMING A WORKSHEET ..............................................................................................26
DELETING A WORKSHEET ...........................................................................................26
CHARTS AND GRAPHS..........................................................................................27
CREATING A STANDARD CHART ................................................................................27
TYPES OF CHARTS ......................................................................................................28
CHANGING THE CHART TYPE ......................................................................................28
USING THE CHART WIZARD ......................................................................................29
ADDING DATA TO A CHART.........................................................................................31
CREATING CHARTS FROM DATA IN NON-CONTIGUOUS CELLS ......................................32
CHANGING DATA BY CHANGING THE CHART ..............................................................32
MODIFYING CHART COMPONENTS AND CHART TYPES..................................................32
CHART TOOLBAR ......................................................................................................33

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INTRODUCTION TO EXCEL
Excel documents are called workbooks and you could compare them to a binder
containing several sheets of paper. These sheets of paper are worksheets.
Each worksheet is similar to an accountant’s ledger, a large sheet of paper divided into
columns and rows, with numbers, text and calculations lined up within those columns and
rows. However, unlike a ledger, Excel performs your calculations automatically for you.
Excel Workbook
Active Cell
Column Headings
Vertical Scroll Bar
Horizontal Scroll Bar
Row Headings
Worksheets
Name Box
Document WindowApplication Window

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The Excel Window
Whenever you start Excel, it opens a Workbook Window, a group of related worksheets
named Sheet 1, Sheet 2 and Sheet 3.
Sheet 1 is open and ready for you to start typing your data.
The screen splits into two windows, an outer Application Window that holds the menus
and toolbars and an inner Document Window that is the workbook itself with its columns,
rows and worksheets.
On each window, both Application and Document, you will find in the right upper corner, a
set of three buttons.
1. Minimising Button – allows the Application or Document to be shrunk
2. Maximise Button – allows the Application or Document to display filling the whole of
your screen.
3. Restore Button – restores the Application or Document window to its original size.
4. Close Button – Closes down the Application or Document but it will prompted you to
save any changes you may have made.
These buttons change the view of your working environment. They can hide Excel
allowing you to work within Windows or another application.
When the Excel application is minimised, it is still running but you cannot used it, you
can’t see it, not until you choose to restore the application to is original or maximised
size.
Close
Buttons
Minimise
Buttons
Maximise Button
Restore Button

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Toolbars & Shortcut Menus
When Excel is open, you can see a title bar, at the top. This shows the program name
and filename. In my example, the filename is book1. This is because Excel, by default,
names the first workbook, Book1. When you save your spreadsheet and give it a name,
that name will show instead of Book 1.
The Main Menu bar is under the title bar. It shows a list of menu names, File, Edit, view
etc. and ends with the Help menu. Each of the menu names has a drop-down menu.
Some of these have their own sub-menus or cascading menus.
 Try clicking the View menu
 Hold your mouse over Toolbars (notice you do not have to click)
As you can see, there is a list of different toolbars available in Excel. Standard and
formatting have a tick next to them. This tells us we can currently see these toolbars.
 Try clicking these toolbars to cancel the tick
 Try clicking these toolbars to select the tick
Title Bar Main Menu Bar Standard Toolbar
Formatting Toolbar
Formula BarName Box

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TOOLBARS DESCRIPTION
Standard A toolbar with icons for selecting New, Open, Save, Print
and other commonly used tools
Formatting A toolbar with the font control icons, cell formatting icons and
pattern tools
Standard Toolbar
New Spreadsheet Open Spreadsheet
Save Print
Print Preview Spelling
Cut Copy
Paste Format Painter
Undo Redo
Insert Hyperlink Open Web Toolbar
AutoSum Insert Function
Sort Ascending Sort Descending
Chart Wizard Map
Drawing Zoom
Help
Formatting Toolbar
Font Font Size
Bold Italic
Underline Left Alignment
Right Alignment Center Alignment
Merge and Center Currency

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Percentage Style Comma Style
Increase Decimals Decrease Decimals
Increase indent Decrease Indent
Borders Fill Colour
Font Colour
Using the Right Mouse Button
A useful shortcut is the right mouse button. By right clicking over an active cell, a menu
pops up and lets you choose from a list of frequently used options. When you see the
option you want, you click it with the left mouse button. (This reverses if you have
changed your mouse to a left-handed button configuration.)
Getting Around In Excel
A worksheet has columns and rows. Columns run vertically and rows run horizontally.
Both have identification headers. The intersection of a row and a column is the cell. That
cell will have a cell reference made from the column header letter and the row header
number. E.g. A1
When you first start a workbook the top left cell, A1, has a heavy outlined border. This is
how a selected or highlighted cell shows. This cell is the active cell and any typing you do
will appear in that active cell.
To make a different cell active, you just need to move to another cell. You will notice that
the heavy border, the highlight, has moved to that new cell. You can move to a new cell
in several ways.
1. By moving your mouse over the worksheet and single clicking another cell
2. By using the arrow directional keys on your keyboard
3. By pressing the Tab key
4. By pressing the Enter key
Once a cell is active, any information typed will appear in that cell. In addition, the new
cell reference will show in the name box, and the corresponding row and column headers
become bold and raised.
An alternative way of moving around your spreadsheet is to use keyboard commands
 Hold down the Ctrl key and press Home – returns you to cell a1
 Hold down the Ctrl key and press End – takes you to the last cell containing data or
formatting

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Selecting Groups of Cells
When you select cells, you highlight them. It’s possible to highlight groups of cells or
ranges of cells, and whole columns or rows.
To highlight cells within a worksheet, click within the first cell and drag, while holding
down your left mouse button, until you have selected all the cells required.
Notice that the first cell highlighted within that range remains white while the others go
dark. – That white cell remains the active cell.
To deselect this range, click anywhere within the worksheet.
To highlight a column click on the Column Header. E.g. the letter M.
To highlight a row click on the Row Header. E.g. the number 14
Entering Data into a Worksheet
When you begin Excel, you start with a new workbook opened at sheet 1 with cell
reference A1 active.
Once you start typing, your data appears in that active cell.
To enter data into a different cell, click, using your left mouse button within that cell.
When you have finish typing, press the Enter key on your keyboard to enter that data,
and you will move to another cell. Alternatively, you could use the arrow keys on your
keyboard this will also enter the data and move you to your next cell.
How you lay out your spreadsheet is a personal choice. Usually a spreadsheet will have
an overall heading title at the top. It could then have column or row titles below with
corresponding data below and to the right.

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Types of Data
Your data will mainly be text values and numerical values.
Text Values
This is can be letters, numbers, punctuation and symbols.
Any value that is a combination of text and numbers within the same cell is a text value.
To enter text into an active cell just start typing. What you will notice is that your text is
also appearing within the formula bar. When you finish typing, enter that data by using
the enter key on your keyboard or, using the directional arrow keys on your keyboard or,
by clicking the green check mark on your formula bar.
You have now entered your data. Excel is ready for your next entry.
If you want a line of text wrapped within a cell, press Alt+Enter where you want the return
to appear.
Some numbers such as identification numbers should be treated as text; they do not hold
a numerical value. Format these types of numbers as text.
In excel text is aligned by default to the left.
Numerical Values
A numerical value can contain any of the following characters:
0 1 2 3 4 5 6 7 8 9 + - ( ) , / £ $ % . E e
Excel has defined formats for each type of numerical value.
These number formats differ in their alignment and in how they perform calculations.
Formula Bar
Check Mark

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Check Spelling
1) Click the Spell Check Button on the standard toolbar
2) A dialog box opens with your first spelling mistake
a) Choose to ignore the error by clicking the Ignore Button or Ignore All
b) Otherwise, choose from the list of suggested spellings for your error then click
Change or Change All
3) Continue your spell check until Spell check is complete then click ok
a) Spell check will not recognise most abbreviations and proper names, unless you
added them to the dictionary.
b) Click Add to add spellings to the dictionary.
4) If a word is constantly misspelled, you can choose to correct them automatically each
time it is misspelled.
a) Select the correct spelling for your word, and then click the AutoCorrect button.
Editing Cell Contents
Once you have entered the data, you may want to edit the cell contents.
There are three types of editing data within a cell
Information Only
If you need to delete the entire cell contents or replace the cell contents with different
data.
Spell Check Button

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To delete the cell contents
1) Click within your cell to make that cell active
2) Either press the delete key on your keyboard or
3) Click on the edit… clear menu then choose contents or
4) Using your right mouse button, click within the cell – choose clear contents by click
this option with your left mouse button
To overtype existing data
1) Click within your cell to make that cell active
2) Type your new data – (there is no need to delete the contents first)
3) Your new data will now replace the original data
Editing Cell Contents Using the Formula Bar
You can use the formula bar to do fine editing such as altering a word or number, adding
a word or number. It is a finer editing tool.
1) Click within your cell to make that cell active
2) The data should now be appear in the formula bar
3) Move your cursor over the formula bar and click, type your amendment
4) Press the enter key or
5) Click the green check mark
6) The cell is now changed
In-Cell Editing
Again, another way of fine editing but this time instead of using the formula bar, you click
within the active cell itself. You may need to click several times before a flashing cursor
appears within the cell. Position your cursor and you can change your data.

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The Undo Feature
At some point, you will type an incorrect value.
Excel has an “undo” feature; it comes with multiple “undo” actions. – You can also “redo”
multiple actions.
If you want to undo or cancel your last entry
 Choose Edit…Undo from the main menu
 Click the Undo button on the standard toolbar
 Click undo as many times as you need to undo a number of errors
If you undo too many times, you can restore your undo actions
 Click the Redo button on the standard toolbar
 Click redo as many times as you need to restore your work
Widening Columns
Some of the labels you type in a column may hang over into the next column. This label
will truncate when you type something in the next column.
Your first column is too narrow for your data and you will need to widen that column.
There are different ways for widening a column
 Dragging to size columns
1) Locate your cursor between the column headings e.g. A & B
2) Your cursor changes to a double headed arrow
3) Hold down your left mouse button and drag to the right until the column is wide
enough
Using Menu Options to Widen Columns
1) Click the column heading e.g. ‘A’
2) This selects the whole column – highlights the column
Undo Button Redo Button

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3) Choose the Format menu…Column…Width
4) A dialog box is displayed
5) Enter the new width and click OK
Alternatively, you can choose Format menu… Column… AutoFit
This automatically adjusts the column to fit your longest entry
Using the Right Mouse Button to Widen Columns
1) Locate your cursor between the column headings A & B
2) Your cursor changes to a double headed arrow
3) Right Click – This brings up a menu list
4) Left Click on Column Width
Using a Double Mouse Click to Widen Columns
1) Locate your cursor between the column headings A & B
2) Your cursor changes to a double headed arrow
3) Now quickly double click
You will find, as you get used to using Excel, your preferred way of widening columns.
Many use the double mouse click method.
Altering the Row Height
As well as changing the column width, Excel also allows you to change a row height.
Dragging to size rows
1) Locate your cursor between the row headings e.g. 1 & 2
2) Your cursor changes to a double headed arrow
3) Hold down your left mouse button and drag downwards until the row is twice its
original width
Using Menu Options
1) Click the row heading e.g. the ‘1’
2) This selects the whole row – highlights the row
3) Choose the Format menu…Row…Height
4) A dialog box is displayed
5) Enter the new height e.g. 24 and click OK
Alternatively, you can choose Format menu… Row…
AutoFit to adjust your row to fit your longest entry
Using the Right Mouse Button to Alter Row Height
1) Locate your cursor between the row headings 1 & 2
2) Your cursor changes to a double headed arrow
3) Right Click – This brings up a menu list, Left Click on Row Height
Using a Double Mouse Click to Widen Columns
1) Locate your cursor between the row headings 1 & 2
2) Your cursor changes to a double headed arrow
3) Now quickly double click
You will find, as you get used to using Excel, your preferred way of widening rows. Many
use the double mouse click method.

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Inserting & Deleting Column/Rows
No matter how much thought you put into laying out your spreadsheet, there will be a
time when you wish you had another column or could insert just one more row.
Inserting Columns and Rows
1. To insert a Column – highlight the cell to the right of where you want to insert your
new column
2. Go to Insert menu… Column
3. To insert more than one column, highlight that number of columns to the right of
where you want to insert your new columns.
1. To insert a Row – highlight to the bottom of where you want to insert your new row
2. Go to Insert menu… Row
3. To insert more than one row, highlight that number of rows to the bottom of where
you want to insert your new row.
Alternatively, try clicking your right mouse button. Right click on the column heading to
the right of where you want to insert your new column. Right click on the row heading to
the bottom of where you want to insert your new row.
Deleting Columns and Rows
1. To delete a Column – highlight within the column you want to delete
2. Go to Edit menu… Delete – choose to Delete Entire Column
3. Alternatively, highlight the column heading e.g. Heading A - then go to Edit menu…
Delete
4. To delete more than one column, highlight that number of column headings then go to
Edit menu… Delete.
1. To delete a Row – highlight within the row you want to delete
2. Go to Edit menu… Delete – choose to Delete Entire Row
3. Alternatively highlight the row heading - then go to Edit menu… Delete

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To delete more than one row, highlight that number of row headings then choose Edit
menu… Delete.
Alternatively, you could try using your right mouse click.

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WORKSHEET ESSENTIALS
Fill Data into a Series of Cells
When entering data into your cells, there are some things Excel already knows
Excel knows, February follows January etc.
Tuesday follows Monday etc.
You can use Excel’s knowledge to fill in your data automatically.
Using AutoFill
1. Type in your data e.g. January
2. Move your mouse cursor to the bottom right of your highlighting box. You will see a
little black fill handle.
3. When you move your mouse to this handle, it changes to a black cross.
4. Click and drag this fill handle over the series of cells you want to fill.
5. The number of cells that you highlight will be the number of cells Excel fills for you.
 AutoFill can fill sequential data. Enter two sequences into adjacent cells then
highlighting both cells. Drag the fill handle to highlight more cells and your sequence
will continue.
 AutoFill can also be used to copy and paste information.
If a cell contains a formula, using the fill handle to drag and select adjacent cells, you
will actively copy and paste the cells contents.
When you use this method to copy and paste a formula, the formula adjusts to reflect
the new row or column. This is Relative Reference.

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Using Formulae
Formulae perform a variety of operations such as calculations.
You type formula, in a cell, the same way as text or numbers. It can be very simple, such
as adding the contents of 2 cells, or complex, containing mathematical or financial
functions.
You must always start a formula with an equal (=) sign; it tells Excel that you are about to
apply a formula to that cell.
Let us consider a sum
25 + 16 = Answer 41 that sum could also be written Answer 41 = 25 + 16
When entering a formula into a cell the second example is used.
Click into your cell (that cell will contain the answer therefore we could say Answer 41)
Now you must type = (that cell =) Now you are ready to type in the rest of the sum.
Consider a Sales row and a Costs row. It could be said that Sales – Costs = Profit. Or
Excel may say, Profit = Sales - Costs
1. Click where you want to see your Profit
2. Type = (that cell =)
3. Now click on the Sales figure. (Your profit cell now reads = B3)
4. Now type – (Your profit cell now reads = B3 –)
5. Now click on the Costs figure. (Your profit cell now reads = B3 – B4)
6. Click Enter on your keyboard. This enters the formula and Excel makes the
calculation.

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Adding Up a Column or Row
When adding up a large number of figures, total a range, we could type in the answer cell
= b2+b3+b4+b5 etc… but this is rather time consuming and open to error.
Excel allows an automatic calculation of this range by giving us a special function button
called the AutoSum button. This makes the equation much easier.
1. Highlight all the cells you want to add up, together with a blank cell where you want
your answer to appear.
2. Click the AutoSum button
3. Your answer is calculated and entered in the blank cell.
This is the start of using functions. Although you have clicked a button, that button
activates the function =sum().
Using Functions
Ultimately, the reason we use Excel is to manipulate numbers. Excel offers a range of
functions to help us do calculations.
Formulae perform many operations such as calculations. We saw earlier how to use
formulae to make basic calculations: addition, subtraction, multiplication and division.
Formulae can also perform calculations that are more complex. Averages, sum, minimum
and maximum values along with many much more complex
These more complex formulae are functions. They take on a structure that states it
equals the name of the function ()
e.g. =sum()
=sum(B4:B60) this will add up a range of cells enclosed in the brackets.
=average()
=average(B4:B60) this will average the range of cells enclosed in the brackets.
There are many functions used on a regular basis.
Minimum functions =min()
Max functions =max()
There are many functions available. You can access them through the function wizard.
Min and Max functions work in a similar way to the sum and average functions.
e.g. =min()
=min(B4:B60) this will return the lowest value in the range
=max()
=max(B4:B60) this will return the highest value in the range.

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Error Messages
What do you do if you find error message after entering your formula? Check the
formatting bar. Here you can read your formula. Have you highlighted a wrong cell by
mistake? Check you haven’t included the answer cell within your equation – This is a
Circular Reference.
Copy and Paste Data
Once you have entered a formula you can use your copy button to copy that formula and
paste to another location. The process of copy and paste takes into account cell
references. Not only does excel paste the formula into your new cell it also automatically
adjusts the cell reference to correspond to its new site. This is relative referencing. You
first saw this when you used the fill handle to copy and paste your formula.
However, absolute references are sometimes necessary. Suppose a formula in one cell,
“G8” refers to data within another cell “B2” and that cell holds a constant (e.g. an interest
rate). You will want your formula to reference that cell regardless of where it copies. If
you copy the formula from “G8” to “H8”, relative reference will amend “B2” to “C2”. But,
we require cell “B2” to refer absolutely; that is, Excel must realise that it cannot change
the reference.
To refer to a cell absolutely, when creating the formula in cell “G8” we must press the F4
key once the “B2” cell has been clicked. This will enclose the cell reference within dollar
signs ($) e.g. “$B$2”. Now you can copy and paste. The cell B2, in your formula, will not
change.

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FORMATTING YOUR WORKSHEET
Fonts, Size, Bold & Italic - Effects
To change a font or font style in your data, first highlight the range of cells then click your
Bold or Italic button. Choose your Font and Font Size from the drop down list options on
your toolbar.
For more options including a range of effects that you can apply to your data, click
Format menu… Cells… Font - as long as you have highlighted your cell first, click ok to
activate that change.
Border and Shading
Again within the Format menu… Cells… Borders or Patterns, you can format your
highlighted cells with a variety of shading and borders and coloured bordering. A Borders
and Shading button is also on the formatting toolbar.
Text Colouring
Again within the Format menu… Cells… Font, you can format your highlighted text with a
variety of colours. A Font Colour button is available on the formatting toolbar.
Alignment
There different alignment options within Excel. There is the usual Left, Centre and Right
alignment on your formatting toolbar. However, within Format menu… Cells… Alignment,
you can choose a wider range of alignments including wrap text within a cell for double
lined data.
Alignment within the Format menu includes changing the orientation of your text. By
dragging a hand around to different degrees in the Orientation box, your text aligns at
different angles.
Another alignment tool is Merge and Centre. This option allows you to align your text,
centrally, over a number of cells. Highlight a range of cells then choose Merge & Centre,
this will then centre your data over that range of highlighted cells.

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Number and Currency Formats
To change the display of numeric values, select the numeric cell then choose Format
menu... Cells… Number, you can change the display by choosing a Category and then a
Format Code.
With numbers, you can choose to display or not to display decimals and commas.
Many of these formatting tools are found on your Formatting Toolbar.
Printing a Worksheet
Once you have created and formatted your spreadsheet, you will need to present it on
paper. In File menu… Page Setup you can control how your spreadsheet will look on
paper.
In the Page Setup dialog box, you can choose to change your Page, Margins,
Header/Footer and Sheet

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Page Setup… Page
 Choosing this Tab lets you to change the orientation of your page.
 Adjust the Scaling of your spreadsheet.
o By changing the scaling percentage, the size of your printed worksheet will
change. This is useful if your spreadsheet doesn’t quite fit on the page.
o You can also choose to force your spreadsheet to fit on a selected number
of pages.
Page Setup… Margins
 Choose Margins Tab to set your page margins
 To centre your worksheet on the page by choosing Horizontally and/or Vertically.
Page Setup… Headers & Footers
 Choose Header/Footer to add or change your headed title or footer.
o You can choose from the drop down list a range of header or footer titles.
Alternatively, you may use the custom option to type your own
header/footer. In the Header/Footer custom option, you can type in three
sections. Where you type determines your alignment. E.g., type in the left
section for left alignment, center section for centre alignment etc.
o In the
Custom box, Excel offers a range of option buttons.
o Font button to change the format of text.

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o Page Number button to add sequential numbering to your pages
o Pages button to add the total number of pages for your document
o Date button to add today’s date to your document
o Time button to add the time to your document
o Filename button to add the document name
o Tab button to add the sheet name to your document
Page Setup… Sheet
o Use this tab to control the look and layout of your worksheet.
o Use to select a range in the Print Area box if you want to print a smaller or larger
default area of your worksheet, type your range within the Print Area box.
o Alternatively, you can highlight an area of the worksheet you want to print
then choose File menu… Print Area and choose Set Print Area.
Print Preview
o Use Print Preview to check over your worksheet before printing.

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Saving Your Workbook
Once you have completed your spreadsheet, you may want to save that work.
There are two different types of saving.
Save and Save as…
If you have a new workbook, which has no name or location on your hard disk, then use
File Menu… SAVE AS…
Give your workbook a name in File name drop down list and a save location on your disk
by either accepting the default location, or by using the Save in drop down list to choose
your save location pathway.
Closing and Exiting
When you have finished working on your worksheet, but you want to continue working
within Excel, choose File Menu… Close
When you have finished with Excel, you can exit the software using File menu… Exit
Opening and Existing Workbook
To open an existing workbook choose File menu… Open.
Select the file you want to open and click OK.

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OTHER WORKSHEET ACTIVITIES
Naming a Worksheet
The default names for worksheets in a workbook are Sheet1, Sheet2 and Sheet3 etc.
These names are unlikely to reflect what you are doing with your data and therefore it is
useful to rename your sheets.
To rename a worksheet, using your right mouse button click on the tab, choose rename
and type your new name. Alternatively, double click the tab with your left mouse button.
Deleting a Worksheet
If you decide to delete a worksheet, you can choose Edit menu… Delete Sheet.
Alternatively, using your right mouse button click on the tab and choose delete.

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CHARTS AND GRAPHS
Charts are an excellent way to present data in a powerful way. If you want to make sure
your data is understood, offer that data in more than one way. Some people find a table
the easiest way to interpret data; others prefer a visual, graphic way. Excel lets you
create and manipulate charts to present your data in a professional, visual way. Excel
offers you pre-designed formats or you can design your own.
With Excel, you can link charts to your data, so when the data changes, the chart will as
well.
To create charts, you first need your data.
Creating a Standard Chart
When you create your spreadsheet, you may want to see that data in a standard chart. It
is a quickly way to see how that data looks visually. You can then change your chart to
suit your needs later.
The quickest way to create a chart is to use the F11 function key on your keyboard.
o Select the data you want to show in your chart
o Press the F11 function key.
o A default column chart is created on a separate sheet called Chart 1

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Types of Charts
Once you have made your chart, you can change the type by clicking the down arrow
next to the Chart Type button on the Chart Toolbar, or by choosing Chart menu… Chart
Type
Changing the Chart Type
When you choose Chart Type from the Chart menu, a dialog box opens displaying a
range of Chart types. Within each chart type, there are sub-types.
Select a Chart type, and then choose a Chart from the sub-type section.
You can preview any choice by clicking and holding the Press and hold to view sample
button. The preview will last for as long as you hold your mouse button down.
Chart Type Button

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There are a number of pre-defined custom chart too. Click the Custom Types tab.
 To view the custom types supplied with Excel, select from Built-in.
 To view user-defined custom types, select from User Types.
 To define your own custom type, click Add.
Using the Chart Wizard
Another way of creating a chart is using Excel’s Chart Wizard. The wizard takes you step-
by-step through the process of creating your chart.
Step 1.
Highlight the range of cells you want to include in your chart then click the
Chart Wizard button on the standard toolbar
or choose Insert menu… Chart.
Now the Chart Wizard has begun and a dialog box opens telling you this is Step 1 of 4.

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From the Chart Type listed, choose your preferred chart style. Once you have made your
choice, click the Next button.
Step 2.
The next screen, step 2 of 4 shows.
The option button you choose for Series In, Rows or Columns, decides how the data will
be orientated. (Which data label goes on the bottom axis of your chart).
The Data range shows the area you highlighted before you started the chart wizard. By
clicking the button to the right, you can see your selected area, on your spreadsheet. The
selected area shows within dashed lines. You can reselect a new data range if required.
This Data range is expressed as an Absolute Reference.
Click Next.

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Step 3.
With this new dialog box, you need to use the tabs to format your chart.
 Use the Titles tab to label the chart and its axes.
 Use the Axes tab to control if the labels for your values on the axes will show
 Use the Gridlines tab to decide if you want gridlines to appear on your chart and to
set the density of those gridlines
 Use the Legend tab to control a legend (to show, which colour represents, which
data) and to set its placement
 Use Data Labels tab to control the data values to be included on the chart.
 Use Data Table tab to specify if a formatted table of your data is included with the
actual chart.
When you have made all your choices click Next to, display the final wizard screen.
Step 4.
On this last screen, you can choose to embed your chart as an object in one of the
worksheets or to place the chart in a separate worksheet.
Whichever option you choose, your chart is linked to the data. If the data is changed,
your chart will change to reflect that amendment.
Adding Data to a Chart
To add more data to an existing chart:
1. Highlight the range of cells you want to add (That data range does not have to be
contiguous with the rest of the table)
2. Choose Edit menu… Copy or click the Copy button on the Standard Toolbar.
3. Go to your chart and click the chart’s plot area.

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4. Choose Edit menu… Paste or click the Paste button on
the Standard Toolbar.
Creating Charts from Data in Non-Contiguous Cells
You can create charts using data from cells that are not
touching. Select the first group of cells you want to show in
your chart then hold down the Control (Ctrl) key on your
keyboard and select a different group of cells. Then press
your F11 key or start the chart wizard.
Changing Data By Changing The Chart
You can also change data in your workbook by changing the chart.
o Select the data point within the chart and then drag the handles to resize it.
o Resizing the data point increases or decreases the value in the worksheet.
o The data in the chart and worksheet are always in accord.
Modifying Chart Components and Chart Types
As we have seen by using the Chart Wizard, a chart contains several components. Titles
Legends etc.
To modify chart components you need to first select that component within the chart, and
then right click on that component. A popup menu will appear letting you to choose
whether you want to Clear (erase) or Format that component.
Alternatively, you can use the Chart Toolbar to modify your chart.

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Chart Toolbar
Icon Name Description
Chart Objects Displays a drop-down menu that allows you to
choose a particular chart component to
modify.
Format Displays the appropriate dialog box,
depending on the chart object you have
selected from the Chart Objects drop-down
menu.
Chart Type Displays a drop-down list of chart types from,
which you can select to change the type of
chart you are using.
Legend Hides or displays the legend.
Data Table Hides or displays the corresponding data
table.
By Rows Changes the orientation of the data.
By Columns Changes the orientation of the data.
Angle Text Up Alters the position of the text in the chart.
Angle Text
Down
Alters the position of the text in the chart.