New Perspectives on Microsoft Excel Module 4: Analyzing and Charting Financial Data

Transcription

1 New Perspectives on Microsoft Excel 2016 Module 4: Analyzing and Charting Financial Data

2 Objectives, Part 1 Use the PMT function to calculate a loan payment Create an embedded pie chart Apply styles to a chart Add data labels to a pie chart Format a chart legend Create a clustered column chart Create a stacked column chart 2

3 Objectives, Part 2 Create a line chart Create a combination chart Format chart elements Modify the chart s data source Create a histogram and Pareto chart Add sparklines to a worksheet Format cells with data bars 3

4 Visual Overview: Chart Elements 4

5 Introduction to Financial Functions, Part 1 Excel provides a wide range of financial functions related to loans and investments: The PMT function can be used to calculate the installment payment and payment schedule required to completely repay a loan Future value Present value Calculating the interest part of a payment Calculating the principle part of a payment Loan interest rate 5

6 Introduction to Financial Functions, Part 2 Function FV (rate,nper,pmt [,pv=0] [,type =0]) PMT (rate, nper, pv [,fv=0][,type=0]) IPMT (rate, per, nper, pv[,fv=0][,type=0] PPMT (rate, per, nper, pv[,fv=0][,type=0]) NPER (rate, pmt, pv [,fv=0][,type=0]) RATE(nper, pmt, pv [,fv=0][,type=0] Description Calculates the future value of an investment, where rate is the interest rate per period, nper is the total number of periods, pmt is the payment in each period, pv is the present value of the investment and type indicates whether payments should be made at the end of the period (0) or the beginning of the period (1) Calculates the payment requires each period on a loan or an investment, where fv is the future values of the investment Calculates the amount of a loan payments devoted to paying the loan interest, where per is the number of the payment period Calculates the amount of a loan payment devoted to paying off the principal of loan Calculates the number of periods required to pay off a loan or an investment Calculates the interest rate of a loan or an investment based on periodic, constant payments 6

7 Introduction to Financial Functions, Part 3 Cost of a loan to the borrower is largely based on three factors: Principal: amount of money being loaned Interest: amount added to the principal by the lender Time required to repay the loan 7

8 Introduction to Financial Functions, Part 4 Using the PMT Function To calculate the costs associated with a loan, you must have the following information: - The annual interest rate - The number of payment periods per year - The length of the loan in terms of the total number of payment periods - The amount being borrowed - When loan payments are due 8

9 Introduction to Financial Functions, Part 5 The syntax of the PMT function is: 9

10 Getting Started with Excel Charts, Part 1 Charts show trends or relationships in data that are easier to see in a graphic representation rather than viewing the actual numbers or data Creating a chart is a several-step process: Selecting the data to display in the chart Choosing the chart type Moving the chart to a specific location Sizing the chart Formatting the chart s appearance 10

11 Getting Started with Excel Charts, Part 2 Selecting a Chart s Data Source A data source includes one or more data series and a series of category values A data series contains the actual values that are plotted on the chart Category values provide descriptive labels for each data series or data value; usually located in the first column or first row of the data source 11

12 Getting Started with Excel Charts, Part 3 Chart Category Description Chart Subtype Column or Bar Hierarchy Compares values from different categories. Values are indicated by the height of the columns or the length of a bar. Displays data that is organized into a hierarchy of categories where the size of the groups is based on a number. 2-D Column, 3-D Column, 2-D Bar, 3-D Bar Treemap, Sunburst Waterfall or Stock Displays financial cash flow values or stock market data. Waterfall, Stock Line Statistic Pie X Y (Scatter) Compares values from different categories. Values are indicated by the height of the lines. Often used to show trends and changes over time. Displays a chart summarizing the distribution of values from a sample population. Compares relative values of different categories to the whole. Values are indicated by the area of the pie slices Shows the patterns or relationship between two or more sets of values. Often used in scientific studies and statistical analyses 2-D Area, 3-D Area Histogram, Pareto, Box and Whisker 2-D Pie, 3-D Pie, Doughnut Scatter, Bubble Surface or Radar Compares three sets of values in a three-dimensional chart Surface, Radar Combo Combines two or more charts types to make the data easy to visualize, especially when the data is widely varied. PivotChart Creates a chart summarizing data from a PivotTable none Clustered Column-Line, Clustered Column-Line on Secondary Axis, Stacked Area-clustered Column 12

13 Getting Started with Excel Charts, Part 4 Exploring Chart Types and Subtypes Excel provides 53 types of charts organized into the 10 categories Each category includes variations of the same chart type, which are called chart subtypes You can design your own custom chart types to meet the specific needs of your reports and projects 13

14 Getting Started with Excel Charts, Part 5 Exploring Chart Types and Subtypes A pie chart is a chart in the shape of a circle divided into slices like a pie - Each slice represents a single value from a data series - Larger data values are represented with bigger pie slices - The relative sizes of the slices let you visually compare the data values and see how much each contributes to the whole Pie charts are most effective with six or fewer slices, and when each slice is large enough to view easily 14

15 Getting Started with Excel Charts, Part 6 Inserting a Pie Chart with the Quick Analysis Tool After you select an adjacent range to use as a chart s data source, the Quick Analysis tool appears The Quick Analysis tool includes a category for creating charts The CHART category lists recommended chart types the charts that are most appropriate for the data source you selected 15

16 Getting Started with Excel Charts, Part 7 Inserting a Pie Chart with the Quick Analysis Tool Make sure the correct range is selected Click the Quick Analysis button in the lower-right corner of the selected range Click the CHARTS category Click Pie to select the pie chart 16

17 Getting Started with Excel Charts, Part 8 Moving and Resizing Charts Excel charts are either placed in their own chart sheets or embedded in a worksheet When you create a chart, it is embedded in the worksheet that contains the data source Selecting the chart displays: - A selection box (used to move or resize the chart) - Sizing handles (used to change the chart s width and height) 17

18 Working with Chart Elements, Part 1 Every chart contains elements that can be formatted, added to the chart, or removed from the chart The Chart Elements button is used to add, remove, and format individual elements When you add or remove a chart element, the other elements resize to fit in the space Live Preview shows how changing an element will affect the chart s appearance 18

19 Working with Chart Elements, Part 2 19

20 Working with Chart Elements, Part 3 Choosing a Chart Style When you create a chart, the chart is formatted with a style (a collection of formats) In the pie chart created, the format of the chart title, the location of the legend, and the colors of the pie slices are all part of the default style You can quickly change the appearance of a chart by selecting a different style from the Chart Styles gallery Live Preview shows how a chart style will affect the chart 20

21 Working with Chart Elements, Part 4 Formatting the Pie Chart Legend You can fine-tune a chart style by formatting individual chart elements From the Chart Elements button, you can open a submenu for each element that includes formatting options, such as the element s location within the chart You can also open a Format pane, which has more options for formatting the selected chart element The Chart Elements button also provides access to the Format pane with more design options 21

22 Working with Chart Elements, Part 5 Formatting Pie Chart Data Labels Modify the content and appearance of data labels - Move the labels to the center of the pie slices or place them outside of the slices - Set the labels as data callouts - Change the text and number styles used - Drag and drop individual data labels, placing them anywhere within the chart When a data label is placed far from its pie slice, a leader line is added to connect the data label to its pie slice 22

23 Working with Chart Elements, Part 6 Setting the Pie Slice Colors A pie slice is an example of a data marker that represents a single data value from a data series You can format the appearance of individual data markers to make them stand out from the others Pie slice colors should be as distinct as possible to avoid confusion Depending on the printer quality or the monitor resolution, it might be difficult to distinguish between similarly colored slices or data 23

24 Working with Chart Elements, Part 7 Formatting the Chart Area The chart s background (called the chart area) can be formatted using: - Fill colors - Border styles - Special effects such as drop shadows and blurred edges The chart area fill color used in the pie chart is white, which blends in with the worksheet background 24

25 Performing What-If Analyses with Charts, Part 1 A chart is linked to its data source Changes made to the data source affect the chart; a visual representation of changes Makes charts a powerful tool for data exploration and what-if analysis Excel uses chart animation to slow down the effect of changing data source values, making it easier to see how changing one value affects the chart 25

26 Performing What-If Analyses with Charts, Part 2 Another type of what-if analysis is to limit the data to a subset of the original values in a process called filtering Rather than creating a new chart, you can filter an existing chart to only show specific data 26

27 Performing What-If Analyses with Charts, Part 3 27

28 Creating a Column Chart, Part 1 Column chart Displays values in different categories as columns Height of each column is based on its value Bar chart Column chart turned on its side Length of each bar is based on its value Better to use column and bar charts than pie charts when the number of categories is large or the data values are close in value 28

29 Creating a Column Chart, Part 2 Better to use column and bar charts than pie charts when the: Number of categories is large Data values are close in value Easier to compare height or length than area Column charts can include several data series Comparing Column Chart Subtypes Column and bar charts can display multiple data series You can plot three data series against one category 29

30 Creating a Column Chart, Part 3 Comparing Column Chart Subtypes The clustered column chart displays the data series in separate columns side-by-side so that you can compare the relative heights of the columns The stacked column chart places the data series values within combined columns showing how much is contributed by each series The 100% stacked column chart makes the same comparison as the stacked column chart except that the stacked sections are expressed as percentages 30

31 Creating a Column Chart, Part 4 Creating a Clustered Column Chart Select data source Select type of chart to create Move and resize the chart Change chart s design, layout, and format by: - Selecting one of the chart styles, or - Formatting individual chart elements 31

32 Creating a Column Chart, Part 5 Moving a Chart to a Different Worksheet Can move a chart from one worksheet to another or place the chart in its own chart sheet In a chart sheet, the chart is enlarged to fill the entire workspace The Move Chart dialog box provides options for moving charts between worksheets and chart sheets You can cut and paste a chart between workbooks 32

33 Creating a Column Chart, Part 6 Changing and Formatting a Chart Title When a chart has a single data series, the name of the data series is used for the chart title When a chart has more than one data series, the Chart Title placeholder appears as the temporary title of the chart You can replace the placeholder text with a more descriptive title 33

34 Creating a Column Chart, Part 7 34

35 Visual Overview: Charts, Sparklines, and Data Bars 35

36 Creating a Line Chart Line charts are typically used when the data consists of values drawn from categories that follow a sequential order at evenly spaced intervals Like column charts, a line chart can be used with one or more data series When multiple data series are included, the data values are plotted on different lines with varying line colors 36

37 Working with Axes and Gridlines, Part 1 A chart s vertical and horizontal axes are based on the values in the data series and the category values In many cases, the axes display the data in the most visually effective and informative way Sometimes you will want to modify the axes scale, add gridlines, and make other changes to better highlight the chart data 37

38 Working with Axes and Gridlines, Part 2 Editing the Scale of the Vertical Axis Range of values (scale) of an axis is based on the values in the data source Vertical (value) axis: range of values in the data Horizontal (category) axis: category values Excel divides the scale into regular intervals, marked on the axis with tick marks and labels - More tick marks at smaller intervals could make the chart difficult to read - Fewer tick marks at larger intervals could make the chart less informative 38

39 Working with Axes and Gridlines, Part 3 Editing the Scale of the Vertical Axis Major tick marks identify the main units on the chart axis Minor tick marks identify the smaller intervals between the major tick marks Some charts involve multiple data series - Plot one data series against a primary axis, which usually appears along the left side of the chart - Plot the other against a secondary axis, which is usually placed on the right side of the chart - The two axes can be based on entirely different scales 39

40 Working with Axes and Gridlines, Part 4 40

41 Working with Axes and Gridlines, Part 5 Adding Gridlines Gridlines are horizontal and vertical lines that help you compare data and category values - Gridlines may or may not appear in a chart - You can add or remove them separately Gridlines are placed at the major tick marks or can be set to appear at the minor tick marks The chart style used for the two column charts and the line chart includes horizontal gridlines You can add vertical gridlines to help further separate one set of values from another 41

42 Working with Axes and Gridlines, Part 6 Working with Column Widths You can set the spacing between one column and another in your column charts You can define the width of the columns 42

43 Formatting Data Markers Each value from a data series is represented by a data marker: Individual pie slices in pie charts Columns in column charts Points connected by the line in a line chart 43

44 Formatting the Plot Area, Part 1 The plot area includes only that portion of the chart in which the data markers have been placed or plotted You can format the plot area by changing its fill and borders, and by adding visual effects Changes to the plot area are often made in conjunction with the chart area 44

45 Formatting the Plot Area, Part 2 45

46 Creating a Combination Chart, Part 1 A combination chart combines two chart types within a single chart Enable you to show two sets of data using the chart type that is best for each data set Can have data series with vastly different values You can create dual axis charts, using primary and secondary axes 46

47 Creating a Combination Chart, Part 2 47

48 Creating a Combination Chart, Part 3 Working with Primary and Secondary Axes When a chart has primary and secondary vertical axes, it is helpful to identify exactly what each axis is measuring Add an axis title (a descriptive text that appears next to the axis) to the chart You can add, remove, and format axis titles 48

49 Editing a Chart Data Source, Part 1 To modify a Chart s Data Source: Click the chart to select it On the CHART TOOLS DESIGN tab, in the Data group, click the Select Data button In the Legend Entries (Series) section click the Add button or the Remove button Click the Edit button in the Horizontal (Category) Axis Labels section to select the category values for the chart 49

50 Editing a Chart Data Source, Part 2 50

51 Exploring Other Chart Types Creating a Histogram Creating a Pareto Chart Using a Waterfall Chart Using a Hierarchical Chart 51

52 Creating Sparklines, Part 1 A sparkline is a chart that is displayed entirely within a worksheet cell Sparklines are compact in size; don t include chart elements (legends, titles, or gridlines) The goal of a sparkline is to convey the maximum amount of information within a very small space Sparklines are useful when you don t want charts to overwhelm the rest of your worksheet or take up valuable page space 52

53 Creating Sparklines, Part 2 You can create the following three types of sparklines: A line sparkline for highlighting trends A column sparkline for column charts A win/loss sparkline for highlighting positive and negative values Three types of sparklines: Line sparkline: Highlights trends Column sparkline: For column charts Win/Loss sparkline: Highlights positive and negative values 53

54 Creating Sparklines, Part 3 54

55 Creating Sparklines, Part 4 Formatting the Sparkline Axis You can change the scale of the vertical axis The vertical axis will range from the minimum value to the maximum value You can change the vertical axis scale to be the same for the related sparklines 55

56 Creating Sparklines, Part 5 Working with Sparkline Groups The sparklines in the location range are part of a single group Clicking any cell in the location range selects all of the sparklines in the group Any formatting applied to one sparkline affects all of the sparklines in the group (ensures that the sparklines for related data are formatted consistently) To format each sparkline differently, you must first ungroup them 56

57 Creating Data Bars Conditional format that adds a horizontal bar to background of a cell containing a number Length based on value of each cell in the range Dynamic the lengths of data bars automatically update if cell s value changes Modifying a Data Bar Rule Modify by altering rules of the conditional format 57