DIGITAL VERSION. Microsoft EXCEL Level 2 TRAINER APPROVED

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1 DIGITAL VERSION Microsoft EXCEL 2013 Level 2 TRAINER APPROVED

2 Module 4 Displaying Data Graphically Module Objectives Creating Charts and Graphs Modifying and Formatting Charts Advanced Charting Features Displaying Trends with Sparklines Overview When reporting on data to team members, it is important to show key values and relationships clearly. Displaying data visually allows team members to view and understand the information quickly. Excel has professional charting and graphing tools to make presenting data easy. Excel 2013 Level 2 Module 4 4-1

3 Part A Creating Charts and Graphs A chart or graph represents Excel data as a visual. Charts show relationships between data points, growth trends, or percentages as slices of a pie. By representing data in this way, others can interpret the data quickly. Charts can create Dashboards, or groups of charts display key information, drawn from data. Types of Charts Excel offers a wide selection of chart types for various types of data in Excel. Chart sales data, for multiple products in each quarter, with Column charts, or show the percentage of sales each department contributes to the whole with Pie charts. Show growth trends with Line charts or track investment trends with Stock charts. When selecting a chart style, always keep in mind what results the chart is intended to illustrate. Figure 4-1: All Charts tab in the Insert Chart dialog box Chart Type Best used for Line Chart Show trends over a period of time. Column Chart Pie Chart Compare several items across categories. Show values as parts of a whole or as percentages of a whole. Pie Charts use only one series of data. 4-2 Excel 2013 Level 2 Module 4

4 Chart Type Best used for Bar Chart Area Chart Show horizontal version of column charts. Show the magnitude of change between two or more data points. XY or Scatter Chart Show correlations between two sets of values. Stock Chart Show fluctuations in stock prices. Surface Chart Analyze the optimum combinations between two sets of data. Radar Chart Combo Charts Compare the aggregate values of several data series. Display differing types of data and combine different types of charts. Often uses two value axes. Creating Charts Excel offers several ways to chart data. Summarizing data first leads to more easilyunderstood charts. To chart help desk calls over time, for example, summarize the data by type of call and total volume per month first, and then create the chart. 1. Select the data to be charted. 2. Go to Insert Ú Charts and select the type of Chart desired. a. Press OK. The chart will be created as an object on the active worksheet. b. To move the chart, click and drag in a blank area of the chart. c. To size the chart, click and drag on any corner of the chart window. 3. Move the chart to another worksheet by going to Chart Tools Ú Design Ú Move Chart. a. To place the chart on a new worksheet, select New Sheet and type a name for the sheet. b. To move to another worksheet, select Object In and the name of the worksheet from the drop-down menu. c. Click OK. Excel 2013 Level 2 Module 4 4-3

5 Figure 4-2: Chart options on the Insert tab Tip: Press F11 to create a default chart on a new sheet or Alt + F1 to create a chart on the active worksheet. Using Recommended Charts Excel can analyze the selected data and offer a set of Recommended Charts. 1. Select the data to be charted. 2. Go to Insert Ú Charts Ú Recommended Charts. a. Select one of the Recommended Charts on the left panel. b. Click OK. Or c. Select the Quick Analysis Smart Icon Ú Charts. d. Select one of the Recommended Charts on the left panel. e. Click OK. Figure 4-3: Recommended Charts on the Quick Analysis Tool 4-4 Excel 2013 Level 2 Module 4

6 Practice A Creating Charts and Graphs Before you Begin A_YearlySummary.xlsx is open. Scenario The year-to-date summaries are final and you need to create charts from the data for the annual meeting. 1. Create a Column chart from the Regional Sales data. a. Select cells A1:E5. b. Go to Insert Ú Charts Ú Recommended Charts. c. Click on each Recommended Chart to preview the charts. Select the first Recommended Chart, Clustered Column. d. Click OK. e. If the chart is overlapping existing data, move the chart by clicking your mouse in a blank area on the chart and dragging to the right. 2. Change the column chart to a horizontal bar chart. a. Click the Column chart. b. Go to Chart Tools Ú Design Ú Type Ú Change Chart Type. c. On the All Charts tab, select Line to preview the chart type, then select Bar. Select the first Clustered Bar preview. d. Click OK. Your chart is now a Bar chart. e. Click the Chart Title and type YTD Sales. f. Press Enter. 3. Create a pie chart from the Production Line data. a. Select A12:A21. Hold Ctrl and select C12:C21. b. Click the Quick Analysis Smart Tag, Charts Ú More. Select the All Charts tab in the Insert Chart dialog box. c. Select Pie, then select the second option above the preview: 3-D Pie. Click OK. d. Move the Pie chart below the Column chart. e. Select Chart Title and type Total Production per Line. Press Enter. 4. Save the file. Excel 2013 Level 2 Module 4 4-5

7 Part B Modifying and Formatting Charts Charts play an important part in sharing and displaying business data. The next steps involve modifying charts to include important data and formatting for quick and easy analysis. Chart Elements Charts are made up of various elements like titles, axis labels, a legend, axis data, data series, and gridlines. Users can add or subtract elements, format the various elements, and even move the elements to create charts as needed. Chart Title Year To Date Sales Chart Option Buttons Vertical (Value) Axis Plot Area Horizontal (Category) Axis Legend Series Figure 4-4: The common Elements of a Chart Modifying and Formatting Options Excel s chart options give many choices to modify how the data is displayed or to add additional information. The colors and styles may be changed to match other parts of a report, and elements like data labels or legends can be added or subtracted. Modifying with the Chart Tool Buttons When selecting a chart, the Chart Tool buttons will be displayed on the upper-right side of the chart. These buttons contain many commonly-used features and are used to add elements to a chart by applying a new style or filtering data. Chart Tool Button Chart Elements Description Add, remove or change chart elements such as the title, legend, gridlines, and data labels. Chart Styles Chart Filters Set a style and color scheme for the chart. Edit what data points and names are visible on the chart. 4-6 Excel 2013 Level 2 Module 4

8 Modifying with the Chart Tools Tab The Chart Tools Design and Format tabs appear when a user selects a table. The Design tab gives access to more chart modifying and formatting features, while the Format tab lets users fine tune various elements of a chart. Figure 4-5: The Chart Tools Design tab Chart Tools Design Tab Chart Layouts Chart Styles Data Type Location Description Add Chart Elements or apply Quick Layouts. Change Colors or apply Chart Styles. Switch Row/Column or modify the data range with Select Data Change to a different chart type. Move chart to another sheet or tab in the workbook. Figure 4-6: The Chart Tools Format tab Chart Tools Format Tab Current Selection Insert Shapes Shape Styles WordArt Styles Arrange Size Description Open the Format Task pane with Format Selection or clear formatting with Reset to Match Style. Add drawing objects to a chart. Format selected Chart Elements. Format text with WordArt Styles. Work with the positioning of chart objects. Scale Chart Elements. Excel 2013 Level 2 Module 4 4-7

9 Modifying with the Chart Format Task Pane While the features on the Chart Tool buttons or the Chart Tools tabs will meet most modifying and formatting needs, the Chart Format task panes lets users fine tune the formatting of Chart Elements. Open the Format Task Pane from the Chart Tools Format tab or from any Format option on the right-click menu. Depending on the Chart Element selected, users will see a series of tabs and buttons in the Task Pane allowing the application of specific formatting. Format Pane Options Fill & Line Description Options for formatting fill, border, and line of the element selected. Effects Options Size & Properties Add shadows, glow, or soft edges to Chart Elements. Modify the settings for value and category axis, legends, series, and trendlines. Modify the size or alignment for value and category axis, and labels. Text Fill Modify the text fill and outline. Text Effects Add special effects to text. Textbox Modify text box properties. Format an Element in the Chart 1. Go to Chart Tools Ú Format Ú Current Selection. a. Click on Format Selection to open the Format pane. Or b. Right-click on a chart object and select Format (object). 2. In the Format pane, select the options desired. 3. The Format pane will update when selecting additional elements in the chart. 4-8 Excel 2013 Level 2 Module 4

10 Figure 4-7: An example of the options available on the Format Task Pane The Select Data Command The Select Data Source dialog box allows users to manage the source data of the chart. Users may need to remove rows or columns from the original data set or add additional. 1. Click the chart. 2. Go to Chart Tools Ú Design Ú Data Ú Select Data. 3. From the Select Data Source dialog, select or modify the data range desired. 4. Click OK. Figure 4-8: Pic Manage source data in the Select Data dialog box Excel 2013 Level 2 Module 4 4-9

11 Practice B Modifying and Formatting Charts Before you Begin B_YearlySummary.xlsx is open. Scenario The basic charts require some modification and additional elements are needed to clarify the chart. 1. Add data labels, remove the legend, and format the numbers in the YTD Sales chart. a. Select the YTD Sales chart. b. Go to Chart Tools Ú Design Ú Chart Styles Ú Style 5 or the 5 th style in the first row. c. Click Chart Elements at the upper-right of the chart, and checkmark Data Labels. Uncheck Legend. d. On Chart Tools Format tab, in the Current Selection group, select Horizontal (Value) Axis from the drop-down. Click Format Selection. e. In the Format Axis pane, in Axis Options, click Axis Options. f. Expand Axis Options, if necessary, by clicking the triangle in front of Axis Options. g. In Axis Options, in Display Units, select Millions from the drop-down. h. Expand Number. Change Decimal Places to 0 (zero). i. Save the file. 2. Add labels to the Total Production per Line Pie chart and format the labels. a. Click the Total Production per Line chart. b. Click the Chart Elements button, checkmark Data Labels, and uncheck Legend. c. Select one of the data labels, the format pane updates to Format Data Labels. If the Format Data Labels pane does not open, right-click on a label and select Format Data Labels. d. Select Label Options and expand if necessary. In Label Contains, checkmark Category Name and Percentage, uncheck Values. e. Select Label Position and click Outside End. 3. Explode the Bldg1 slice of the chart. This is the most productive product line. a. Click the Pie chart and note how control selectors appear at the corner of each slice. Select the Bldg1 piece and note how control selectors appear only on this piece. b. Click and drag away from the center of the pie. Do not drag very far Excel 2013 Level 2 Module 4

12 4. Change colors on the Pie chart. a. Select the Pie chart. From the Chart Styles button next to the chart, select Color. Select Color 2 from the list. 5. Save the file. Excel 2013 Level 2 Module

13 Part C Advanced Charting Features Excel charts can go beyond representing one set of data, such as charting sales of a product against individual pricing. These two types of data differ in what they represent. Excel allows users to create Dual-Axis charts to show both differing data sets in the same chart. Excel also has forecasting options to allow future trend prediction for more accurate planning. Dual-Axis Charts When users have mixed types of data (for example, price and volume), Excel can plot one or more data series on a secondary vertical (value) axis in 2-D charts. The scale of the secondary vertical axis reflects the values for the second data series. 1. Click the chart. 2. Right-click on the data series to be plotted on the secondary axis and select Change Series Chart Type. a. Change the chart type for the series. b. Check Secondary Axis. 3. Click OK. Users can plot more than one data series on a secondary axis but must plot the data one series at a time, repeating the steps each time. Figure 4-9: Plotting data on a Dual-Axis Chart 4-12 Excel 2013 Level 2 Module 4

14 Trendlines and Forecasting A trendline depicts trends in existing data or forecasts of future data. A trendline is always associated with a data series, but a trendline does not represent the data of that data series. Trendlines can only appear in 2-D charts (area, bar, column, line, stock, scatter, or bubble). 1. Click the chart. 2. Right-click the series and select Add Trendline from the menu. Excel will analyze the data and apply a trendline. 3. Right-click the trendline and select Format Trendline. 4. Change the trendline type in the Format Trendline pane. 5. Trendlines can also be added with Chart Tools Ú Chart Layout Ú Add Elements, or from the Chart Tool Button Ú Chart Elements. Figure 4-10: Show trends in data with trendlines Choose any one of the six different trend or regression types to add to a chart. The type of data determines the type of trendline to use. Excel 2013 Level 2 Module

15 Trendline Description Linear Logarithmic Polynomial Power Exponential Moving Average A best-fit straight line used to indicate increasing or decreasing at a steady rate. A curved line used when the rate of change in the data increases or decreases quickly and then levels out. A curved line used when data fluctuates over a large data set. A curved line used with data sets that compare measurements increasing at a specific rate. Data cannot contain zero or negative values. A curved line used when data values rise or fall at constantly-increasing rates. Data cannot contain zero or negative values. Plots a line that will smooth fluctuations in data to show a pattern or trend more clearly by using a specific number of data points, averaging them, and plotting the value as a point in a line. A trendline is most accurate at or near one. Excel automatically calculates the R-squared value of a Trendline fitted to data, displayable as a value on the chart. Create a Chart Template Once users have created and customized a chart that fits their business needs, they can save the chart as a chart template. A chart template s custom chart type can be applied like any other chart type. 1. Select a modified chart. a. Right-click and select Save as Template. b. Type a template name and click Save. 2. To apply a chart template to selected data. a. Go to Insert Ú Charts and select All Charts. b. Select Templates and select the template desired. c. Press OK. 3. To apply a chart template to an existing chart. a. Go to Chart Tools Ú Design Ú Type and select Change Chart Type or right-click and select Change Chart Type. b. Select All Charts, Templates and select the template desired. c. Press OK Excel 2013 Level 2 Module 4

16 Practice C Advanced Charting Features Before you Begin C_YearlySummary.xlsx is open. Scenario You have been asked to create more detailed charts of the data to include as full page inserts into the annual meeting report. 1. Create a chart on a separate worksheet charting both the production line safety rating and total production per line. a. Select cells A11:C21. Press F11. A new worksheet named Chart1 is created with a Column chart. The Safety Rating data is not visible because of the low numbers. b. Go to Chart Tools Ú Design Ú Type Ú Change Chart Type. c. In the Change Chart Type dialog box, select Combo, at the bottom of the list. d. Choose Chart Type Line for Safety Rating and checkmark Secondary Axis. e. Choose Clustered Column for Total Production per Line. Click OK. The Safety Rating data value axis is displayed on the right and indicated by a line. f. Select Chart Title and type Production. Press Enter. g. Name the worksheet Production Chart. h. Save the file. 2. Create a chart on a separate worksheet from the regional sales data. Add trendlines to the data. a. On the Summary worksheet, select cells A1:E5. Press F11. b. The NW region is new and needs a trendline to indicate if the production is improving. c. Select the NW series by clicking one of the NW columns on the chart. Right-click and select Add Trendline. d. In the Format Trendline pane, note that Linear is selected. There is a slight upward trend. e. Select Fill & Line in the pane. Set the line Width to 2 pt, and add an End Arrow Type of your choice and increase the End Arrow Size. f. Name the chart Yearly Sales. Name the worksheet YTD Chart. 3. Save the file. Excel 2013 Level 2 Module

17 Part D Displaying Trends with Sparklines Sparklines are small chart graphics designed to give a quick representation of numerical or statistical information. Sparklines appear next to the data showing the numerical data and the graphic at the same time. Sparklines fit within one cell. Creating Sparklines Figure 4-11: Sparklines illustrating sales trends Sparklines can be created from row or column values and are best represented when placed next to or below the data. Sparklines show just one row or column of data and do not contain labels or value axes. When creating Sparklines there is no need to select headings when selecting the value range. Sparkline Description Line Charts data as a Line chart. Column Charts data as a Column Chart. Win/Loss Shows whether each value is positive or negative. 1. Select the range for the Sparklines. Select just the data without column or row headings. 2. Go to Insert Ú Sparkline Ú Line, Column, or Win/Loss. 3. Select a Location Range and click OK. 4. Modify the Sparkline on Sparkline Tools Ú Design Excel 2013 Level 2 Module 4

18 Modifying and Formatting Sparklines Edit the Sparkline options on the Sparkline Tools Design tab. Sparklines are created as a group, and changes affect the whole group. Ungroup to edit a single Sparkline. Figure 4-12: Customize Sparklines with the Sparklines Tools Design tab Sparkline Tools Tab Sparkline Type Show Style Group Description Edit the Sparkline data range. Change the type of Sparkline. Add or remove point markers. Select a style from the gallery or format Sparkline and markers. Modify Axis options, group or ungroup, or clear Sparklines. Remove Sparklines 1. Select the Sparklines. 2. Go to Sparkline Tools Ú Design. a. Go to Group, and select Clear Ú Clear selected Sparkline Groups. Or b. Right-click and select Sparklines Ú Clear selected Sparkline Groups. Excel 2013 Level 2 Module

19 Practice D Displaying Trends with Sparklines Before you Begin D_YearlySummary.xlsx is open. Scenario The Regional Sales will be presented at an executive meeting. You have been asked to create a small set of Sparklines next to the data for this meeting. 1. Add Sparklines to the data. c. Click the Summary tab. d. Select cells B2:B5. e. Go to Insert Ú Sparklines Ú Column. f. In the Create Sparklines dialog box, make sure that B2:E5 is displayed in the Data Range field. In the Location Range field type G2:B5. Click OK. Small Column charts are created in the cells. 2. Format the Sparklines. a. Go to Sparkline Tools Ú Design Ú Type Ú Line. b. Checkmark High Point in the Show group. Select any style from the Style group. c. Select Sparkline Color Ú Weight and select 1 ½ pt. d. Label the column Sales and press Enter. 3. Save and close the file Excel 2013 Level 2 Module 4

20 Summary In this Module, you learned to apply Excel s powerful charting features to your data and to modify the charts. Presenting your data visually allows the data to be understood and absorbed quickly. Module Assessment The assessment questions are designed to test knowledge retention and comprehension of the material covered in this module. To view the solution set when finished, please see Appendix E. 1. How is a chart moved to a separate sheet? a. Select the chart and click Chart Tools Ú Format Ú Location Ú Move Chart Ú New sheet radio button b. That is not an available feature of Microsoft Excel c. Highlight the desired data and press Ctrl + Tab d. Highlight the desired data and click the Home Ú Editing Ú Move Chart Ú New sheet radio button 2. How is a chart created in Excel? a. Use the Chart Building Wizard located in the Backstage view b. Select the data, right-click, and select Create New Chart c. Charts are not available in Excel d. Select the data, go to Insert Ú Charts Ú Chart style desired 3. What is one way to change the way a chart displays data? a. Click and drag the plot area b. Change the chart type from Line Chart to Column Chart c. You cannot change how a chart displays data once it is created d. Select the chart, then press Ctrl The Chart Tools Format tab can: a. Insert shapes b. Arrange content c. Apply shape styles d. All of the above Excel 2013 Level 2 Module

21 5. What is one way to change a Dual-Axis Chart? a. Right-click on the data series to be plotted on the secondary axis and select Change Series Chart Type b. Dual-Axis Charts cannot be changed c. Right-click and select copy, paste the remaining chart into the other chart s border d. None of the Above 6. Which is NOT a chart display option? a. Red color for the edge of the chart b. Column Chart c. These are all chart display options d. XY Scatter Chart 7. A Trendline: a. Is used for showing color change in charts b. Depicts trends in existing data or forecasts of future data c. Depicts the trend in formatting changes d. Calculates chart data 8. What is the Sparklines feature? a. A chart within Word b. A mini SmartArt graphic c. A quick visual representation of data that fits inside one cell d. A special type of chart that forecasts data forward and backwards 10 years 9. The Sparkline types are: a. Pie, Bar, Go/Stop b. Line, Column, Win/Loss c. Column, Line, Low/High d. Vertical, Horizontal, Square 10. Delete a Sparkline by: a. Sparklines cannot be deleted b. Select the Sparkline and press backspace c. Click in an inactive cell and select the surrounding area around the Sparkline, press delete d. Right-clicking and selecting Sparklines Ú Clear selected Sparkline Groups 4-20 Excel 2013 Level 2 Module 4

22 Excel 2013 Displaying Data Graphically Types of Charts Column Chart Data that s arranged in columns or rows on a worksheet can be plotted in this chart type. A Column Chart typically displays categories along the horizontal axis and values along the vertical axis. Ideal for showing ranges of value. Pie and Doughnut Charts Pie Charts show the size of items in one data series, proportional to the sum of the item. The data points in a Pie Chart are shown as a percentage of the whole Pie. Ideal for when you only have one data series. A Doughnut Chart can show the relationship of parts to a whole, but also contain more than one data series. Line Chart Category data is distributed evenly along the horizontal axis, and all value data is distributed evenly along the vertical axis. Line Charts can show continuous data over time. Ideal for showing trends in data. Bar Charts Bar Charts illustrate comparisons among individual items. In a Bar Chart, the categories are typically organized along the vertical axis, and the values along the horizontal axis. Ideal for when the values that are shown are durations. Area Charts Area Charts can be used to plot change over time and draw attention to the total value across a trend. Ideal when you need to show the relationship of parts to a whole.

23 Excel 2013 Displaying Data Graphically Creating Charts and Graphs Create a Chart 1. Select the data to be charted. 2. Go to Insert Ú Charts and select the type of chart desired. 3. Press OK. The chart will be created as an object on the active worksheet. 4. Move the chart to another worksheet by going to Chart Tools Ú Design Ú Move Chart. Advanced Charting Features Dual-Axis Charts 1. Click the chart. 2. Right-click on the data series to be plotted on the secondary axis and select Change Series Chart Type. 3. Change the chart type for the series if necessary, and checkmark Secondary Axis. 4. Click OK. Use a Recommended Chart 1. Select the data to be charted. 2. Go to Insert Ú Charts Ú Recommended Charts. 3. Select one of the Recommended Charts on the left panel and click OK. Or TOOL TIP: Highlight the data that you wish to be converted into a chart. Press F11 to create a default chart on a new sheet or Alt + F1 to create a chart on the active worksheet. 1. Select the Quick Analysis Smart Tag Ú Charts. 2. Select one of the Recommended Charts on the left panel and click OK. Trendlines and Forecasting 1. Click the chart. 2. Right-click the series and select Add Trendline from the menu. 3. Excel will analyze the data and apply a Trendline. 4. Change the Trendline in the Format Trendline pane. 5. Trendlines can also be added with the Chart Tools Ú Chart Layout Ú Add Elements.. Modifying and Formatting Charts Modifying with the Chart Tools Button 1. Click the chart. The Chart Tools buttons are displayed at the upper-right corner of the chart. 2. To add or subtract elements from the chart, click the Chart Elements button. 3. To change the style or color of a chart, click the Format button. 4. To filter the chart, click the Filter button. 5. Go to Chart Tools Ú Design Ú Chart Layouts Ú Add Chart Element to access additional elements. Use the Select Data command 1. Click the chart. 2. Go to Chart Tools Ú Design Ú Data Ú Select Data. 3. From the Select Data Source dialog, select the data range desired. Displaying Trends with Sparklines Creating and Formatting Sparklines 1. Select the range for the Sparklines. Select just the data without titles. 2. Go to Insert Ú Sparkline Ú Line, Column, or Win/Loss. 3. Select a Location Range and click OK. 4. Modify the Sparkline on Sparkline Tools Ú Design New Horizons Learning Solutions Corporation. All rights reserved. Reproduction or transmission of any kind is prohibited without written permission. New Horizons Learning Solutions Corporation assumes no responsibility for errors or omissions or for any damages that result from the use of this card. Microsoft and Excel are registered trademarks of Microsoft Corporation in the US and other countries.