Microsoft Excel Basics

Opening Excel:

Start >> Programs >> Microsoft Office >> Microsoft Office Excel 2003

Microsoft Excel will automatically open with a blank spreadsheet spanning many

columns and rows. You will notice a number of toolbars with many more options

included.

Standard Toolbar:

1. New:

Create a new, blank spreadsheet

2. Open:

Open a previously saved spreadsheet

3. Save:

Save your current spreadsheet

4. Permission:

5. Print:

Prints the current document.

6. Print Preview:

Preview the potential print of the current document.

7. Research:

Microsoft has enabled Information Rights Management (IRM) within the new

version of Excel, which can help protect sensitive documents from being copied

or forwarded. Click this for more information and options.

8. Copy:

Copies the current selection to the clipboard, which can then be pasted elsewhere

in the document.

9. Paste:

Takes the current clipboard contents and inserts them.

10. Undo:

Undoes the last action in the document, reverting “back” a step in time.

11. Insert Hyperlink:

Inserts a hyperlink to an Internet location.

12. AutoSum:

A drop-down menu of available mathematical operations to perform.

13. Sort Ascending:

Sorts the current selection in ascending order.

14. Chart Wizard:

Opens the “Chart Wizard,” which will walk you through the creation of a chart /

diagram using the currently selected information.

15. Microsoft Excel Help:

Brings up the Excel Help window, which will allow you to type in a key-word for

more information, or click anything on screen to directly bring up further

information on that subject.

16. More Options:

There are a variety of extra options you can call or add to the toolbar, such as

Spell Check, Sort Descending, Cut, Redo, etc. By clicking the triangle, you can

access these options; at the same time, you can drag this toolbar outwards more to

make more available space for these options directly on the toolbar.

Formatting Toolbar:

1. Font:

Change the font of the selected cell(s)

2. Size:

Change the font size of the selection

3. Bold:

Put the selection in bold face

4. Italics:

Italicize the selection

5. Underline:

Underline the selection

6. Align Left:

Align the current selection to the left

7. Center:

Align the current selection to the center

8. Align Right:

Align the current selection to the right

9. Merge & Center:

Combine two selected cells into one new cell that spans the width of both and

center the contents of this new cell

10. Currency Style:

Change the style in which currency is displayed

11. Percent Style:

Change the style in which percents are displayed

12. Decrease Indent:

Decrease the indent of a cell by approximately one character

13. Border:

Add or alter the style of borders to format a cell with

14. Fill Color:

Select a color to fill the background of a cell with

15. Font Color:

Select a color to apply to a selection of text

You now have a basic understanding of the toolbars, but still have a huge window of cells

in front of you. Cells can contain text, numbers, or formulas. To refer to a particular cell,

you call it by its column letter, and then by its row letter. For example, the cell in the

uppermost left corner would be "A1." The current cell(s) will always be listed in the

"Name Box," which appears on the left below the toolbars.

Creating a Workbook

An Excel workbook contains multiple worksheets. Worksheets can be used to group

information together. A worksheet can contain data, charts, or both.

1. From the

File menu, select New…

The New Workbook task pane appears.

2. Under New, select Blank workbook

3. A new workbook appears.

1. On the Standard toolbar, click NEW

A new workbook appears.

Entering Text

A cell containing text and numbers or only text cannot be used in formulas, even if

numbers exist with the alphabetic characters.

1. Select the cell where you want to enter text

2. Type the alpha-numeric text that should be in the cell

3. To accept the information, press [Enter] or an [Arrow] key

Entering Numbers

Numeric cells can be used for calculations and functions. A numeric cell may contain

numbers, plus (+), minus

(-), currency ($).

1. Select the cell where you want to enter numbers

2. Type the numeric information that should be in the cell

3. To accept the information, press [Enter] or an [Arrow] key

Excel automatically right-aligns values and left-aligns text.

Do not include spaces or alphabetic characters in a calculation cell.

Entering Dates or Times

1. Select the cell where you want to enter the date or time

2. To enter a date, type the date in one of the following formats: 6/23/2004, 6-23-

2004, or June 23, 2004

To enter a time, type the time

NOTE: To indicate AM or PM, leave a space and press [Shift] + [A] or [P],

respectively.

3. To accept the information, press [

Enter] or [return]

1. To enter today's date, press [

Ctrl] + [;]

To enter the current time, press [

Ctrl] + [Shift] + [;]

2. To accept the information, press [

Enter]

Saving A Spreadsheet

The following steps should be used when you are saving a worksheet for the first time,

when you want to save it to a new location (perhaps a backup), or when you want to save

a copy with a different name.

1. From the File menu, select Save As...

The Save As dialog box appears.

2. From the Save in pull-down list, select the desired save location

3. In the File name text box, type a filename

4. Click SAVE

The file is saved.

Printing the Current Worksheet

When printing your worksheet, you may not want to print the entire workbook. You can

print a selected worksheet from the workbook. This will print all the active cells on the

current sheet of the workbook.

1. From the File menu, select Print...

The Print dialog box appears.

2. In the Print what section, select Active sheet(s)

3. Click OK

The current worksheet is printed.

Printing the Entire Workbook

Printing the entire workbook will print all sheets of the workbook that contain data.

1. From the File menu, select Print...

The Print dialog box appears.

2. In the Print what section, select Entire workbook

3. Click OK

The entire workbook is printed.

Defining the Print Area

Unless you specify a print area, Excel assumes you want to print the active area of the

current worksheet. You can specify a different print area through several options: the

Page Setup dialog box and the Print Area command.

Defining the Print Area: Dialog Box Option

1. From the File menu, select Page Setup...

The Page Setup dialog box appears.

2. Select the Sheet tab

3. In the Print area text box, type the range of cells to be printed

To select the area,

1. Click

COLLAPSE DIALOG

2. Select the desired range of cells

3. Click RESTORE DIALOG

4. Click OK

The print area is defined.

Defining the Print Area: Print Area Option

The

Print Area command is useful when you want to print a specific range of cells. The

print area will remain in Excel's memory until it is cleared or replaced.

To set the print area:

1. Select the cells to be printed

2. From the

File menu, select Print Area » Set Print Area

The print area is set.

To clear the print area:

1. From the File menu, select Print Area » Clear Print Area

The print area is cleared.

Microsoft Excel Intermediate

Navigating the Spreadsheet:

You can use the "Up," "Down," "Left," "Right," to move (one cell at a time) throughout

the spreadsheet. You can also simply click the cursor into a cell). The "tab" button will

move one cell to the right. The "Enter" button will confirm the entered information and

move one cell down.

If you enter text or numbers that span further than the column allows, simply place your

cursor on the line dividing two columns next to their respective letters, and drag to the

right or left until the desired width is achieved. You can also double-click this dividing

line to have Excel automatically choose the best width.

A Simple Spreadsheet:

This is what a basic spreadsheet may look like, keeping track of the grades for five

students. As you'll notice, numbers automatically align to the right, while text

automatically aligns to the left. Room has been allowed at the top and the left for column

and row headings, which have been placed in bold.

Simple Formulas:

"92.66667" was not entered as the contents for cell "E2." The "formula bar" has the

following entered into it:

=(B2+C2+D2)/3

By following the normal order of operations, the contents of the three cells in parenthesis

(B2, C2, and D2) are all added to each other, and then divided by 3. This gives an

average of the three grades, which is then shown in the cell "E2" (where the formula was

entered).

If you wanted to do the same for students 2 through 5, you would enter in similar

formulas for each cell from "E3" to "E6" replacing the column and row numbers where

appropriate.

An easy method to replicate formulas is to select the cell which contains the original

formula ("E2" in this case), click the bottom right corner of the selection box, and drag

down several rows (to "E6" in this example). The formula will be copied down in each

cell, and will change itself to reflect each new row.

Insert Rows & Columns:

You may find that you need to insert a new, blank row where there isn't a blank row any

more. To insert a new blank row, place your cursor directly below where you would like

a new row. Select Insert >> Rows. To insert a new column, place the cursor in a cell

directly to the right of where you would like the column. Select Insert >> Columns.

Sorting:

One of Excel’s powerful features is its ability to sort, while still retaining the

relationships among information. For example, let’s take our student grade example from

above. What if we wanted to sort the grades in descending order? First, let’s select the

information we want to sort.

Now let’s select the “Sort” option from the “Data” menu.

A new window will appear asking how you would like to sort the information. Let’s sort

it by the average grade, which is in Column E; be sure to set by “Descending” order. If

there were other criteria you wished to sort by as secondary measures, you could do so;

let’s select “Then by” as “Grade 3” just for the practice of doing so (“Descending” order,

as well).

Excel will sort your information with the specifications you entered. The results should

look something like this:

Cell Formatting:

You may notice that, by default, Excel will leave as many decimal points as possible

within the cell’s width restraints; as you increase the cell’s width, the number of decimal

points increases.

Select “Cells” from the “Format” menu. A new window will appear with a wide variety

of ways in which to customize your spreadsheets.

For example, if we wanted to set the percentages fixed to only two decimal points, you

can make this selection under the “Number” category within the “Number” tab. You can

also set the formatting for things such as the date, time, currency, etc.

The “Font” tab will also allow you to change the default font used on the spreadsheet.

The other tabs provide even more ways to customize your spreadsheet and its

appearance; experiment with the settings to see what works best for you.

Microsoft Excel Advanced I

Calculating with Functions

To create a basic worksheet, some of the core tasks involve entering formulas and

functions. Both formulas and functions are instructions for Excel to do calculations for

you by referring to values in the worksheet or within the formula.

Working with Functions

There are multiple ways you can create a function. You can insert functions manually (by

typing them), or you can use the Insert Function dialog box. The Insert Function dialog

box eliminates the possibility of a typing error, so it is the recommended method.

Writing Functions with the Insert Function Dialog Box

Determining what functions are available, what function you should be using, and what

you need to include in the function is easier with the Insert Function dialog box. The

Insert Function dialog box will display a listing of all functions or categories of functions

available with Excel. As you select a function (as in the following graphic), a sample of

the function appears at the bottom of the dialog box. As you make your selection, the

Insert Function dialog box will request certain types of information. You simply select

the cells where that information is located.

Windows:

1. Place the cell pointer on the cell where the formula should be added

2. From the Insert menu, select Function…

The Insert Function dialog box appears.

3. From the Or select a category pull-down list, select the appropriate function

category or All

4. From the Select a function scroll box, select the desired function. A description of

the selected function appears beneath the Select a function scroll box.

5. Click OK

The Function Arguments dialog box appears.

6. In the text boxes, type the data to be in the function. To hide the dialog box so

you can select cell ranges with the mouse rather than type them, click

COLLAPSE DIALOG .

To restore the dialog box, click RESTORE DIALOG .

7. Click OK

About the Function Arguments Dialog Box

The Function Arguments dialog box helps you to enter worksheet functions. As you type

the function, the Function Arguments dialog box displays the name of the function, the

function arguments, a description of the function and its arguments, and the result of the

function. Once you have entered a function, you can further edit it using the Function

Arguments dialog box.

To access the Function Arguments dialog box:

1. Select a cell containing a function

2. On the Formula bar, click FUNCTION icon

The Function Arguments dialog box appears.

Writing Formulas and Functions with the Point Method

Formulas based on cell references can be "written" by pointing to the cells rather than

typing the cell entries. This "point" method can help reduce the chance of error in the

formulas and sometimes may make more sense. The point method may not work as well

when the cells in question are located in different areas of the worksheet, but the method

can be used then as well.

The key to the point method is to point to click the cells to be included and to type the

operators where appropriate.

The following examples provide step-by-step instructions for a simple addition of two

cells and for adding a range of cells.

Adding Cells Together

1. Place the insertion point in the cell where the results should be displayed

2. To start the function, press [=]

3. Point and click the first cell to be added

4. Press [

5. Point and click the next cell to be added

6. Repeat steps 4-5 as necessary

7. Press [Enter] or [return]

Adding a Range of Cells with the SUM Function: Option 1

1. Place the insertion point in the cell where the results should be displayed

2. To start the function, press [

3. Type

SUM(

4. Point and click the first cell in the range to be added

5. Press [:]

6. Point and click the last cell to be added

7. Type )

8. Press [Enter] or [return]

Adding a Range of Cells with the SUM Function: Option 2

1. Place the cell pointer in the cell where the results should be displayed

2. To start the function, press [

3. Type SUM(

4. Click and drag the mouse to select the range of cells to be added

5. Type )

6. Press [

Enter] or [return]

Microsoft Excel Advanced II

Creating and Working with Charts

Charts are objects on your worksheet that can be moved, resized, and deleted without

affecting your worksheet. If the chart is placed on top of information, the information will

not be modified or lost.

Bad Data Sample

In the following example, notice how the blank cells in the data series create blanks

spaces in the chart. The lack of row labels makes it difficult for the reader to understand

the chart, because no legend exists to guide them.

Good Data Sample

In the following example, notice that no blank spaces exist in the data series, so no empty

spaces exist in the chart. The row labels allow a legend that makes the chart much easier

to understand.

About Charting Elements

A chart contains several elements, which are illustrated in this graphic.

The following table describes the various elements.

Element Purpose

Title

(Subtitle)

Identifies the chart and frequently includes a date or time period

Category

Axis

Title

Identifies the title of the Category (X) Axis

Value

Identifies the data being charted on the vertical y-axis. Examples of Value

(Y) Axis

(Y) Axis types include numbers and years

Value

Axis

Title

Identifies the title of the Value (Y) Axis

Legend

Identifies the information charted. This is especially important when you

have more than one type of information charted. For example, if you have a

chart for enrollment by class (freshman, sophomore, junior, senior), a legend

will be important for identifying which information relates to what class

Ticks

Ticks, indicating measurement increments, appear on both the y-axis and x-

axis and can help improve the readability of a chart. Both y-axis and x-axis

ticks are optional

Origin

The origin is the point where the x-axis and y-axis meet. The origin is

generally at zero (0) but can be modified

Types of Graphs and Helpful Hints

Pie Charts

Pie charts are best used to compare parts of a whole; in other words, they help divide a

group into components. Some factors to keep in mind when creating pie charts include

the following:

Limiting the number of slices

Keep the number of slices to a minimum by combining smaller categories into one. Too

many slices will hinder interpretation by making your pie chart appear complicated and

cramped; it will also create difficulties for labeling.

Using labels for slices

Try to place labels within slices whenever possible; this will help you create pie charts

that are both clear and readable.

Bar Graphs

Bar graphs work best to emphasize the contrast between quantities. Two types of bar

graphs can be used: vertical and horizontal. Vertical bar graphs work well for comparing

quantities at different times, while horizontal bar graphs compare different quantities

when time is not an important consideration. For example, a graph showing student

enrollment by year would probably work best in the vertical format, while a graph

showing current participation in faculty organizations would be most effective in the

horizontal format. Some design considerations to keep in mind when creating either type

of bar graph include the following:

Limiting the scale

Make sure your bar graph is kept within a reasonable scale; in other words, try to avoid

showing three quantities of similar size and one quantity that is drastically larger or

smaller.

Enhancing the graph

Consider adding perspective or a drop shadow to your chart for visual appeal, but again,

be aware that (as with pie charts) the third dimension can confuse or even mislead the

audience. Numerical values placed above or within the bars themselves may help solve

this problem.

Line Graphs

Line graphs best indicate the relationship of one variable to another, and they can be

created using either straight or curved lines. Which type of line graph you use depends on

the type of information you wish to convey: straight-line graphs show specific

observation points, while curved-line graphs show general trends. Some design

considerations to keep in mind when creating either type of line graph include the

following:

Using contrast

Make sure to use lines with sufficient contrast; in other words, create a line that is bold

enough to clearly appear to your audience but thin enough to still convey specific

information.

Limiting multiple lines

When using multiple lines to compare trends, keep the number of lines to three or less.

Comparing more than three trends on the same line graph can create confusion for your

audience, especially if your graph is not in color.

Summary

Adhering to the guidelines in this document will help you create charts and graphs that

present information clearly. Of course, the three chart formats discussed here are not the

only ways to convey numerical data; other formats can effectively portray information as

well. The following table provides a quick guide to most of your choices:

Chart

Format

Description

Pie

Compares parts of a whole

Bar

Shows contrast between quantities

Line

Indicates the relationship of one variable to another

Area

Indicates the volume relationship of one variable to another

Scatter Plot

Correlates two factors by marking the points where particular events

occurred

Getting Ready to Chart

Excel offers several options for designing worksheets along with creating and modifying

charts. Even before you make your chart, however, you should consider creating range

names for your data. Specifying range names in advance will decrease the potential for

errors and enable you to add more data at a later date.

Designing Your Worksheet for Charting

You have two basic options for setting up your worksheet. First, you can design your

worksheet so the information to be charted is close together. Second, you can create a

summary section for charting. The right option for you will often depend on what the

worksheet is designed to do. Often worksheets are designed to track information; later on,

charting becomes a secondary purpose. With this type of worksheet, a summary section

may be the easiest. You can summarize the detailed data in a different area on your

worksheet and make it much easier for charting.

A summary section will include the information to be charted in a contiguous group. The

more complete the summary section, the less work you will have to do when creating

your chart. Based on the Charting Rules, an organization similar to the following graphic

will make it easiest for automatic charting. While this setup may not always be

appropriate, keep in mind the format can reduce the amount of adjustments required for

your charts.

This sample worksheet section was used to create the following chart. Aside from telling

Excel to create a chart and indicating where the chart was to appear, the default setup

created the chart.

Charts can be enhanced by modifying the individual chart elements or by adding a new

data series. Notice that the chart title and subtitle are not included in the chart. Excel

requires that these be added after the chart is created or during the

Chart Wizard process.

Recommended: Range Names

Before you create your chart, you should create a range name to represent the data on

your worksheet. Range names refer to specific groups of cells and are often used for cell

references in functions, charting, and printing.

Creating a Basic Chart

The Excel Charting Wizard makes it easy to create a basic chart. With a few clicks, Excel

will create a basic chart you can edit and enhance to meet your needs.

Using the Chart Wizard

Sometimes the data in your worksheet may not fit the Excel basic chart criteria, or you

may not want to spend time creating a summarizing section. Instead of creating the basic

Excel chart, you can go through all four steps in the Chart Wizard and add several

options to your chart immediately. By using the Chart Wizard, you can alter the chart

type, add a title, and specify which direction Excel charts your data.

Using the Chart Wizard: Selecting Your Data

1. Select data to be charted On the Standard toolbar, click CHART WIZARD

The Chart Wizard - Step 1 of 4 - Chart Type dialog box appears.

2. From the Chart type scroll box, select the appropriate chart type

3. Under Chart sub-type, select the appropriate sub-type and click NEXT

The Chart Wizard - Step 2 of 4 - Chart Source Data dialog box appears.

4. Select the Data Range tab

5. For Series in, select Rows or Columns and click NEXT

The Chart Wizard - Step 3 of 4 - Chart Options dialog box appears.

6. Select the Legend tab

7. To use a legend, select Show legend

*If you are using a pie chart, use labels instead of a legend.

8. To create a title for your chart, select the Titles tab

9. In the Chart title text box, type the desired title

10. In the appropriate text boxes, type the desired x- and y-axes labels and click

The Chart Wizard - Step 4 of 4 - Chart Location dialog box appears.

11. To make your chart appear within the Excel sheet,

a. Select As object in

b. From the pull-down box, select the desired worksheet

To make your chart appear as a

separate sheet,

c. Select As new sheet

d. OPTIONAL: In the text box, type a name for the new worksheet

12. Click

FINISH

The chart is created.

Using the Chart Wizard: Range Names

1. On the Standard toolbar, click CHART WIZARD

The

Chart Wizard - Step 1 of 4 - Chart Type dialog box appears.

2. From the

Chart type scroll list, select the appropriate chart type

3. Under Chart sub-type, select the appropriate sub-type and click NEXT

The Chart Wizard - Step 2 of 4 - Chart Source Data dialog box appears.

4. Select the Data Range tab

5. In the Data range text box, press [=] and type the range name

6. Click FINISH

The chart is created.

Modifying a Chart

Once your chart is created, you can modify it to fit your needs or the evolving nature of

your data.

Changing the Chart Type

If the default chart type is not appropriate for the information you are charting, you can

change it by using the Chart Type selection from the Chart menu.

1. Select the chart

2. From the Chart menu, select Chart Type...

The Chart Type dialog box appears.

3. From the Chart type scroll box, select the appropriate chart type

*To preview your information in any chart before you create it; click PRESS

AND HOLD TO VIEW SAMPLE.

4. Under Chart sub-type, select the appropriate sub-type

5. Click OK

The chart type is changed.

Positioning Your Chart

Moving Your Chart

The chart is an object on your worksheet. While your chart may be placed on top of some

worksheet information, the information still exists. The chart can be moved anywhere on

your worksheet.

1. Select the chart

2. Click and hold the mouse button

3. Drag the chart to the appropriate location

4. Release the mouse button

5. To deselect the chart, click outside the chart

Resizing Your Chart

As you resize the chart, the chart elements are adjusted proportionally.

1. Select the chart

2. Click and hold one of the sizing handles

3. Drag the handle inward or outward

4. Release the mouse button

5. To deselect the chart, click outside the chart

Formatting Your Chart

Adding formatting to your chart can greatly enhance its overall appearance and clarity.

Formatting is also a way to emphasize important areas of your chart. Some useful

formatting options include colors, patterns, arrows, text boxes, and font types.

Selecting Chart Elements

The key to formatting a chart in Excel is selecting the correct chart element(s). When you

hold your mouse over a certain element, a

Screen Tip appears, telling you what element

(e.g., gridlines, data series) your mouse is hovering over.

1. Hold your mouse over the desired chart element

A Screen Tip appears, indicating the type of element.

2. Right click the element » select Format (Element Name)...

Double click the element

The Format (Element Name) dialog box appears.

3. Make the necessary changes

Adjusting Chart Colors and Patterns

Colors and patterns can enhance your chart. If you have a black-and-white printer, you

should do a test print to make sure the chart is legible. Using patterns instead of colors

can also help enhance the readability of your chart. The patterns should be easily

differentiated by the reader of the chart.

1. Select the appropriate chart

2. Access the Format dialog box

3. Make the necessary changes

Working with Chart Elements

Learning how to use Excel's chart elements can make your charts easier to understand

and therefore, convey a more effective message. Titles, legends, and X-axis and Y-axis

options can help specify the purpose of the chart, while using gridlines, exploding pie

pieces (on pie charts), and adding text boxes can give your chart a helpful visual boost.

Adding a Chart Title

Titles are used to identify the chart for the reader. If you did not assign a chart title in the

Chart Wizard, you can add the title at any time.

*These instructions assume a chart is already created.

1. Click your chart to select it

2. From the

Chart menu, select Chart Options...

The Chart Options dialog box appears.

3. Select the

Titles tab

4. In the Chart title text box, type the desired title

5. Click OK

The title is now added to your chart.

Working with Legends

Legends are used to identify the type of data in the chart.

The legend can be placed anywhere within the chart area, but it is commonly located at

the bottom or to the right of the chart. Legend descriptions should be brief but

descriptive. In Excel, a legend will be placed in your chart automatically. With the

Format Legend dialog box, you can change the placement of the legend within your

chart; however, you cannot change the labels that are used to identify the data types in

your chart without changing the row labels on your worksheet.

Placing the Legend

1. Double click the legend to select it

The

Format Legend dialog box appears.

2. Select the Placement tab

3. Under Placement, select the desired legend placement

4. Click OK

Working with Axes

Axis labels are used to identify the information being charted. The scale for both the X-

axis and Y-axis labels can be manually adjusted (i.e., you decide the minimum,

maximum, and increment values).

NOTE: You cannot adjust the axes for pie charts.

Scaling an Axis

1. Double click the axis you want to adjust

The Format Axis dialog box appears.

2. Select the Scale tab

3. Make adjustments as desired

4. Click OK

Creating Charts with a Percent Scale

While pie charts are appropriate for reflecting percentages of a whole, they are not

always appropriate for the information you are charting. To reflect the percentages, you

may need to convert the values to be charted into percentages (they should add up to

100%). Excel offers two ways of creating charts with a percent scale: the menu option

and the mouse option.

Creating Charts with a Percent Scale: Menu Option

NOTES:

To use this option, you must select a 100% stacked chart.

This option changes

all data series.

1. Click your chart to select it

2. From the

Chart menu, select Chart Options...

The

Chart Options dialog box appears.

3. Select the Data Labels tab

4. Select the desired data label option

5. Click

Creating Charts with a Percent Scale: Mouse Option

1. Double click the chart series you want to adjust

The

Format Data Series dialog box appears.

NOTE: Make sure the chart pieces are selected, and not the entire chart.

Otherwise, this option will not work.

2. Select the Data Labels tab

3. Select the desired data label option

4. Click

Adding Data Labels to Your Chart

Data labels can enhance your chart by adding useful information. This can be useful if

you have a wide or tall chart. However, on some charts the data labels may look

cluttered. Test data labels on your chart, and with other chart types, before using them on

your final chart.

To add data labels to your chart, use the following steps:

1. Click your chart to select it

2. From the Chart menu, select Chart Options...

The Chart Options dialog box appears.

3. Select the Data Labels tab

4. To display the value for a series, select Value

To display the label for a series in the chart, select Series name

5. Click OK

Working with Grids

Grids are used to increase the readability of the chart by helping direct the eye from axis

value to the value being charted. This is especially useful if you have a wide or tall chart.

You can establish both major and minor grids. Generally, major grids are sufficient.

Inserting Gridlines

1. Click your chart to select it

2. From the

Chart menu, select Chart Options...

The Chart Options dialog box appears.

3. Select the Gridlines tab

NOTE: This tab will not exist with some charts (e.g., pie charts) that do not use

gridlines.

4. Make adjustments as desired

5. Click OK

Creating Exploding Pie Charts

Exploding a pie slice can be used to draw attention to a specific portion of the pie. In

Excel, you can drag the pie slices outward to explode all of the slices away from each

other.

Creating an Exploding Pie Chart

If you have not yet created your pie chart, use these instructions to create an exploding

pie chart.

1. Select the data to be charted

2. On the Standard toolbar, click CHART WIZARD

The Chart Wizard - Step 1 of 4 - Chart Type dialog box appears.

3. From the Chart type scroll box, select Pie

4. Under

Chart sub-type, select one of the exploded pie charts

5. Click NEXT

6. Complete your chart

Exploding an Existing Pie Chart

If you have already created a pie chart, you can make it an exploding pie chart by

changing the chart type or by manually exploding the pie slices. You can also explode

only a single pie slice.

Changing the Chart Type

1. Click your pie chart to select it

2. From the Chart menu, select Chart Type...

The Chart Type dialog box appears.

3. From the

Chart type scroll box, select Pie

4. Under

Chart sub-type, select one of the exploded pie charts

5. Click OK

The chart type is changed.

Exploding All Pie Slices

1. Click your pie chart to select it

2. Click any pie slice and drag it outward

The pie slices appear exploded.

Exploding a Single Pie Slice

1. Click your pie chart to select it

2. To select a pie slice, click it once

3. Click and drag the selected slice outward

The selected slice appears exploded.

Charting Extras

Extra charting features offered by Excel can be very useful during the different stages of

your project. Some of these options include printing charts and data and copying charts

into Word.

Printing Chart and Worksheet Data

Within Excel, you can print entire worksheets, selected data, or the chart alone.

Printing the Data and Chart

You can position the chart next to or below the data, so that both fit on one page. You can

use

Page Break Preview to see what will be printed on one page. Once you are satisfied

with what will be printed, use the following instructions:

1. Place the insertion point within the worksheet to be printed except within the

chart

2. From the File menu, select Print...

The Print dialog box appears.

3. In the Print what section, verify that Active sheet(s) is selected

4. Click OK

The selected worksheet is printed

Printing Only the Chart

This option allows you to print only the chart, rather than the data table or the entire

worksheet.

1. Click to select the desired chart

2. From the

File menu, select Print...

The

Print dialog box appears.

3. In the

Print what section, verify that Selected Chart is selected

4. Click OK

The selected chart is printed.

Copying Charts to Word

Adding charts to Word is a feature available due to the integration between Microsoft

Office programs. When you copy a chart to Word, you can create a link so that if the

worksheet is updated, the Word chart will also be updated.

1. Select the chart to be copied to Word

2. From the

Edit menu, select Copy

On the Standard toolbar, click COPY

The chart is copied.

3. Open the Word document to which the chart will be copied

4. Place the insertion point where the chart should be pasted

5. In Word, from the

Edit menu, select Paste Special...

The

Paste Special dialog box appears.

6. To add the chart as a link, select Paste Link

To add the chart without a link, select Paste

NOTES:

To paste with linking means that when changes are made to the original source

chart, the pasted chart will be updated.

To paste without linking means when changes are made to the original source

chart, the pasted chart will not be updated.

7. Click OK

The chart is pasted to Word.