excel 2016 level 2...

I N S T R U C T O R - L E D C O U R S E W A R E

Excel 2016 – Level 2

PCM Courseware, LLC. 6960 N. Ardara Ave., Glendale, WI 53209

Phone: 800-605-4985 http://www.pcmcourseware.com

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I N T R O D U C T I O N

Introduction 2

I N S T R U C T O R - L E D C O U R S E W A R E

Excel 2016 – Level 2

PCM Courseware, LLC. 6960 N. Ardara Ave., Glendale, WI 53209

Phone: 800-605-4985 http://www.pcmcourseware.com

COPYRIGHT NOTICE AND LICENSE AGREEMENT

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This product may be used by instructors only at a single site unless licenses were purchased for more than one site. However, instructors at a site may teach using the courseware at several locations; that is to say, instructors based out of a licensed physical location may travel and teach using the courseware at others locations. The number of sites eligible for use of the course materials will equal the number of site licenses purchased. You may copy and distribute the manual files, lesson files and lab files only within the confines of the specific site(s) of the license agreement. You may not under any circumstances, distribute, rent, sell or lease the manual, its documentation, the training files, or any copies thereof, to third parties. If the purchaser has more than one physical training location and wishes to use the courseware at these locations (branches in different cities, for example), then a licensed must be purchased for each additional location that contains instructors.

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©2015 PCM Courseware, LLC 3

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Introduction 4

Table of Contents

TABLE OF CONTENTS .......................................................................................................................4

EXCEL 2016 LEVEL 2 – INTRODUCTION ..........................................................................................7

COURSE REQUIREMENTS ...............................................................................................................7 COMPONENTS OF THE MANUAL ....................................................................................................8 TRAINING FILES ............................................................................................................................9 WHAT’S NEW IN EXCEL 2016? .................................................................................................... 10

LESSON 1 – WORKING WITH TABLES ............................................................................................ 11

1.1 CREATING A TABLE .......................................................................................................... 12 1.2 ENTER DATA INTO A TABLE ............................................................................................. 16 1.3 DELETING ROWS AND COLUMNS...................................................................................... 18 1.4 FORMATTING A TABLE ..................................................................................................... 20 1.5 TOTALING DATA IN A TABLE ........................................................................................... 24 1.6 SORTING DATA IN A TABLE .............................................................................................. 26 1.7 SORTING MULTIPLE COLUMNS ......................................................................................... 28 1.8 FILTERING DATA USING AUTOFILTER .............................................................................. 32 1.9 CREATING CUSTOM FILTERS ............................................................................................ 36 LESSON SUMMARY – WORKING WITH TABLES ............................................................................ 42 LESSON 1 QUIZ ............................................................................................................................ 43 LAB 1 – ON YOUR OWN ......................................................................................................... 45

LESSON 2 – WORKING WITH CHARTS ............................................................................................ 46

2.1 CREATING A CHART ......................................................................................................... 47 2.2 MOVING A CHART ............................................................................................................ 50 2.3 RESIZING A CHART ........................................................................................................... 52 2.4 CHANGING THE LAYOUT AND STYLE ............................................................................... 54 2.5 LABELING CHART ELEMENTS........................................................................................... 58 2.6 FORMATTING CHART TEXT .............................................................................................. 64 2.7 FORMATTING CHART ELEMENTS ...................................................................................... 70 2.8 CHANGING THE CHART TYPE ........................................................................................... 78 2.9 SHOWING OR HIDING GRIDLINES ..................................................................................... 82 2.10 CUSTOMIZING AXES ...................................................................................................... 85 2.11 CREATING A PIE CHART ................................................................................................ 92 2.12 CHANGING A CHART’S SOURCE DATA .......................................................................... 96 2.13 MOVING A CHART TO A DIFFERENT WORKSHEET ....................................................... 100 2.14 SAVING A CHART TEMPLATE ...................................................................................... 102 2.15 FILTERING CHART DATA............................................................................................. 105

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2.16 USING SPARKLINES ..................................................................................................... 108 2.17 CUSTOMIZING SPARKLINES ......................................................................................... 111 LESSON SUMMARY – WORKING WITH CHARTS ......................................................................... 114 LESSON 2 QUIZ .......................................................................................................................... 116 LAB 2 – ON YOUR OWN ....................................................................................................... 119

LESSON 3 – WORKING WITH GRAPHICS ..................................................................................... 120

3.1 ADDING PICTURES ......................................................................................................... 121 3.2 INSERTING ONLINE IMAGES ........................................................................................... 124 3.3 ADDING SHAPES ............................................................................................................. 128 3.4 FORMATTING DRAWING OBJECTS .................................................................................. 132 3.5 INSERTING WORDART .................................................................................................... 137 3.6 INSERTING SMARTART ................................................................................................... 142 3.7 INSERTING AN ORGANIZATION CHART ........................................................................... 149 3.8 MODIFYING AN ORGANIZATIONAL CHART ..................................................................... 153 3.9 TAKING A SCREENSHOT ................................................................................................. 157 LESSON SUMMARY – WORKING WITH GRAPHICS ...................................................................... 160 LESSON 3 QUIZ .......................................................................................................................... 162 LAB 3 – ON YOUR OWN ........................................................................................................... 164

LESSON 4 – WORKGROUP COLLABORATION ............................................................................... 165

4.1 E-MAILING A WORKBOOK .............................................................................................. 166 4.2 WEB PAGE PREVIEW ...................................................................................................... 170 4.3 CONVERTING WORKSHEETS INTO WEB PAGES .............................................................. 174 4.4 INSERTING HYPERLINKS ................................................................................................. 177 4.5 VIEWING AND EDITING COMMENTS ............................................................................... 182 LESSON SUMMARY – WORKGROUP COLLABORATION ............................................................... 185 LESSON 4 QUIZ .......................................................................................................................... 186 LAB 4 – ON YOUR OWN ....................................................................................................... 188

LESSON 5 – FINANCIAL & LOGICAL FUNCTIONS ........................................................................ 189

5.1 USING THE IF FUNCTION ................................................................................................ 190 5.2 USING NESTED FUNCTIONS ............................................................................................ 192 5.3 USING THE PMT FUNCTION ........................................................................................... 194 5.4 USING THE FV FUNCTION .............................................................................................. 199 5.5 USING AUTOCALCULATE ............................................................................................... 203 LESSON SUMMARY – FINANCIAL AND LOGICAL FUNCTIONS ..................................................... 205 LESSON 5 QUIZ .......................................................................................................................... 206 LAB 5 – ON YOUR OWN ....................................................................................................... 208

LESSON 6 – DATE AND TIME FUNCTIONS .................................................................................... 209

6.1 UNDERSTANDING DATE/TIME FUNCTIONS ..................................................................... 210 6.2 ADDING A DATE AND A DATE INTERVAL ....................................................................... 214 6.3 SUBTRACTING DATES..................................................................................................... 216 6.4 CALCULATING TIME INTERVALS .................................................................................... 219 LESSON SUMMARY – UNDERSTANDING DATE/TIME FUNCTIONS .............................................. 221 LESSON 6 QUIZ .......................................................................................................................... 222 LAB 6 – ON YOUR OWN ....................................................................................................... 224

LESSON 7 – MANAGING WORKBOOKS ......................................................................................... 225

7.1 CREATING A WORKBOOK USING A TEMPLATE ............................................................... 226 7.2 CREATING A NEW TEMPLATE ......................................................................................... 230 7.3 EDITING A TEMPLATE..................................................................................................... 235

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Introduction 6

7.4 SHOWING OR HIDING WORKBOOK ELEMENTS ............................................................... 238 7.5 CREATING A WORKSPACE .............................................................................................. 240 7.6 COMPARING TWO WORKBOOKS SIDE BY SIDE ............................................................... 243 7.7 SAVING A WORKBOOK IN A DIFFERENT FILE FORMAT ................................................... 246 7.8 USING DATA CONSOLIDATION ....................................................................................... 249 LESSON SUMMARY – MANAGING WORKBOOKS ........................................................................ 253 LESSON 7 QUIZ .......................................................................................................................... 254 LAB 7 – ON YOUR OWN ....................................................................................................... 256

CLASS PROJECT ............................................................................................................................ 258

INDEX ............................................................................................................................................ 259

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Excel 2016 Level 2 – Introduction

Welcome to PCM Courseware! PCM Courseware is a distinctive, flexible system for an instructor-led environment that facilitates learning via auditory, visual and hands-on experiences by each student. The manual is broken down into several lessons with each lesson subdivided into several sections. Each section covers a particular skill or concept related to the main lesson topic. In each section you will find:

1. A brief introduction to the section topic. 2. Step-by-step “how to” instructions. 3. A hands-on “Let’s Try It” exercise which students perform with the instructor. 4. An independent “On Your Own” activity at the end of each lesson to identify

any problem areas and to ensure that learning has taken place. 5. A chapter summary at the end of the lesson, reviewing major concepts and

topics discussed in the chapter. 6. Chapter quiz to ensure that learning has taken place.

Rather than having to sift through blocks of paragraphs of written text, the introductions are brief and easy to understand, illustrated with diagrams, lists, tables and screen shots to aid in comprehension and retention. The step-by-step format of the manual enables for quick scanning by the instructor during teaching time and the ability to pull out the main points quickly without having to filter the desired information from chucks of text.

Course Requirements

It is assumed that the student has a fundamental understanding of the Windows operating system and how to maneuver with a mouse.

A full installation of Microsoft Excel 2016 should be available on each desktop, with a fresh installation strongly encouraged. EVALU

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Introduction 8

Components of the Manual

The Excel 2016 manual consists of the following components:

A Table of Contents To allow the students to quickly find desired concepts

Introduction Discussion of manual components, course requirements, courseware philosophy and training lab set.

Lessons The lessons are the manual chapters, each of which is composed of several sections relating to the lesson topic or skill.

Sections Each section begins with a brief introduction to the section topic and is followed by step-by-step instructions on how the student is to accomplish a particular task. The students then perform the task with the instructor in a “Let’s Do It!” exercise. Each step in the Let’s Do It exercise provides the How (step-by-step) and Why (the reason for performing the step) of each phase necessary to accomplish the task.

Lesson Summary The sections concepts are summarized in sequential order in the Lesson Summary section, allowing for quick review.

Labs Each section concludes with an independent “On Your Own” exercise called a Lab. The Lab gives the opportunity for the student to practice what he/she has learned and to discover any problem areas with the topic in the section. Each lab covers the skills taught in that particular lesson (chapter).

Chapter Summary Each section concludes with a “Chapter Summary” which briefly reviews all of the topics discussed in the section.

Chapter Quiz Each section concludes with an independent “Chapter Quiz” to test the level of learning that has taken place. The quiz is in multiple choice and short answer format and can be done in class together or as an end of chapter test.

Class Project The course concludes with an independent “Class Project” to test the level of learning that has taken place. In this project, the student utilizes skills learned throughout the class.

Index Allows students to quickly find desired concepts.

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Training Files

Each PCM Courseware course comes with a set of Lesson Files and Lab Files designed to employ real-world situations and examples. The Lesson Files are designed to be used in the Let’s Do It exercises that the students perform with the instructor. The Lab Files are to be used for the On Your Own exercises at the end of each Lesson. Both the lesson files and lab files should be stored on the each Student’s Desktop in the folder Lesson Files.

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Introduction 10

What’s New in Excel 2016?

What’s New Description of Feature 3-D Maps Previously called Power Map, 3-D Map is a geospatial

visualization tool now built into Excel.

Calendar Insights Template

You can see your calendar as a dashboard and interact with it to drill into specific time periods (365 subscribers only).

Charts Excel 2016 includes 6 new charts: Treemap, Sunburst, Waterfall, Histogram, Pareto, Box and Whisker

Financial Templates

New financial templates for 365 subscribers: My Cashflow and Stock Analysis

Forecast Sheet Create a forecast visualization of your data series.

Get and Transform The Get and Transform group on the Data Ribbon allows you to find and bring in data using queries from sources such as a SQL Server database, Access database, Oracle database, MySQL database and more.

Ink Equations You can insert complex equations into your worksheets using your finger, stylus or mouse.

PivotTable Many PivotTable enhancements such as automatic relationship detection, creating custom measures, automatic time grouping and more.

Publish to Power BI

Publish your data analysis to BI, Microsoft's cloud-based business intelligence solution

Quick Shapes Many new shape styles added.

Sharing The Share button on the Ribbon allows you to share your spreadsheets with others on SharePoint, OneDrive, or OneDrive for Business.

Slicer You can now select multiple items in an Excel slicer when using a touch device

Smart Lookup Right-click a selected cell and choose Smart Lookup to open the Insights pane. The Insights Pane displays definitions, Wiki articles, and top related Bing searches from the web.

Tell Me New box on the Ribbon in which you can enter words and phrases related to what you want to do next and quickly get to features or actions you need.

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L E S S O N 1 – W O R K I N G W I T H T A B L E S

© 2015 PCM Courseware, LLC 11

Lesson 1 – Working with Tables

Lesson Topics:

1.1 Creating a Table

1.2 Entering Data into a Table

1.3 Deleting Rows and Columns from a Table

1.4 Formatting a Table

1.5 Totaling Data in a Table

1.6 Sorting Data in a Table

1.7 Sorting by Multiple Columns

1.8 Filtering Data using AutoFilter

1.9 Creating Custom Filters

Lesson

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Excel 2016 Level 2 12

1.1 Creating a Table

In this lesson, you will learn how to organize related information into an Excel table.

n Excel 2016, an organized, related consecutive collection of data in rows and columns is called a Table (referred to in older versions of Excel as “Lists”). Entering your data in table format allows you to easily sort, analyze, format and manage your data later.

Excel uses column labels in the first row of your table. If you do not designate the first row as a column heading, Excel will insert a generic header row with the titles Column 1, Column 2, etc.

An Excel Table

When your data is converted to a table, you can easily sort your table data any way you wish, filter your data to display only those records that meet a specific criteria, and quickly apply formatting to the table. As soon as your data is converted to a table, the contextual Table Tools tab is displayed, under which you can access the Design Ribbon. From the Design Ribbon, you can apply formatting with one click from the Table Styles Gallery.

Some things to keep in mind when creating Excel tables:

Each column should contain a column heading (field names)

There should be no spaces between the column heading and the first row of data

There should be no spaces between the rows or columns in the data range

Separate other data not related to the list by blank rows or columns

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To Create an Excel Table

1. Click anywhere within a range of consecutive data that is to make up your table.

Or Select the cell range that is to make up your table. 2. Click the Insert Tab on the Ribbon and click the Table button Or Click the Format as Table button on the Home Ribbon and then choose a

table style (don’t worry – you can change the style later if you choose). 3. If your table contains column headings, click the My Table has headers

checkbox. 4. If the cell range indicated in the Format as Table or Create Table dialog box is

not correct: a. Click the Collapse Dialog box button.

b. Select the correct cell range. c. Click the Expand Dialog box button. 5. Click OK.

Let’s Try It!

What Why

1. Start Excel. Launches the Excel Application.

2. Click Open Other Workbooks in the left pane of the Welcome Screen

Displays the Open pane.

3. Click the Browse icon in the center pane.

Displays the Open dialog box.

4. Click the Desktop folder on the left side of the screen.

Displays the contents of the Desktop folder.

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What Why

5. Double-click the Lesson Files folder in the right pane.

Displays the contents of the Lesson Files folder.

6. Select Lesson1 and then click Open.

Opens the Lesson 1 workbook file in Excel.

7. Select cell A1. Makes A1 the active cell. Activate any cell in the cell range that it to be included in your table.

8. Click the Format as Table button on Styles group on the Home Ribbon as shown below.

Displays the Table Styles gallery from where you choose the format for your table.

9. Click the second style in the second row.

Selects the style we want for our table.

10. Ensure that cell range is $A$1:$E$128 as shown below.

Ensures that the cell range A1:E138 makes up our list.

11. Ensure that the My table has headers check box is checked.

Designates that the first row of the data range contains column headings.

12. Click OK. Closes the Create List dialog box and creates our list.

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What Why

13. Observe the table. Formatting is automatically applied to the table and the table range is surrounded by a border.

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1.2 Enter Data into a Table

In this lesson, you will learn how to enter data into a table.

n older versions of Excel, the final row of your table was referred to as the insert row, into which you would add records to your table. Now, you simply enter new data in the first row beneath the table. The table will automatically expand to include your new row of data.

You can also insert a new row anywhere within your table. The table range will automatically expand to accommodate the new row.

When working in a large table with many rows of data, it is not necessary to freeze the heading row as you scroll through your worksheet. Anytime a cell within your table is activated, the columns headings (A, B, etc.) are replaced by your table headings on top of your screen.

To Enter Data into a Table

1. Click in the first row beneath the table where you wish to begin entering data. 2. Type your data.

Let’s Try It!

What Why

1. Press the Ctrl + G keystroke combination.

Displays the Go To dialog box from where we can quickly jump to a specific cell.

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What Why

2. Type: A129 in the Reference box and then click OK.

Makes A129 the active cell.

3. In cell A129, type: Sleepy Hollow as shown below and then press the Tab key.

Enters the title for the film and then moves to the next field. After you move to the next cell, the table header appears.

4. In the Category field, type: Horror and then press the Tab key.

Enters the category for the film and then moves to the next field.

5. In the Price field, type: 69.99 and then press the Tab key.

Enters the price for the film and then moves to the next field.

6. In the Acquired field, type: 1/22/2003 and then press the Tab key.

Enters the acquired date for the film and then moves to the next field.

7. In the Rating field, type R. Enters the rating for the film.

8. Click the Save button on the Quick Access toolbar.

Saves our changes. The table automatically expands to include the new row of data.

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1.3 Deleting Rows and Columns

In this lesson, you will learn how to delete rows and columns from a table.

f you no longer need a column or a row of data in your table, you can easily remove it by selecting the row or column you wish to remove and then clicking the Delete button on the Home Ribbon. The table range automatically adjusts to reflect the deleted item.

If you wish to simply clear the data from a row or column (and not the row or column itself), select the row or column and then press the Delete key on your keyboard.

To Delete a Row or Column from a Table

1. Click the Home tab on the Ribbon. 2. Select the row or column heading for the row or column you want to delete. 3. Click the Delete button on the Cells group on the Ribbon.

Let’s Try It!

What Why

1. Press the Ctrl + Home keystroke combination.

Moves to the first cell in the table.

2. Press the Ctrl + F keystroke combination.

Displays the Find and Replace dialog box, allowing us to search for the record we want to delete.

3. In the Find What box, type: Never Cry Wolf as shown below.

Enters the movie title we want to find.

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What Why

4. Click the Find Next button. Activates the cell that meets our search criteria.

5. Click the Close button on the Find and Replace dialog box.

Closes the Find and Replace dialog box.

6. Click the row heading (click on the number 64).

Selects the entire row.

7. Click the Delete button on the Cells group on the Ribbon.

Removes the row from the table.


Saves the current workbook.

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1.4 Formatting a Table

In this lesson, you will learn how to apply a Table Style to a table.

xcel provides several predefined table styles (previously called quick styles) that you can use to quickly and easily format a table. Table styles include professional looking combinations of fill colors, fonts, borders, font colors and patterns. If none of the predefined table styles meets your needs, you can create

your own custom styles.

Table Styles are found on the contextual Design tab under Table Tools. The Ribbon displays only a few of the available styles. To scroll the style gallery, click the previous or next buttons. To display the entire table gallery, click the More button.

Table Styles Gallery

You can further modify the formatting of your table by modifying table style options such as hiding or displaying the header row, adding special formatting to the first or last columns, or displaying banded rows or columns, in which the even rows or columns are

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formatted differently from the odd rows and columns, much like an accounting greenbar report.

To remove a table style, click the More button on the Table Styles group and choose Clear from the menu. The table will display in the default table format.

To Format a Table

1. Click anywhere within the table to activate it. 2. Click the contextual Design tab under Table Tools on the Ribbon. 3. Click the More button on the Table Styles group to display the styles gallery. 4. Move your mouse pointer over any of the styles to display a preview of the

style. 5. Click the style that you want. 6. To remove a table style, click the More button on the Table Styles group and

click Clear on the menu.

To Format Table Elements

1. Click anywhere within the table to activate it. 2. Click the contextual Design tab under Table Tools on the Ribbon. 3. On the Table Style Options group, do one of the following: a. To turn the header row on or off, select or clear the Header Row check

box. b. To display special formatting for the first or last column of the table, select

the First Column or Last Column check box. c. To display odd and even rows with different formatting, select the Banded

Rows check box. d. To display odd and even columns with different formatting, select the

Banded Columns check box. e. To turn the totals row on or off, select or clear the Total Row check box. f. To turn the filter button on the columns headings on or off, select or clear

the Filter Button check box.

Let’s Try It!

What Why

1. Click in cell A1. Selects a cell in your table.

2. Click the contextual Design tab on the Ribbon.

Displays table design options.

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What Why

3. Click the More button on the Table Styles group as shown below.

Displays the Table Styles gallery.

4. Move your mouse pointer over any of the styles in the gallery.

Temporarily formats your table to display a preview of the style. This is an example of Excel’s Live Preview feature.

5. Click the second style in the first row under the Medium category (Medium 2) as shown below.

Applies the Medium 2 style to the table.

6. If the Banded Row check box is not checked, click it to select it as shown below.

Applies banded rows to the table (odd rows are formatted differently than even rows).

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What Why

7. Click the First Column check box to check it.

Applies different formatting to the first column of the table.

8. Click the Save icon. Saves our changes.

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1.5 Totaling Data in a Table

In this lesson, you will learn how to total data in a table.

ou can quickly total data in a table using the Total Row feature on the Table Style Options group of the contextual Design Ribbon. Clicking the Total Row check box adds a new row at the end of the table, with the word Total in the leftmost cell. Clicking in any of the cells in a total row displays a drop-down list

from where you can choose an aggregate function to apply to the data in the row, such as Sum or Average.

Typing a formula directly in the row beneath a table will automatically create a total row for you.

To Total Data in a Table

1. Activate any cell within your table. 2. Click the contextual Design tab under Table Tools on the Ribbon. 3. Click the Total Row check box in the Table Style Options group on the

Ribbon. The Total row will appear below the table and display the word Total in the leftmost cell.

4. Click in the cell in the total row for the column that you want to calculate. 5. Click the drop-down arrow in the cell and select the aggregate function that

you want to use.

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Let’s Try It!

What Why

1. Click in cell A1. Selects a cell in your table.


Displays table design options.

3. Click the Total Row check box in the Table Style Options group on the Ribbon.

Adds a total row at the end of the table.

4. Click in the Total Row under the Price column as shown below.

A drop-down arrow appears allowing us to choose the function we want to use.

5. Click the drop-down arrow and select Sum from the list as shown below.

Applies the Sum function to the list and displays the total in the total row.

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1.6 Sorting Data in a Table

In this lesson, you will learn how to sort data in a table.

nce you have entered data into a table, you can reorganize it in alphabetical or numerical order. For example, you may want to sort a list of customers alphabetically by last name or sort the list numerically by sales. Excel allows you to sort in either ascending (A to Z for alphabetical data, smallest to

largest for numbers and oldest to most recent for date) or descending order (Z to A for alphabetical data, largest to smallest for numbers and most recent to oldest for dates).

To quickly sort a single column of data in a table, click anywhere in the column that you wish to sort and click the Sort Ascending or Sort Descending button on the Sort & Filter group on the Data Ribbon. Excel will sort all of the data in the selected column, as well as the other columns in your table so that all of your rows are sorted correctly.

To Quickly Sort a Table

1. Click anywhere in the column that you wish to sort. 2. Click the Data tab on the Ribbon. 3. Click the Sort Ascending or Sort Descending icon on the Sort & Filter

group on the Data Ribbon.

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Let’s Try It!

What Why

1. Click in cell A1. Selects a cell in the column by which we want to sort.

2. Click the Data tab on the Ribbon. Switches to Data commands and tools.

3. Click the Sort Ascending icon on the Sort & Filter group as shown below.

Sorts the data in the Title column in ascending order.

4. Click the Sort Descending icon on the Sort & Filter group as shown below.

Sorts the data in the Title column in descending order.

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1.7 Sorting Multiple Columns

In this lesson, you will learn how to sort data in a table by multiple columns.

xcel also allows you to sort by multiple columns. To sort by more than one field, use the Sort dialog box. From here, you can choose which columns you want to sort and the order that are to be sorted. You can sort by up to 64 columns.

To Sort a Table by Multiple Columns

1. Activate any cell within your table range. 2. Click the Data tab on the Ribbon. 3. Click the Sort button on the Sort & Filter group on the Data Ribbon. 4. Select the field by which you want to sort in the Sort By drop-down list. 5. Click the Sort on arrow to select on what to sort (values, cell, color, font color or

cell icon). 6. Click the Order arrow to choose the sort order. 7. To add another level, click the Add Level button. To copy an existing level, click

anywhere on the level you want to copy and click the Copy Level button. 8. To change the sort order, click the Move Up or Move Down buttons (arrows). 9. To delete a sort order, click anywhere on the level and click the Delete button. 10. When finished, click OK.

In the Let’s Try It exercise, we will sort films by category, then by acquisition date, and then by rating.

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Let’s Try It!

What Why

1. Click in cell A1. Selects a cell in the table.

2. Click the Sort button on the Sort & Filter group on the Data Ribbon as shown below.

Displays the Sort dialog box.

3. Click the drop-down list in the Sort By area, choose Category as shown below.

Designates the “Category” field as the first sort field.

4. Make sure that “Values” is displayed in the Sort On box.

Specifies that we want to sort our data by values (and not cell color, etc.).

5. Click the Order drop-down arrow and select A to Z as shown below.

Specifies that the columns is to be sorted in ascending order.

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What Why

6. Click the Add Level button. Adds a second sorting level.

7. Click the drop-down list in the Then By area in the new level and choose Acquired.

Designates the “Acquired” field as the second sort field.

8. Ensure that “Values” is displayed in the Sort On box and “Oldest to Newest” is displayed in the Order box.

Ensures that we are sorting the Acquired field by date in ascending order.

9. Click the Add Level button. Adds a third sorting level.

10. Click the drop-down list in the Then By area in the new level and choose Rating as shown below.

Designates the “Rating” field as the third sort field.

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What Why

11. Ensure that “Values” is displayed in the Sort On box and “A to Z” is displayed in the Order box.

Ensures that we are sorting the Rating field in ascending order by value.

12. Click OK and observe the data. Closes the Sort dialog box and executes the sort. The table is now sorted by Category, then by the Acquired Date and then by Rating.

13. Click the Save button. Saves the current workbook.

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1.8 Filtering Data using AutoFilter

In this lesson, you will learn how to display only desired records in your list using AutoFilter.

any times, rather than working with an entire table, you may wish to work with only a subset of your data. Using the AutoFilter feature, you can display only the records with which you wish to work and hide all others from view. For example, in working with our films workbook, we could

automatically filter our list to display only films with a category of Adventure.

When creating a table in Excel 2016, the AutoFilter option is automatically enabled and a drop-down arrow appears to the right of each column heading in the list. To apply the filter, click on the arrow and then uncheck the box next to the entries you do not want to display. To redisplay all fields, click on the arrow again and then choose All from the drop-down list or click the Clear button to remove all filters in your table.

You can also change the sort order using AutoFilter by choosing the desired sort order from the AutoFilter list.

To AutoFilter a List

1. Activate any cell in your table area. 2. Click the arrow next to the field name to which you want to apply a filter. 3. Uncheck the box next to any entries that you do not wish to display. 4. Repeat steps 3 & 4 for any additional fields you want to filter. 5. To show all records, click the box next to (Select All). 6. To clear a filter, click the arrow for the column whose filter you want remove

and choose Clear from the list. Click Reapply to reapply a filter.

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7. To remove all filters from the table, click the Clear button on the Sort & Filter group on the Data Ribbon.

8. To remove the AutoFilter arrows, click the Filter button on the Sort & Filter group on the Data Ribbon to deselect it.

Let’s Try It!

What Why

1. Click the arrow to the right of Category field name.

Opens the filtering drop-down list for the Category field.

2. Click the (Select All) check box to remove the check mark.

Removes the check mark next to all of the categories, thus hiding all categories.

3. Click the check box next to Horror (click the scroll arrow until the Horror category is visible) as shown below. Click OK.

Filters the list by the Horror category.

4. Click the arrow to the right of Acquired field name.

Opens the filtering drop-down list for the Acquired field.

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What Why

5. Click the (Select All) check box to remove the check mark.

Removes the check mark next to all of the categories, thus hiding all categories.

6. Click the plus (+) symbol next to 2003 as shown below.

Expands the 2003 category.

7. Click the plus (+) symbol next to January.

Expands the January category.

8. Click the check box next to 14 as shown below and then click OK.

Filters our list further by the acquired date of 1/14/2003

9. Click the Clear button on the Sort & Filter group as shown below.

Restores all hidden records.

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1.9 Creating Custom Filters

In this lesson, you will learn how to display only desired records in your list using a custom filter.

he AutoFilter feature allows you to select only one specific value. However, you may at times want to search for records that meet multiple criteria. For instance, you may want to list products that are greater than $20 or display only dates that fall between a specific date range. Using the Custom AutoFilter

dialog box, you can create complex criteria using comparison operators such as:

Equals/does not equal

Is greater than/is less than

Is greater than or equal to

Is less than or equal to

Begins with/does not begin with

Ends with/does not end with

Contains/does not contain

You can also combine multiple criteria for a single column by using the logical operator AND or the logical operator OR. For example, you may wish to display products that are greater than $20 and less and $50.

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To Create a Custom Filter

1. Activate any cell in your list area. 2. Click the arrow next to the field name to which you want to apply a filter. 3. Point to the Filter type (Text Filters, Number Filters, Date Filters) to

display a menu of comparison operators Or Point to the Filter type and choose Custom Filter. 4. Click the leftmost combo box and choose the desired comparison operator

from the list. 5. Click the rightmost combo box and type in your criteria. 6. To enter multiple criteria, click the AND or the OR radio button and repeat

steps 4 and 5 for the next row. 7. Click OK when finished.

Let’s Try It!

What Why

1. Click the arrow to the right of Acquired field name.

Opens the filtering drop-down list for the Acquired field.

2. Point to Date Filters and then select Between from the comparison operator list as shown below.

Chooses Between as the comparison operator we want to use and displays the Custom AutoFilter dialog box. The comparison operators are automatically added to the combo boxes. EVALU

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What Why

3. Click in the text box to the right of the combo box that reads “is after or equal to” and type: 10/1/2002 as below.

Enters the beginning date in the date range.

4. Click in the text box to the right of the combo box that reads “is before or equal to” and type: 11/30/2002 as shown below.

Enters the ending date in the date range.

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What Why

5. Click OK. Applies the filters. Only movies acquired between 10/1/02 and 11/30/02 are displayed.

6. Click the arrow to the right of Title field name.

Opens the filtering drop-down list for the Title field.

7. Point to Text Filters and then select Custom Filter from the comparison operator list as shown below.

This time, we will choose our comparison operators from the Custom AutoFilter dialog box.

8. Click the arrow on the leftmost combo box and choose begins with from the comparison operator list as shown below.

Chooses “begins with” as the first comparison operator.

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What Why

9. Click in the text box to the right of the combo box that reads “begins with” and type: B as shown below.

Enters our comparison criteria.

10. Click the Or radio button. Chooses Or as the logical operator, allowing us to perform a multiple criteria search.

11. Click the arrow on the leftmost combo box in the second row and choose begins with from the comparison operator list as shown below.

Chooses “begins with” as the next comparison operator.

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What Why

12. Click in the rightmost text box in the second row and type: H as shown below.

Enters the next comparison criteria.

13. Click OK. Filters our table even further, displaying only Titles that begin with “B” or “H”

14. Click the Clear button on the Sort & Filter group on the Data Ribbon.

Removes all filters from our table.

15. Click the File tab and select Close from the menu. Click Save when asked to save your changes.

Saves and closes the Lesson 1 file. EVALUATIO

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Lesson Summary – Working with Tables

In this lesson, you worked with a collection of data called a table. You learned how to create a table by clicking the Table button on the Insert Ribbon.

Next, you learned how to enter data into a table by typing into any of the cells of the table. You learned that to insert a new row, type your data in the first row outside the end of the table. The table range will automatically expand to accommodate the new row. The table range will also automatically adjust to reflect any deleted rows.

Then, you learned how to format a table by choosing a Table Style from the contextual Design tab. You learned that clicking the More button will display the entire Table Styles gallery. You also learned how to format table elements such as hiding the header row, adding banded rows or columns or adding a total row.

Then, you learned how to total data in a table by clicking the Total Row check box in the Table Style Options group on the Ribbon to display the total row below the table. Click in the cell in the total row for the column that you want to calculate and choose the desired aggregate function from the drop-down list.

Then, you learned how to sort data in a table by selecting the column you wish to sort and then clicking the Sort Ascending or Sort Descending button on the Data Ribbon.

You learned that you can sort by more than one column by clicking the Sort button on the Data Ribbon and then selecting the fields by which you wish to sort from the drop-down lists.

Next, you learned how to display only the records that meet specific criteria by using Excel’s AutoFilter feature. Click the drop-down arrow on the right of each column heading in the list and uncheck the options that you do not wish to display.

Lastly, you learned how to search for records that meet multiple criteria using comparison operators and logical operators from the Custom AutoFilters dialog box. EVALU

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Lesson 1 Quiz

1. A table is: A. Data in a column. B. Data in a row. C. The title row of your spreadsheet. D. Related data in columns and rows.

2. Which of these is NOT a good method for creating a table? A. Each column should contain a column heading. B. There should be a blank row between the title row and the first row of data. C. Other data that is not related to the list should be separated by blank rows and

columns. D. There should be no spaces between the rows or columns in the data range.

3. How can you add a new row of data into a table? A. Click in the first blank row outside of your table in type in your data. B. Click the Rows button on the Insert Ribbon and type in your data. C. Click the Add Rows button on the contextual Design Ribbon and type in your

data. D. Press the Ctrl + D keystroke combination.

4. You want to format your table but only four table styles are displayed. How can you display the complete Table Styles gallery?

5. What do banded rows refer to? A. Each row contains multi-colored bands. B. Only even rows are displayed. C. Even and Odd rows have different formatting. D. Rows that are switched to column position.

6. What are the steps to add a total row and then total a column of data? 7. To quickly sort a table by one column you: A. Click the Sort button on the Home Ribbon. B. Click the Sort Ascending button or the Sort Descending button on the

contextual Design Ribbon. C. Click the Sort Ascending button or the Sort Descending button on the

contextual Data Ribbon.

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D. Click the Filter button on the Data Ribbon and then choose Sort Ascending or Sort Descending from the menu.

8. How can you sort a table by more than one column? A. Click the Filter button for each column you want to sort and then choose Sort

Ascending or Sort Descending from the menu. B. Click the Multiple Sort button on the Data Ribbon and then choose which

columns you want to sort from the Multiple Column dialog box. C. Select the columns you wish to sort from the drop-down list of the Sort dialog

box. D. Excel only allows you to sort by one column at a time.

9. How can you add another sort row from the Sort dialog box, allowing you to sort by more than one column?

A. Click the Add Row button. B. Click the Add Level button. C. Click the Add Sort Row button. D. Click the New button.

10. How do you apply an AutoFilter to a data table? A. Click the arrow next to the column you want to filter and uncheck the boxes

next to any data that you want to hide. B. Click the AutoFilter button on the Data Ribbon and uncheck the boxes next to

any data that you want to hide. C. Click the arrow next to the column you want to filter and check the boxes next

to any data that you want to hide. D. Click the Sort button on the Data Ribbon, click the Filter tab and then uncheck

the boxes next to any data that you want to hide from the AutoFilter list.

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LAB 1 – ON YOUR OWN

1. Open the Lab1 workbook file in the Lesson Files folder.

2. Create a table using the cell range A8:C43.

3. Apply the Medium 12 table style to the table (second row, fifth column under the medium category.

4. Enter the following new records into your table:

Month Category Amount

August Video Rentals 985

August Video Sales 502

August Investment Interest 194

August DVD Sales 705

August Snack Sales 695

5. Sort the list in ascending order by Month and then in descending order by Amount using the Sort dialog box.

6. Apply an AutoFilter to display records only for the month of June.

7. Redisplay all records.

8. Add a total row that displays the Average sales amount.

9. Create a Custom Filter that only displays records whose dollar amount is greater than $300.

10. Save your file as MyLab1.

11. Close the workbook.

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L E S S O N 2 – W O R K I N G W I T H C H A R T S


Lesson 2 – Working with Charts

Lesson Topics:

2.1 Creating a Chart

2.2 Moving a Chart

2.3 Resizing a Chart

2.4 Changing the Layout and Style

2.5 Labeling Chart Elements

2.6 Formatting Chart Text

2.7 Formatting Chart Elements

2.8 Changing the Chart Type

2.9 Showing or Hiding Gridlines

2.10 Customizing Axes

2.11 Creating a Pie Chart

2.12 Changing a Chart’s Source Data

2.13 Moving a Chart to a Different Worksheet

2.14 Saving a Chart Template

2.15 Filtering Chart Data

2.16 Using Sparklines

2.17 Customizing Sparklines

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2.1 Creating a Chart

This lesson will guide you through the process of creating a new chart in Excel

chart is a graphical representation of data and is an effective way to illustrate relationships and/or trends in data. Charts can be a powerful tool when used to provide data analysis and data comparisons. For example, you may wish to illustrate the change in sales trends from one quarter to the next — or the

productivity of one store compared to another.

Excel can create a wide variety of charts — bar charts, line charts, pie charts, column charts, etc. and Excel 2016 makes creating charts easy with its numerous charting tools. To insert a chart, select the data you want to include in your chart, click the chart type button on the Insert Ribbon and then choose the chart type you want from the gallery.

If you’re not quite sure which chart is the best for your data layout, click the Recommended Charts button on the Charts group of the Ribbon. Excel will display suggested chart types for your data layout.

To Create a Chart

1. Select the data you wish to include in your chart. 2. Click the Insert tab on the Ribbon. 3. Click the button for the chart type you want on the Chart Types group on the

Ribbon. 4. Click the Chart Type you want.

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5. To display all chart types, click the Charts dialog launcher, click the All Charts tab on top of the dialog box and then choose the Chart Type you want.

6. To allow Excel to recommend the best chart type for your data layout, click the Recommended Charts button on the Charts group of the Ribbon

Or Click the Charts dialog launcher and click the Recommended Charts tab on top of the

dialog box.

Let’s Try It!

What Why

1. Open the Lesson2 workbook from the Lesson Files folder.

Opens the Lesson 2 workbook file in Excel.

2. Click on the Sheet 1 tab. Ensures that Sheet 1 is the active worksheet.

3. Select the cell range A4:E7 as shown below.

Selects the cell range to be included in the chart.

4. Click the Insert tab on the Ribbon. Displays Insert commands and tools.

5. Click the Column icon on the Charts group as shown below.

Displays a gallery of all Column Chart types.

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What Why

6. Click the Clustered Column chart type (the first selection under the 2-D Column category) as shown below.

Inserts an embedded clustered column chart in the active worksheet.

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2.2 Moving a Chart

In this lesson, you will learn how to move a chart to different areas of your worksheet.

hen you insert a chart into the same worksheet as its underlying data (instead of its own worksheet), the chart is embedded and can then be moved and resized like a standard graphical object. Most of the time, you will not be satisfied with the placement of the chart in the worksheet and will want to

move it to a more desirable location. In order to move a chart, you must first activate it by clicking on the chart’s white area or on the border of the chart object. Do not click on an object such as the plot area (the gray section) or a data series as you will select that particular area rather than the entire chart. Once the chart is activated, click inside the chart area, hold down your mouse button and drag the chart to the new location.

Another option for moving a chart is using the Cut and Paste method. Select the chart and click the Cut button on the Home Ribbon (or press Ctrl + X). Then, select the cell where you wish to paste your chart and click the Paste button on the Home Ribbon (or press Ctrl + V).

To Move a Chart by Dragging

1. Click the white Chart Area or on the chart’s border to select the chart and hold down your left mouse button.

2. Drag the chart to the new location on your worksheet.

To Move a Chart Using Cut and Paste

1. Click the chart to select it. 2. Click the Cut button on the Home Ribbon (or press Ctrl + X). 3. Select the cell where you wish to paste the chart. 4. Click the Paste button on the Home Ribbon (or press Ctrl + V).

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Let’s Try It!

What Why

1. Click anywhere on the White Chart Area and hold down your left mouse button.

Activates the chart and enters drag mode.

2. Drag the chart until the left corner of the chart’s border (which appears as you drag) rests in cell A12 as shown below.

Positions the chart with the left corner in cell A12.

3. Release the mouse button. Drops the chart in the new worksheet area.

4. Click the Save icon on the Quick Access toolbar.

Saves the current workbook.

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2.3 Resizing a Chart

In this lesson, you will learn how to increase or decrease the size of a chart.

ou can change the size of an embedded chart by holding your mouse pointer over any of the chart’s sizing handles until the pointer transforms into a double arrow. Then, drag either inwards or outwards, depending on whether you want to decrease or increase the size of the chart. As you drag, you will see a dark

bordered outline which represents the size of chart.

To Resize a Chart

1. Select the chart by clicking on the white chart area. 2. Position your mouse pointer over a sizing handle until the pointer transforms

into a double arrow. 3. Click the sizing handle and drag it inward to reduce the size of the chart or

outward to increase the size of the chart. 4. Release the mouse button when the chart is the desired size.

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Let’s Try It!

What Why

1. Click anywhere on the White Chart Area.

Activates the chart and enters drag mode.

2. Position your mouse pointer over the lower right sizing handle until the pointer transforms into a double arrow.

Enters sizing mode.

3. Click and drag the chart outward and down until the lower right edge of the chart is flush with column G34 as shown below.

Resizes the chart outward.

4. Release the mouse button. Completes the process of resizing.

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2.4 Changing the Layout and Style

In this lesson, you will learn how to change the layout and style of a chart.

fter creating your chart, two contextual Ribbons appear under Chart Tools when the chart is selected: Design and Format. These two Ribbons contain tools and commands that you can use to format your chart, apply various styles and change the chart layout.

The tools under the contextual Design Ribbon allows you to apply various predefined chart layouts and chart styles as well as change the chart type and modify the existing chart data. There are a wide variety of chart styles both in 2-D and 3-D formats that you can apply from the Chart Styles group on the Ribbon. Click the More button to display a gallery of all available chart styles.

For each chart type, you can also apply a preset layout from the Quick Layout button.

Another way to change the chart layout is by clicking the Chart Styles button which appears whenever a Chart is selected. Click the button and choose the style you want to use from the Gallery.

For each chart type, you can also apply a preset layout from the Quick Layout button.

Changing the Layout and Style of a Chart

1. Click the chart to select it.

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2. To change a chart layout click the contextual Design tab under Chart Tools. Make your desired selection from the Chart Styles group.

3. Click the More button on the Chart Layouts or Chart Styles group to display additional style thumbnails.

4. To change the layout, click the Quick Layouts button and choose the layout you want to use from the Gallery.

Changing the Style of a Chart using the Chart Styles

Button

1. Click the chart to select it. 2. Click the Chart Styles button when it appears (the center button). 3. Click the Style tab. 4. Click the style you want to apply from the gallery.

Let’s Try It!

What Why

1. Click on the border of the chart. Selects the chart and displays the contextual Design, Layout and Format Ribbons.

2. Click the Design tab under Chart Tools on the Ribbon.

Switches to chart design options.

3. Click the Quick Layout button on the Chart Layouts group and choose the third thumbnail in the first row as shown below.

Applies the Layout 3 layout to the chart. EVALUATIO

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What Why

4. Click the Quick Layout button again and click the first thumbnail in the first row.

Changes the chart layout back to Layout 1.

5. Click the More button on the Chart Styles group as shown below.

Displays the Chart Styles gallery.

6. Click the last style in the last row (Style 14).

Applies Style 14 to the selected chart. EVALUATIO

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What Why

7. Click the Chart Styles button in the Chart buttons group as shown below.

Displays the Chart Styles Gallery

8. Scroll down and click the Style 8 thumbnail as shown below.

Applies the style to the chart.

9. Click the Chart Styles button in the Chart buttons group (the paintbrush icon).

Hides the Chart Styles Gallery


Saves the active workbook. EVALU

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2.5 Labeling Chart Elements

In this lesson, you will learn how to add labels to a chart’s elements.

fter creating your chart, you may wish to customize its various elements, depending on the chart layout you have chosen. Labeling a chart element inserts a small text box on or near the chart element. For instance, you may wish to display or reposition a chart title, axis titles, the chart legend or add data labels or

the data table. To add or modify a chart element, click the Chart Elements button (the first button in the Chart buttons group) and move your mouse pointer over the chart element you want to add. As you do so, a black disclosure triangle appears, indicating additional options. Click the disclosure triangle and then make your selections.

You can then format the actual text of the labels by clicking inside of the text box, drag-selecting the existing text and then typing your changes.

Click in chart text

object and make

any changes

Click in chart text

object and make

any changes

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You can also insert chart elements from the contextual Design tab on the Ribbon. Click the Add Chart Element button on the Ribbon, point to the element you want to add and then click the location and/or type of object.

To Add/Modify a Chart’s Labels

1. Click the chart to select it. 2. Click the Chart Elements button in the Chart Buttons group when it appears. 3. Click on the Chart Element you want to add. 4. To set additional options, click the disclosure triangle when it appears for the

object you want to modify and select the location and/or type of element. Or 1. Click the Chart to select it 2. Click the contextual Design tab under Chart Tools. 3. Click the Add Chart Element button on the Chart Layouts group of the

Ribbon. 4. Point to the element you want to use and select the location and/or type of

element from the submenu.

To Change Chart Text

1. Click on the Text Object you wish to edit. 2. Click inside of the selected object and begin typing.

Let’s Try It!

What Why


2. Click the Chart Elements button as shown below.

Displays the Chart Elements window.

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What Why

3. Move your mouse pointer over Chart Title in the list and click the disclosure triangle when it appears as shown.

Displays Chart Title options.

4. Click Centered Overlay from the menu as shown below.

Inserts a Chart Title text box on the chart area.

5. Click the Chart Title disclosure triangle again and choose Above Chart from the menu.

Inserts a Chart Title text box above the chart and resizes the chart to accommodate it.

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What Why

6. Click the Chart Elements icon. Hides the Chart Elements window.

7. Select the text in the Chart Title box, type: Sales by Store as shown.

Enters a title for the chart in the chart title box.


Displays the Design Ribbon.

9. Click the Add Chart Element button on the Ribbon, point to Axis Titles and click Primary Horizontal as shown below.

Inserts a text box below the Category X axis.

10. Select the text in the X-Axis Title box, type: Quarter as shown below. Then, click anywhere on the chart.

Enters the text for the x-axis box.

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What Why

11. Click the Add Chart Element button on the Ribbon again, point to Axis Titles and click Primary Vertical.

Inserts a text box to the left of the Value Z axis.

12. Click in the Value axis box and press the Ctrl + A keystroke combination.

The Ctrl + A keystroke combination selects all of the text in the text box.

13. Type: Sales as shown below and then click anywhere on the chart when finished.

Enters the text for the z-axis box.

14. Click the Chart Elements button (the + icon) to the right of the chart.

Displays the Chart Elements window. EVALUATIO

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What Why

15. Move your mouse pointer over Data Labels and then click the disclosure triangle when it appears as shown below.

Displays the Data Labels submenu.

16. Click Outside End from the menu. Inserts the data values above the data series.

17. Click the Chart Elements button. Hides the Chart Elements window.

18. Click the lower-right sizing handle and drag to the right and downward until the right edge rests in cell H35.

Increases the size of the chart.


Saves our changes.

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2.6 Formatting Chart Text

In this lesson, you will learn how to format chart labels.

ou can format any text object on your chart, such as the chart title and chart axis labels using the formatting techniques that you have already learned. For instance, you can change the text or apply various formatting such as bold, italics, font size, font type, text alignment, colors and patterns. Use the Mini-

Toolbar which displays whenever you right-click on highlighted text or any of the commands on the Font group on the Home Ribbon.

Additionally, you can use the Format Object pane, which allows you to apply a wide variety of formatting all from one location. Right-click the object and choose Format [Selected Object] from the contextual menu. Make your selections in the pane on the right side of your screen.

To Format Chart Text

1. Click on the border of the Text Object you wish to edit. 2. Click the Home tab and make any selections from the Font group on the Ribbon Or Right-click and choose Format [Selected Object], click the desired tab and make

your changes. Click OK.

Let’s Try It!

What Why

1. Click the Home tab on the Ribbon. Displays Home commands and tools.

2. Click any of the values on the Value Axis (the vertical axis on the left) as shown below.

Selects the numbers on the Value Axis.

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What Why

3. Click the the Font Size drop-down list on the Font group of the Ribbon and select 12.

Changes the font size of the selection to 12 pt.

4. Click the Sales By Store text object on top of the chart as shown below.

Selects the Chart Title.

5. Click the Font Size drop-down list and select 24.

Changes the Font Size of the text to 24 pt.

6. Click the Font Color button on the Ribbon and click the Yellow color swatch under Standard Colors as shown below.

Changes the font color to yellow.

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What Why

7. Click the Quarter text object as shown below.

Selects the Category Axis title.



9. Click the Sales text object as shown below.

Selects the Value Axis title.

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What Why



11. Right-click on the Chart Title (Sales by Store) and click Format Chart Title from the menu.

Displays the Format Chart Title Pane on the right side of your screen.

12. Click on Border in the Format Chart Title pane as shown below.

Displays Border options.

13. Click the Solid Line radio button as shown below.

Sets the text box to be bordered by a solid line.

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What Why

14. Click the Color button as shown below and choose Orange from the Theme color category.

Sets orange as the border color.

15. Click the Close button as shown below. Closes the Format Chart Title pane and applies the changes.

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16. Click anywhere in the worksheet. Deactivates the text box.

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2.7 Formatting Chart Elements

In this lesson, you will learn how to format individual chart elements.

rom the contextual Format tab, you can apply formatting such as fill color (solid, gradient, picture or texture) and borders as well as visual effects like shadows, reflection, glow, and bevel to the individual elements of your chart. In order to do so, you must first select the object and then choose the formatting

you wish to apply. For instance, if you wanted to change the fill color for one of the bars for a specific data series, you would select the bar you want to change, click the Shape Fill button on the Ribbon and choose the desired color from the color palette.

Use the Shape Fill, Shape Outline or Shape Effects buttons on the Shape Styles group to apply effects to your chart shapes. The Shape Styles gallery also includes some interesting effects. To add effects to the text on your chart, use the Text Fill, Text Outline or Text Effects buttons on the WordArt group.

Another handy way to format chart elements is by using the Format Selection button on the Design Ribbon. When clicked, the Format Object pane appears on the right side of your screen from where you can apply multiple formatting.

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To Apply Formatting to Chart Elements

1. Click the chart object that you want to format. 2. Click the contextual Format tab under Chart Tools. 3. To apply a fill color to the object, click the Shape Fill arrow on the Shape

Styles group and choose the desired color from the color palette. Click Picture, Gradient or Texture to fill the object with any of these items.

4. To apply or modify the lines or border of an object, click the Shape Outline arrow on the Shape Styles group and choose the options you want.

5. To apply an effect to an object, click the Shape Effects arrow on the Shape Styles group, point to the desired category from the list and then click the effect you want to apply from the gallery.

6. To apply effects to chart text, use the tools on the WordArt Styles group.

Let’s Try It!

What Why


2. Click the Format tab under Chart Tools.

Displays the chart Format Ribbon.

3. Click any of the values on the Value Axis (the vertical axis) and click the Format Selection button under the Current Selection group as shown below.

Displays the Format Axis pane. You can also double-click on any chart element to display the pane. EVALU

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What Why

4. Scroll down and click the Number link in the right pane as shown.

Displays number formatting options.

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What Why

5. In the Category box in the right pane, select Number as shown.

Changes the number formatting of the data series from Currency to Number.

6. In the Decimal places box, type: 0. Click the Close button.

Set the number formatting to no decimal places.

7. With the value series still selected, click the More button on the WordArt Styles gallery as shown below.

Displays the WordArt gallery.

8. Click the gallery style in the fourth column, second row as shown below.

Applies the White Accent Fill Outline style to the selected text.

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What Why

9. Click on the Sales text box. Selects the chart element we want to format.

10. Click the More button on the Shape Styles gallery as shown below.

Displays available shape styles.

11. Click the blue Shape Style in the last row, second column of the Theme Styles area as shown below.

Applies the Shape Style to the selected shape.

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What Why

12. Click on the Quarter text box. Selects the chart element we want to format.

13. Click the first Shape Style in the Shapes Gallery on the Ribbon as shown below.

The most recently used style row is displayed as the active row in the Shape Style gallery.

14. Click on any of the blue bars for New York City (the leftmost bar in each group) as shown below.

Selects the data object we want to format.

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What Why

15. Click the Shape Fill button on the Shape Styles group as shown and click the Purple color swatch under the Standard Colors category.

Changes the bar color for New York City to purple.

16. Click on any of the green bars for Dallas (the right-most bar in each group).

Selects the data object we want to format.

17. Click the More button on the Shape Styles gallery.

Displays available shape styles.

18. Click the orange Shape Style in the last row, last column of the Theme Styles area.

Applies the Shape Style to the selected shape.

19. Click the Shape Effects button on the Shape Styles group as shown below.

Displays a list of available shape effects.

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What Why

20. Point to Glow and click the glow style in the last row, last column as shown below.

Applies a light orange glow to the chart element.


Saves the active workbook.

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2.8 Changing the Chart Type

In this lesson, you will learn how to change the chart type.

xcel offers many different chart types to aid you in communicating various types of information. Once your chart is created, you can change the type of chart to a pie chart, a line chart, an area chart, a histogram, and more. To change the chart type, click the Change Chart Type button on the Type group

under the contextual Design tab under Chart Tools to display the Chart Type dialog box. From there, you can choose from a wide array of chart types.

Change Chart Type dialog box

To Change the Chart Type:

1. Click the chart to select it. 2. Click the contextual Design tab under Chart Tools on the Ribbon. 3. Click the Change Chart Type button on the Type group. 4. Click the chart type category that you want in the left pane. 5. Click the chart type that you want in the right pane. 6. To view recommended chart types based upon your data, click the

Recommend Charts tab. 7. Click OK when finished.

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Let’s Try It!

What Why

1. Click anywhere on the chart. Selects the chart whose chart type we want to change.


Switches to chart design tools and commands.

3. Click the Change Chart Type button on the Type group as shown below.

Displays the Chart Type dialog box.

4. Click Line in the left pane. Displays chart types in the Line category.

5. Click the fourth chart type from the left in the top right pane in the Line category (Line with markers) as shown below.

Chooses the Line with Markers chart type.

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What Why

6. Click OK. Closes the Chart Type dialog box and applies the new chart type.

7. Click the Change Chart Type button on the Type group.


8. Click Bar in the left pane. Displays chart types in the Bar category.

9. Click the first chart type from the left in the top right pane in the Bar category (Clustered Bar) as shown below.

Chooses the Clustered Bar chart type.

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What Why

10. Click OK. Closes the Chart Type dialog box and applies the new chart type.

11. Click the Add Chart Element button on the Chart Layouts group, point to Data Labels and select None from the submenu as shown below.

Removes the data labels from the chart.

12. Click the Save icon. Saves the active workbook. EVALUATIO

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2.9 Showing or Hiding Gridlines

In this lesson, you will learn how to show or hide gridlines on your chart.

ridlines are horizontal or vertical lines displayed in the plot area that help you to visualize the value point values in a chart. There are two types of gridlines: Major gridlines and Minor gridlines. Major gridlines are displayed at each value on an axis while minor gridlines occur between the values of an axis.

Depending on the chart style, gridlines can help improve the readability of a chart; however, they should be using sparingly so as not to make your chart appear too cluttered.

To Add/Modify a Chart’s Labels

1. Click the chart to select it. 2. Click the Chart Elements button in the Chart Buttons group when it appears. 3. Point to the Gridlines. 4. Click the disclosure triangle when it appears. 5. Point to Primary Major Vertical, Primary Major Horizontal, Primary Minor

Vertical or Primary Major Horizontal. 6. To apply custom formatting to gridlines, click More Options from the

submenu. Or 1. Click the Chart to select it 2. Click the contextual Design tab under Chart Tools. 3. Click the Add Chart Element button on the Chart Layouts group of the

Ribbon.

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4. Point to the Gridlines and choose Primary Major Vertical, Primary Major Horizontal, Primary Minor Vertical or Primary Major Horizontal from the list.

Let’s Try It!

What Why

1. Click anywhere on the chart. Displays the Chart Buttons group.

2. Click the Chart Elements button (the button with the + symbol in the 3-button group).

Displays the Chart Elements window.

3. Point to Gridlines and click on the disclosure triangle when it appears.

Displays the Gridlines submenu.

4. Click the checkbox next to Primary Major Vertical and Primary Minor Vertical so that they are checked, as shown below.

Displays both the Major & Minor Vertical Gridlines.

5. Click the checkbox next to Primary Major Horizontal and Primary Minor Horizontal so that they are checked.

Displays both the Major & Minor Horizontal Gridlines.

6. Click the checkbox next to Primary Minor Vertical to uncheck it as shown below.

Hides the Minor Vertical Gridlines. EVALUATIO

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What Why

7. Click the Chart Elements button. Hides the Chart Elements window.

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2.10 Customizing Axes

In this lesson, you will learn how to change the values of the X and Y Axis.

or most charts, data is plotted along the horizontal (X) axis and along the vertical (Y) axis (3-D charts contain a (Z) axis as well). Categories are generally plotted on the horizontal axis and values are plotted on the vertical axis. Thus, the x-axis is referred to as the category axis and the y-axis is referred to as the

value axis. We have already seen that you can change various formatting options such as font type, color and size, alignment of text, formatting of numbers and patterns of both category and value axis data.

When you create a chart, Excel automatically creates a default scale for the horizontal and vertical axis. Sometimes, the default scale is not ideal and your chart may prove difficult to read. The Axis command button on the Layout group allows you to display values in thousands, millions, etc. Additionally, you can set the minimum and maximum values for the value axis, as well as the major and minor units of measurement (you will need to turn on minor gridlines as you learned in the last lesson for the minor gridlines to display) from the Format Axis dialog box.

If axis readability is an issue, you may wish to also consider changing the axis alignment from the Format Axis pane.

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Format Axis Pane

To Format the Category and Value Axis

1. Click on any values of the axis you want to modify. 2. Click the Chart Elements button in the Chart Buttons group when it appears. 3. Point to the Axes. 4. Click the disclosure triangle when it appears. 5. Click More Options to display the Format Axis pane. 6. To change how the values are displayed on the Primary Vertical Axis, choose

the desired display (Default Axis, Thousands, Millions, Billions, or Log Scale) in the Format Axis pane.

7. To modify the layout of the horizontal axis, choose the desired options from the Format Axis pane.

8. Choose any other desired options. Or Select the axis you want to format and click the Format Selection button on

the Current Selection group of the Format Ribbon. 9. Select the desired axis options in the Format Axis pane.

Tip: You can also right-click on an axis and choose Format Axis from the menu to display the Format Axis pane. EVALU

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Let’s Try It!

What Why

1. Click anywhere on the chart. Selects the chart whose chart type we want to change.


Switches to chart design tools and commands.

3. Click the Change Chart Type button on the Type group of the Ribbon.


4. Click the Recommended Charts tab as shown below.

Displays recommended chart types based upon our data layout.

5. Click the first thumbnail in the left pane (Clustered Column) and then click OK.

Changes the chart type to Clustered Column.

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What Why

6. Click the contextual Format tab on the Ribbon.

Switches to chart formatting tools and commands.

7. Click on any of the values on the Y-Axis as shown below.

Selects the axis we want to modify.

8. Click the Format Selection button on the Current Selection group on the Ribbon as shown below.

Displays the Format Axis pane.

9. Click the Display Units drop-down list and choose Thousands as shown below.

Displays the values on the Vertical Axis in thousands.

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What Why

10. Select the value in the Maximum box under the Bounds area and change the value to 30000 as shown below.

Displays the maximum value on the axis as 30000.

11. Select the value in the Major box under the Units area and change the Major Unit to 10000 as shown below.

Displays the values on the Y-axis in increments of 10000.

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What Why

12. Click the Size & Properties icon on top of the Format Axis pane as shown below.

Switches to Size & Properties options.

13. In the Custom Angle box under the Alignment area, type: 20 as shown below.

Changes the rotation of the text by 20 degrees.

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What Why

14. Click the Close button on the Format Axis pane.

Closes the Format Axis dialog box.

15. Click the Save icon. Saves the active workbook.

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2.11 Creating a Pie Chart

In this lesson, you will learn how to create a Pie Chart.

ie Charts show the relative size of parts in a whole. Each data series in a pie chart has a unique color (or pattern) and the data will be sorted with largest numbers appearing first. Pie charts have no x-axis or y-axis and have only one data series. Because of this, your data values should be arranged in one column

or one row, with an optional column or row for category names.

You can consider using a pie chart when:

You have only a few numbers to chart (you should not have more than seven categories).

You have only one data series to plot.

You don’t have any negative or zero values.

Your data series does not include many low numbers (they will be too small to compare).

You want to show how each value in your series contributes to the whole.

Once your pie chart is created, you can then rotate the slices for different perspectives or pull individual slices out of the chart to draw attention to them. Use the Layout, Data Labels or More Data Labels options to specify the labeling of the pie slices.

To Create a Pie Chart

1. Select the data you wish to include in your chart.

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2. Click the Insert tab on the Ribbon. 3. Click the Pie Chart button on the Charts group and click the type of pie chart you

want to insert. 4. Use the Data Labels or More Data Labels Options from the Add Chart Element

button on the Design Ribbon or the Chart Elements button on the Chart Buttons group to specify the labeling of the pie slices.

Let’s Try It!

What Why

1. Click the Sheet 2 tab on the bottom of the worksheet.

Switches to the Sheet 2 worksheet.

2. Select the cell range A4:B7. Selects the range to be included in our chart.

3. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.

4. Click the Pie button on the Charts group and choose the 3-D Pie chart as shown below.

Inserts a 3-D pie chart into our worksheet.

5. Click the Design tab on the Ribbon. Switches to Design commands and tools. EVALU

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What Why

6. Click the Add Chart Element button on the Chart Layouts group of the Ribbon, point to Data Labels and click More Data Label Options from the menu.

Displays the Format Data Labels pane.

7. Under Label Options, click on the Percentage checkbox to check it as shown below.

Displays the cell value percentage of the total next to the series on the chart.

8. Click to uncheck the Value checkbox. Removes the actual cell value next to the series on the chart.

9. Click the Center radio button under the Label Position category.

Centers the data label within each slice.

10. Click the Close button on the Format Data Labels pane.

Closes the Format Data Labels pane.

11. Click on the Pie Slice for San Francisco (the red-colored slice).

Selects the pie slice for San Francisco.

12. Click and drag downward about ½-inch as shown below.

Pulls the selected pie slice out to draw attention to it. EVALU

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What Why

13. Click the Add Chart Element button on the Chart Layouts group, point to Chart Title and click Above Chart from the menu.

Inserts the chart title above the chart.

14. Select the text in the Chart Title text box and type: Yearly Sales by Store.

Enters text for the chart title.

15. Click in the white chart area and drag until the top left corner of the chart is in cell A10.

Moves the chart to cell A10.

16. Click the Save icon. Saves the active workbook.

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2.12 Changing a Chart’s Source Data

In this lesson, you will learn how to change the source data of a chart.

s you add additional columns or rows of information to your worksheet or remove rows or columns of data that are no longer relevant, you will need to modify the source data for your chart. The source data consists of the cell references of the underlying data upon which a chart is based.

To change the source data of a chart, activate the chart, click the Select Data button on the Data group of the Design Ribbon, click the collapse dialog box button and then highlight the new range of data to be included in the chart.

You can also delete a data series by selecting the data series you want to remove and clicking the Remove button. To reorder your data series, click the data series you want to move and click the Move Up or Move Down arrows.

To Change the Source Data of a Chart

1. Select the Chart. 2. Click the contextual Design tab on the Ribbon. 3. Click the Select Data button on the Data group. 4. Click the Collapse Dialog Box button on the right side of the Chart Data Range

text box. 5. Select the entire data range you wish to include in the chart.

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6. Click the Expand Dialog button. 7. Click OK to close the Source Dialog box.

To Delete a Data Series

1. Select the Chart. 2. Click the contextual Design tab on the Ribbon. 3. Click the Select Data button on the Data group. 4. Click the Data Series name you want to delete and click the Remove button.

Tip: You can also modify an individual data series by clicking the Add button to add a new data series or Edit to change the range of an existing data series. You will need to select the range for both the Series Name (category value) and the Series Values.

Let’s Try It!

What Why



2. Click the border of the Chart. Activates the Chart.

3. Click the Design tab on the Ribbon. Switches to Design commands and tools.

4. Click the Select Data button on the Data group as shown.

Displays the Select Source Data dialog box.

5. Click the Collapse Dialog button next to the Chart Data Range text box as shown below.

Collapses the Source Data dialog box to allow you to select a data range.

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What Why

6. Select the cell range A4:E8 as shown below.

Modifies the Source Data to include Philadelphia.

7. Click the Expand Dialog Box button as shown below.

Returns to the Source Data dialog box.

8. Click OK. Closes the Source Data dialog box. Notice that Philadelphia is now included in our chart.

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What Why

9. Click the Save button. Saves our changes.

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2.13 Moving a Chart to a Different

Worksheet

In this lesson, you will move a chart to a different worksheet.

y default, all new charts are created in the active worksheet as embedded objects. To move a chart to a new worksheet or to a different worksheet, click the Move Chart button on the Location group of the Design Ribbon. The Move Sheet dialog box will display, allowing you to select an existing worksheet to which to

move your chart or to specify the name for a new worksheet.

To Move a Chart to a Different Worksheet

1. Select the chart. 2. Click the contextual Design tab on the Ribbon. 3. Click the Move Chart button on the Location group. 4. To move a chart to an existing sheet, click the Object in drop-down list and choose

the worksheet from the list. 5. To move a chart to a new sheet, click the New Sheet radio button and type in the

name for the new sheet if desired. 6. Click OK.

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Let’s Try It!

What Why

1. Click the Chart to activate it. Selects the chart we want to move.

2. Click the Move Chart button on the Location group on the right side of the Ribbon.

Displays the Move Chart dialog box.

3. Click the New Sheet radio button. Sets the option to move our chart to a new worksheet.

4. Type: Sales Chart in the New Sheet box as shown below.

Enters a name for the new worksheet.

5. Click OK. Moves the chart to a new worksheet called Sales Chart.

6. Click the Sales Chart tab on the bottom of the screen and observe the chart.

Notice that the chart takes up the entire worksheet window.

7. Click the Save button. Saves our changes.

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2.14 Saving a Chart Template

In this lesson, you will learn how to save a custom chart as a template.

f you have spent some time extensively customizing a chart, you can save its formatting as a chart template. Saving a chart as a template will save any customization you have made to a chart and will be available for use in other workbooks. This is especially handy for companies who like to maintain a

collection of standard charts to maintain consistency in their reporting.

All chart templates that you save appear in the Templates category of the Insert Chart dialog box. This means that you can create new charts based on your template or apply the template to an existing chart. If need to copy your templates to another computer, click the Manage Templates button on the Insert Chart dialog box to open an Explorer window. From there, you can copy and paste your templates to another folder or disk drive.

To Save a Chart as a Template

1. Select the chart. 2. Right-click on the chart. 3. Click Save as Template from the contextual menu. 4. Type a name for your chart. 5. Click Save.

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Let’s Try It!

What Why



2. Click the border of the Chart. Activates the Chart.

3. Right-click on the chart and then choose Save as Template from the contextual menu as shown below.

Displays the Save Chart Template dialog box.

4. In the File Name box, type: Sales 3-D Chart as shown below.

Enters a meaningful name for the chart.

5. Click Save. Saves our template.

6. Click the Sales Chart worksheet tab on the bottom of the worksheet.

Switches to the Sales Chart worksheet.

7. Click the chart area. Selects the chart. EVALUATIO

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What Why

8. Click the Design tab on the Ribbon. Switches to Design commands and tools.

9. Click the Change Chart Type button on the Type group.

Displays the Change Chart Type dialog box.

10. Click Templates in the left pane. Displays all chart templates that have been saved.

11. Click the thumbnail for the Sales 3-D Chart template as shown below and then click OK.

Applies the template to the selected chart.


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2.15 Filtering Chart Data

In this lesson, you will learn how to filter data in your chart.

xcel 2016 allows you to filter the data display in your chart using the Chart Filters button. You can filter by either series or category. To hide a series or category from view, click the checkbox next to it to uncheck it. Click the item again to redisplay it.

To Filter Chart Data

1. Select the chart. 2. Click the Chart Filters button. 3. To deselect all data, click the Select All check box to deselect it. 4. Uncheck the checkbox next to any items you want to hide. 5. To redisplay an item, click the check box to check it. 6. When finished, click Apply.

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Let’s Try It!

What Why

1. Click the chart in Sales Chart tab. Selects the chart we want to filter.

2. Click the Chart Filters button as shown below.

Displays the Chart Filters window.

3. Click the box next to Philadelphia to uncheck it as shown below.

Sets the option to hide Philadelphia data.

4. Click the box next to Dallas to uncheck it as shown below.

Sets the option to hide Dallas data. EVALUATIO

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What Why

5. Click the Apply button. Applies our changes. Notice that data for Philadelphia and Dallas is no longer included in the chart.

6. Click the check box next to Dallas to check it.

Sets the option to redisplay Dallas data.

7. Click the check box next to Philadelphia to check it.

Sets the option to redisplay Philadelphia data.

8. Click the Apply button. Applies our changes. Notice that data for Philadelphia and Dallas is now included in the chart.

9. Click the Chart Filters. Hides the Chart Filters window.

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2.16 Using Sparklines

In this lesson, you will learn how to insert Sparklines into your worksheet.

handy feature in Excel is Sparklines. A Sparkline is a little chart that is displayed in the background of a cell and can help you to spot data trends at a glance. Sparklines take little room (the contents of one cell) and allow you to see your underlying data and a graphical representation of data trends right next to

each other. What’s especially handy, is that if you change any of the underlying data, the Sparklines update instantly.

Sparklines can be added from the Insert tab of the Ribbon.

To Insert Sparklines into your Worksheet

1. Click the Insert tab on the Ribbon. 2. Choose Line, Column or Win/Loss (shows a basic positive or negative

representation of your data set) from the Sparklines group. 3. Select or enter the range of cells that will serve as the underlying data for the

Sparklines. 4. Click in the Location Range box and then select or enter the range of cells where

you wish the Sparklines to appear. 5. Click OK.

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Let’s Try It!

What Why




3. Click in cell A5. Selects any cell within the data range.

4. Click the Column button under the Sparklines group as shown below.

Displays the Create Sparklines dialog box.

5. Ensure that your cursor is in the Data Range box.

Allows us to select our underlying data.

6. Select the cell range B5:E8 as shown below.

Selects the range of data upon which our Sparklines will be based.

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What Why

7. Select the data in the Location Range box and then press the Delete key.

Deletes any existing data in the Location Range box.

8. Highlight the cell range F5:F8. Selects the cell range were the Sparklines will be placed.

9. Click OK. Observe the Sparklines. Inserts Sparklines into the cell range F5:F8.

10. Click in cell D7. Makes D7 the active cell.

11. Type: 16000 and then press Enter. Observe the Sparkline in cell F7.

The Sparkline immediately adjusts to the new data.


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2.17 Customizing Sparklines

In this lesson, you will learn how to modify existing Sparklines into your worksheet.

nce you have added Sparklines, you can then customize them from the contextual Design tab on the Ribbon. The Design Ribbon contains options such as displaying high and low points, displaying negative points, changing the style of the Sparklines, or changing the marker color. Axis options also allow

for additional customization.

Sparklines contextual Design tab

To Customize Sparklines

1. Click on any one of the Sparklines to display the contextual Design tab. 2. Click the Design tab. 3. To change the type of Sparkline, chose Line, Column or Win/Loss from the Type

group. 4. To display or hide data Points and Markers, check or clear the checkbox next to the

desired option on the Show group. 5. To change the style of the Sparklines, choose the style you want from the Style group.

Click the More button to display additional styles. 6. To change the color of the Sparklines, click the Sparkline Color button on the Style

group and choose the desired color from the color palette. 7. To change marker color, click the Marker Color button on the Style group, point to

the marker whose color you want to change and choose the desired color from the color palette.

8. To modify axis options, click the Axis button and make your selections. 9. To ungroup a Sparkline so that you can apply separate formatting to it, select the cell

that contains the Sparkline that you wish to separate from the others and click the Ungroup button. To Group Sparklines, select all of the Sparklines you wish to group and click the Group button.

10. To change the underlying data source for or the location of the Sparklines, click the Edit Data button on the Sparklines group and make your desired selections.

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Let’s Try It!

What Why

1. Click in cell F5. Select the entire Sparklines group.

2. Click the contextual Design tab (under Sparkline Tools) on the Ribbon.

Shows Sparkline commands and tools.

3. Click the Line button on the Type group as shown.

Changes the style of the Sparklines to Line.

4. Click the Markers checkbox on the Show group.

Displays a marker at each data point.

5. Click the More button on the Styles gallery as shown below.

Displays additional Sparkline styles.

6. Click the second style in the first row. Applies the style. Positive values will be marked by a red marker and negative values by a green marker.

7. Click the Sparkline Color button and click the orange color swatch from the color palette as shown below.

Changes the color of the Sparklines to orange. EVALU

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What Why

8. Click the File tab and then click Close. Click Save when prompted to save your changes.

Saves and closes the Lesson2 file.

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Lesson Summary – Working with Charts

In this lesson, you learned how to insert a chart in your worksheets by clicking the Chart button on the Insert Ribbon and then choosing the desired chart layout.

Then, you learned how to move a chart by clicking on the white area of the chart and dragging it to the desired location on your spreadsheet.

Next, you learned how to resize a chart by first selecting the chart, clicking on one of its sizing handles and dragging inward to reduce the size of the chart or outward to increase the size of the chart.

Next, you learned that after creating your chart, two contextual Ribbons appear when the chart is selected: Design and Format, from where you can format your chart, apply various styles and change the chart layout. You learned that you can change the layout and design of your chart from the contextual Design tab. You also worked with the three Chart buttons which appear when the chart is selected: Chart Elements, Chart Styles and Chart Filters.

Next, you learned how to edit label text by clicking inside of the text box and typing in your text.

Next, you learned that from the contextual Format tab, you can apply formatting such as fill color (solid, gradient, picture or texture) and borders as well as visual effects such as shadows, reflection, glow and bevel to the individual elements of your chart.

Next, you learned how to change your chart type by clicking the Change Chart Type button on the Type group under the Design tab to display the Chart Type dialog box. From there, you can choose from a wide array of chart types.

Next, you learned that Major gridlines are displayed at each value on an axis while minor gridlines occur between the values of an axis. You learned that you can display or hide gridlines using the Chart Elements button.

Next, you learned that the Format Axis pane allows you to display values in thousands, millions, etc. Additionally, you can set the minimum and maximum values for the value axis, as well as the major and minor units of measurement.

Next, you learned that Pie Charts show the relative size of parts in a whole, have no x-axis or y-axis, and have only one data series. Because of this, your

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data values should be arranged in one column or one row, with an optional column or row of category names.

Next, you learned how to change a chart’s source data reference. To change the source data, activate the chart, click the Select Data button on the Data group of the Design Ribbon, click the collapse dialog box and then highlight the new range of data to be included in the chart.

Next, you learned how to move a chart to a different worksheet by clicking the Move Chart button on the Location group of the Design Ribbon. The Move Chart dialog box will display, allowing you to select an existing worksheet to which to move your chart or specify the name for a new worksheet.

Next, you learned how to save a chart as a template that you can use in other workbooks. Right click the chart, choose Save as Template from the contextual menu and type in a name for your new chart template.

Next, you learned how to filter data using the new Chart Filters button. You learned that you can filter by series or by category.

Then, you learned how to add Sparklines to your worksheets. The Sparklines feature allows you to insert a tiny chart in the background of a cell. To insert a Sparkline, click the Line, Column or Win/Loss button on the Sparklines group of the Insert Ribbon.

Lastly, you learned how to customize your Sparklines from the contextual Design Ribbon, which displays whenever a Sparkline is selected.

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Lesson 2 Quiz

1. To insert a chart in a worksheet, you: A. Click the Chart button on the Data Ribbon. B. Click the Chart Wizard button on the Home Ribbon. C. Click the button for the type of chart you want to insert on the Insert Ribbon. D. Click the Chart button on the contextual Design Ribbon.

2. From where can you add a title to your chart? A. From the Titles button on the Format Ribbon. B. From the Data Labels button on the Design Ribbon. C. From the Legend button on the Format Ribbon. D. From the contextual Chart Elements button.

3. The horizontal axis located at the bottom of the chart is also called: A. The Category (X) Axis B. The Category (Y) Axis C. The Category (Z) Axis D. The Value (Y) Axis

4. How do you resize a chart? A. Select the chart, click the Resize button on the Format Ribbon and then enter

the width and height in the appropriate boxes. B. Drag the chart to the left to reduce its size or drag the chart to the right to

increase its size. C. Click on one of the sizing hands and drag inwards or outwards. D. Select the chart, click the Chart Size button on the Design Ribbon and then

enter the width and height in the appropriate boxes.

5. Name three chart types that you can apply to your chart. How can you change the chart type of an existing chart?

6. What three contextual buttons appear when you select a chart, allowing you to apply

additional formatting and elements to your chart? A. Chart Design, Chart Styles, Chart Layouts B. Chart Format, Chart Outline, Chart Layout C. Chart Format, Chart Labels, Chart Elements D. Chart Elements, Chart Styles, Chart Filters

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7. To change the text of a chart label, you can click directly in the text box and type your changes.

A. True B. False

8. The Chart Styles group on the Ribbon only displays 5 thumbnails but you know that there are more styles available. How can you display the entire Chart Styles gallery?

9. What is one way to change the color of a data series? A. Select the data series, click the Fill button on the Chart Ribbon and choose the

desired color from the Color palette. B. Select the data series, click the Shape Fill button on the Format Ribbon and

choose the desired color from the Color palette. C. Select the data series, click the Color and Lines button on the Design Ribbon

and choose the desired color from the Color palette. D. Select the data series, click the Axis button on the Layout Ribbon, click the

Color tab and choose the desired color from the Color palette.

10. You inserted a new row of data in your spreadsheet but your chart does not reflect the new row. Describe the process to change the chart’s source data.

11. What does the Collapse Dialog Box button do? A. Collapses the dialog box so that you can select a data range. B. Closes the dialog box so that you can select a data range. C. Hides the dialog box so that you can select a data range D. Allows you to switch to a different dialog box tab.

12. You decide that instead of a column chart, you want to change your chart type to a pie chart. To do this, you:

A. Click the Layout button on the Design Ribbon and choose the desired layout. B. Click the Change Chart Type button on the Design Ribbon and choose the

desired layout. C. Click the Table Styles button on the Format Ribbon and choose the desired

table format. D. Click the Pie Chart button on the Layout Ribbon.

13. Pie Charts can have only one category and two data series. A. True B. False

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14. To add special formatting to a data series such as shadows, glow, and bevel, what command button would you use?

A. Shape Fill B. Special Formatting C. Shape Outline D. Shape Effects 15. What are the three types of Sparklines that you can add to your worksheet? A. Pie, Column, Bar B. Column, Line, Area C. Line, Column, Win/Loss D. Column, Bar, Win/Loss

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LAB 2 – ON YOUR OWN

1. Open the Lab2 workbook file from the Lesson Files folder.

2. Select the cell range A4:E8.

3. Insert a 2-D Clustered Column chart.

4. Move the chart so that the top left corner is in cell A13.

5. Add a Title above the chart that reads: Weekly Sales for January.

6. Select the values for the Y-Axis and using the Format Selection button, change the Maximum value to 10000 and the Major Unit to 2000. Close the Format Axis pane when finished.

7. Change the Chart Title to: Weekly Sales – January 2015.

8. Select the Categories for the X-Axis and using the Format Selection button, change the orientation to 90 degrees (Hint: Click the Size & Properties icon).

9. Apply Bold formatting to the values in both the X and the Y axes.

10. Change the chart’s source data so so that it includes the cell range A4:F8.

11. Select the values for the Y-Axis and using the Format Selection button, change the Maximum value to 30000 and the Major Unit to 5000. Close the Format Axis pane when finished.

12. Change the chart type to a Line with Markers Chart. Click OK.

13. Display the entire Chart Styles Gallery. Change the chart style to the style in the last row, second column.

14. Select the Chart Title and display the WordArt Styles gallery (located under the Format tab). Click the More button on the WordArt Styles gallery and apply the WordArt style in the 2nd row, 2nd column to the title.

15. Save the chart as a template with the name: MyLabTemplate

16. Insert Column Sparklines using B5:E8 as the data range. Insert the Sparklines in the cell range G5:G8. Change the colors of the Sparklines to red.

17. Save and close the file.

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L E S S O N 3 – W O R K I N G W I T H G R A P H I C S


Lesson 3 – Working With Graphics

Lesson Topics:

3.1 Adding Pictures

3.2 Inserting Online Images

3.3 Adding Shapes

3.4 Formatting Drawing Objects

3.5 Inserting WordArt

3.6 Inserting SmartArt

3.7 Inserting an Organization Chart

3.8 Modifying an Organization Chart

3.9 Taking a Screen Shot

Lesson

3

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3.1 Adding Pictures

In this lesson, you will learn how to insert pictures into your worksheets.

icrosoft Office allows you to insert graphical images into your worksheets from your computer drive, an external drive or network drive. These can be images that you have created in another program such as Adobe Photoshop™, images that you have uploaded from a digital camera or

images that have been purchased. Excel supports a wide variety of graphical formats such as .jpg, .gif, .bmp, etc. Adding images can really add an extra touch to your spreadsheets.

To Insert a Picture

1. Activate the worksheet on which you wish to insert the image. 2. Click the Insert tab on the Ribbon. 3. Click the Pictures button under the Illustrations group to display the Insert

Picture dialog box. 4. Navigate to the folder that contains the image you wish to insert. 5. Click the file to select it and then click the Insert button.

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Let’s Try It!

What Why

1. Open the Lesson3 file in the Lesson Files folder.

Opens the Lesson 3 workbook.


3. Click the Pictures button on the Illustrations group as shown below

Displays the Insert Picture dialog box.

4. Click on the Desktop folder icon on the left.

Switches to the Desktop folder.

5. Double-click the Lesson Files folder in the right pane.

Switches to the Lesson Files folder.

6. Click on the file named: video_cassette as shown below.

Selects the image to be inserted in our worksheet.

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What Why

7. Click Insert. Inserts the image into our worksheet. As the picture came in much larger than we would like, we will modify its height as we did with the Clip Art image in the last lesson.

8. Click in the Height box on the Size group on the contextual Format Ribbon and type in: 1.0 as shown below. Press Enter.

Changes the height of the image to 1 inch.

9. Click on the picture and drag it to cell F2.

Repositions the picture to cell F2.



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3.2 Inserting Online Images

In this lesson, we will learn how to insert online images into Excel.

ou can also insert images from the Internet into your images by using the Online Pictures icon on the Insert Ribbon. What this does is allows you to search for images using Bing Image Search. Type in the description for what you are searching for in the Search Box and results matching your search term will

display. You can then download the image and insert it into your note.

Images are subject to copyright so be sure you obtain permission from the website’s owner before using any image publicly. Many images are covered under the Creative Commons license, which allows you to use the image in certain situations as long as attribution is made to the image creator.

To Insert an Online Picture

1. Activate the worksheet on which you wish to insert the image. 2. Click the Insert tab on the Ribbon. 3. Click the Online Pictures button on the Illustrations group of the Ribbon.

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4. Click in the Bing search box and type in the search term for the image you want and then press Enter. If you want to insert images from your OneDrive account, click Browse in the OneDrive area.

5. Click the image that you want to insert. 6. Click the Insert button.

Let’s Try It!

What Why

1. Click the Insert tab on the Ribbon. Ensures that the Insert tab is the active tab.

2. Click the Online Pictures icon on the Ribbon as shown below.

Displays the Online Pictures dialog box.

3. Click in the Bing Image Search box and type: film as shown below.

Enters our search term.

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What Why

4. Press Enter. Searches for our term and then displays matching images in the window.

5. Click the second image in the window as shown below.

Selects the image we want to use (the second film image displayed on your computer may be different than the one pictured below).

6. Click Insert. Inserts the image into the worksheet.

7. Click in the Height box on the Size group on the contextual Format Ribbon and type in: .7 as shown below. Press Enter.

Changes the height of the image to .7 inches.

8. Click on the image and drag it to cell A2 as shown below.

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What Why

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3.3 Adding Shapes

In this lesson, you will learn how to add Shapes to your worksheets.

xcel contains many powerful ready-made drawing tools such as lines arrows, rectangles, circles, cubes, block arrows, callouts, stars and banners that you can add to your worksheets. Move your mouse pointer over any drawing icon to display an informational box explaining what the drawing tool is. These tools

are located on the Illustrations group under the Insert Ribbon.

The Shapes are grouped for you by the following categories:

Recently Used Shapes

Lines

Rectangles

Basic Shapes

Block Arrows

Equation Shapes

Flowchart

Stars and Banners

Callouts

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One of the more common tools you may use is the text box. Text boxes allow you to place text anywhere on your worksheet. For example, you can add a caption to a picture by creating a text box and situating it near the picture. Using text boxes as well as the other drawing tools can draw attention to particular areas of your worksheet, helping you to convey your message more easily and effectively, and can also add a bit of pizzazz to your Excel documents.

To draw an object on your worksheet, click on the desired drawing object button and with your left mouse button held down, drag the object onto your worksheet until it is the size that you want.

To Add a Shape

1. Activate the worksheet onto which you want to place a Shape. 2. Click the Insert tab on the Ribbon. 3. Click the Shapes button on the Illustrations group on the Ribbon. 4. Click the Shape that you want to add to your worksheet from the Shapes

gallery. 5. Click on the worksheet and draw the Shape until it is the desired size.

Let’s Try It!

What Why


2. Click the Shapes button on the Illustrations group as shown below.

Displays the Shapes Gallery.

3. Under the Lines category, click the Arrow tool as shown below.

Activates the Arrow drawing object. EVALUATIO

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What Why

4. Move your cursor to the bottom right hand corner of cell G14 – do not click.

Establishes the beginning point for drawing the arrow.

5. Press and hold your left mouse button and drag to the lower right hand corner of cell F9 as shown below. Release the mouse button.

Draws an arrow object from cell G14 to cell F9. The contextual Format Ribbon also appears, on which is located the Insert Shape group, allowing you to add additional shapes without having to return to the Insert Ribbon.

6. Click the Text Box shape on the Insert Shapes group as shown below.

Activates the text box drawing object.

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What Why

7. Move your cursor to the top left corner of cell G14 – do not click.

Establishes the beginning point for drawing the text box.

8. Press and hold your left mouse button and drag down and to the right until the right hand corner of the rectangle rests at the lower right edge of cell H17. Release the mouse button.

Draws a text box on your worksheet from cell G13 to H17.

9. Type: Up $10,000 from last month! as shown below.

Enters text into the text box.

Text Box and Arrow Objects

10. Click outside of the text box anywhere on the worksheet.

Deselects the text box.

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3.4 Formatting Drawing Objects

In this lesson, you will learn how to format drawing objects.

hances are that after having drawn your object, you will want to apply formatting to it so that it blends in with the rest of your worksheet. The Shape Styles group on the contextual Format Ribbon contains several tools with which you can modify such settings as line color, width and style and fill color.

You can also apply special effects such as shadows, bevel, glow, and 3-D or also apply a predesigned Shape Style to your object from the Shape Styles gallery. The selections available from the Shape Styles gallery depend on the type of object selected.

To apply formatting to your objects, you first need to select the object and then click on the appropriate formatting tool on the Ribbon. To apply formatting to more than one object at a time, hold down the Ctrl key and then select the desired objects.

To Apply Formatting to Drawing Objects

1. Click the object to activate it. 2. Click the contextual Format tab under Drawing Tools. 3. To apply a fill color to the object, click the Shape Fill arrow on the Shape

Styles group and choose the desired color from the color palette. Click Picture, Gradient or Texture to fill the object with any of these items.

4. To apply or modify the lines or border of an object, click the Shape Outline arrow on the Shape Styles group and choose the options you want.

5. To apply an effect to an object, click the Shape Effects arrow on the Shape Styles group, point to the desired category from the list and then click the effect you want to apply from the gallery.

6. To apply a quick Shape Style which contains a combination of various effects, fill, and outline formatting, click the Shape Style More button and choose the desired style from the gallery.

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Tip: You can see a preview of most formatting and styles by moving your mouse pointer over any gallery thumbnail or color swatch button. The effect will be temporarily applied to the selected object. This is an example of Excel’s Live Preview feature.

Let’s Try It!

What Why

1. Click the arrow object that you drew in the last lesson and then click on the contextual Format tab of the Ribbon.

Activates the arrow object and displays Format commands and tools.

2. Click the More button on the Shape Styles gallery on the contextual Format tab as shown.

Displays a gallery of quick formatting that you can apply to the selected object.

3. Move your mouse pointer over the style in the second row, third column as shown below.

Displays a preview of the arrow as it would appear if we applied the style to it.

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What Why

4. Click the style in the second row, third column in the gallery.

Applies the style to the line.

5. With the arrow still selected, click the Shape Outline button as shown below.

Displays various shape outline options.

6. Click the black color swatch in the color palette.

Changes the color of the selected object to black.

7. Click the Shape Outline button again and point to Weight as shown below.

Displays a gallery of various line thickness formatting that we can apply.

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What Why

8. Click on ¾ pt in the gallery as shown above.

Changes the thickness of the selected arrow to ¾ pt.

9. Click the text box object. Select the text box.

10. Click the Shape Fill button and select Yellow under the Standard Colors category.

Applies a yellow fill to the text box.

11. Click the More button on the Shape Styles gallery.

Displays all available shape styles.

12. Click the purple 3-D style in the last row, fifth column under the Theme Styles area.

Applies the purple style to the text box.

13. Click on the number $10,000 in the text box.

Selects the text to which we want to apply a style.

14. Click the More button on the WordArt Styles gallery as shown below.

Displays the WordArt styles gallery.

15. Click the fourth WordArt style in the first row as shown below.

Applies the style to the selected text.

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What Why

16. Click Save. Saves our changes.

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3.5 Inserting WordArt

In this lesson, you will learn how to insert WordArt into your worksheets.

ordArt is a gallery of text styles and effects that you can add to your spreadsheets. With WordArt, you can add spectacular effects to the text of your worksheets – you can shadow it, bevel it, mirror it, and make it glow. As with text boxes, you can apply formatting to WordArt shapes as well as

change the text itself.

The WordArt button is located on the Insert Ribbon on the Text group and will display the WordArt Gallery when clicked. From the Gallery, select the style of WordArt you wish to add and then type the text for your WordArt object.

From the contextual Format tab (which displays when the WordArt object is selected), you can apply a variety of text effects by clicking the Text Effects button on the WordArt styles group.

To Insert WordArt

1. Click the WordArt button on the Text group of the Insert tab. 2. Click on the desired WordArt format in the WordArt Gallery.

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Let’s Try It!

What Why

1. Click the film image in cell A2 and press the Delete key.

Deletes the ClipArt image.

2. Click on the Row Heading for row 2. Selects row 2.

3. Right-Click and then choose Row Height from the pop-up menu.

Displays the row height pop-up menu.

4. Type 110 in the row height box as shown and then click OK.

Changes the height of row 2 to 110.


6. Click the WordArt icon on the Text group as shown below.

Displays the WordArt Gallery.

7. Select the WordArt Style in the first row, third column as shown below.

Chooses a WordArt Style.

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What Why

8. Type: January Sales as shown below.

Enters the text for the WordArt object.

9. With the object selected, move your mouse pointer over the object border until the pointer transforms into a 4-way arrow.

Enters drag mode.

10. Drag the object so that the word January rests in the bottom of cell A2.

Moves the WordArt object to cell A2.

11. Click the Home tab on the Ribbon.

Switches to Home commands and options.

12. With the WordArt object still selected, click the Font Size drop-down list and choose 44.

Changes the size of the WordArt text to 44 pt.

13. With the object still selected, click the contextual Format tab under the Drawing Tools tab.

Switches to object formatting options.

14. Click the Text Effects button on the WordArt Styles group as shown below.

Displays the Text Effects gallery. EVALU

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What Why

15. Point to Glow and select the Glow style in the last row, last column as shown below.

Applies the Orange, 18 pt. glow, Accent Color 6 style to the WordArt text.

16. Click the Text Effects button on the WordArt Styles group again and point to Transform.

Displays available Transform styles.

17. Click the Arch Up transform style, the first style under the Follow Path category as shown.

Applies Arch Up transform style to the WordArt text.

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What Why

18. Click the WordArt object and move your mouse pointer over the border until your pointer changes into a 4-way black arrow. Click and hold down your left mouse button.

Selects the WordArt object and enters drag mode.

19. Drag the object downward about ½-inch.

Moves the WordArt object about ½-inch downward.

20. Click on the Row Heading for row 1. Selects row 1.

21. Right-Click and then choose Delete from the pop-up menu.

Deletes row 1.

22. Click the Save button. Saves the active workbook.

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3.6 Inserting SmartArt

In this lesson, you will learn how to insert SmartArt graphics into your worksheets.

martArt is a feature in Microsoft Office that allows you to insert grapical objects such as diagrams, organization charts, flow charts, graphical lists, matrix, and much more to illustrate processes and relationships. With the wide-range of formatting tools available such as colors, bevels, and shadows etc., you can easily create

extremely impressive spreadsheets.

After you have inserted a SmartArt object, you can manipulate and format the object in many ways from the contextual Design tab and the Format tab on the Ribbon. Options include appying a quick style to a SmartArt graphic, changing its orientation, changing its layout, and changing its colors, just to name a few.

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The quickest way to add text is to click directly into the SmartArt object and begin typing. You can also use the Text Pane to enter your text. Click the Text Pane button on the contextual Design tab on the Create Graphic group or click the control with two arrows along the left side of the object to display the text pane.

To Insert SmartArt into a Worksheet

1. Click the Insert tab on the Ribbon. 2. Click the SmartArt button on the Illustrations group to display the SmartArt

gallery. 3. Click the desired category in the left pane. 4. Click the SmartArt graphic you want to use in the center pane. 5. Click OK. 6. Click in the SmartArt object and type in your text Or Click the Text Pane button on the contextual Design tab and type in your

text in the text pane. 7. Click the contextual Design or Formatting tabs on the Ribbon to modify the

SmartArt object.

Let’s Try It!

What Why

1. Click the Sheet2 tab on the bottom of the worksheet.

Makes Sheet2 the active worksheet.


3. Click the SmartArt button on the Illustrations group as shown below.

Displays the SmartArt gallery.

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What Why

4. Click the List category in the left pane. Displays SmartArt objects in the List category.

5. Click the Trapezoid List thumbnail in the second column, eighth row as shown below.

Displays information about the object in the right pane.

6. Click OK. Inserts the SmartArt graphic into our worksheet.

7. Click in the title Text bullet in the left pane and type: Process as shown below.

Enters text into our SmartArt Object

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What Why

8. Click in the second level bullet text area below Process in the first pane and type: Benefits

Enters second level text into our SmartArt Object.

9. Click in the second level bullet text area below Benefits in the first pane and type: Results


10. Click in the title Text bullet in the center pane and type: Employees as shown below.

Enters first level text into our SmartArt Object.

11. Click in the second level bullet text area below Employees in the center pane and type: Office


12. Click in the second level bullet text area below Office in the center pane and type: Union


13. Press Enter Inserts a new bulleted item.

14. Click in the second level bullet text area below Union in the center pane and type: Management

Enters second level text into our SmartArt Object. EVALU

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What Why

15. Click the contextual Design tab on the Ribbon under the SmartArt Tools tab.

Switches to SmartArt design options.

16. Move your mouse pointer over any of the style thumbnails in the SmartArt Styles group.

Displays a preview of the style.

17. Click the More button on the SmartArt Styles group as shown below.

Displays the SmartArt Styles gallery.

18. Click the last style in the gallery (Birds Eye Scene) as shown below.

Applies the Birds Eye Scene style to the SmartArt Object.

19. Click the More button on the Layouts group and choose the Grouped List layout as shown below.

Changes the layout to the Grouped List. EVALUATIO

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What Why

20. Click the More button on the Layouts group.

Displays the SmartArt Layout gallery.

21. Click More Layouts on the bottom of the gallery.

Displays the entire SmartArt gallery

22. Click the List category in the left pane. Displays SmartArt objects in the List Category.

23. Click the Hierarchy List thumbnail in the first column, last row as shown below and then click OK.

Converts the text box to the Hierarchy List SmartArt object.

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What Why

24. Click the Change Colors button on the SmartArt Styles group on the Ribbon (under the Design Tab).

Displays the Colors gallery.

25. Click the third thumbnail under the Colorful category as shown below.

Applies the new theme color to our SmartArt object.

26. Click the Save button Saves our changes.

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3.7 Inserting an Organization Chart

In this lesson, you will learn how to insert an Organization Chart into your worksheets.

icrosoft Office provides the ability to insert diagram objects into your worksheets. One of these diagram objects that is often used is the Organization Chart which allows you to illustrate hierarchical relationships such as the structure of a business (i.e. names, titles and departments of

managers).

The organization chart is the 1st object located in the Hierarchy category of the SmartArt gallery.

To Insert an Organization Chart:

1. Select the worksheet into which you wish to insert an Organization Chart. 2. Click the Insert tab on the Ribbon. 3. Click the SmartArt button on the Illustrations group. 4. In the left pane, click Hierarchy. 5. In the middle pane, click the type of Organization chart you wish to insert. 6. Click OK. 7. Click inside the text box shape to add text to a shape. Or Type your text in the Text Pane (click the Text Pane button on the Create

Graphic group to display the Text Pane).

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8. Click outside of the Organization Chart shape when finished.

Let’s Try It!

What Why

1. Click the Sheet3 tab on the bottom of the worksheet.

Makes Sheet3 the active worksheet.

2. Click the Insert tab on the Ribbon. Displays Insert commands and tools.

3. Click the SmartArt button on the Illustrations group.

Displays the SmartArt dialog box.

4. In the left pane, click Hierarchy. Displays available Organization Chart shapes.

5. Click on the Organization Chart thumbnail (1st row, 1st column) in the center pane.

Selects the Organization Chart object.

6. Click OK. Inserts the Organization Chart into your worksheet.

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What Why

7. Click in the topmost box and then type:

Rodney Davis.

Enters the first line of text into the topmost shape.

8. Press Enter. Moves to the next line.

9. Type: Owner as shown below. Enter the second line of text in the topmost row.

10. Click the border of the leftmost shape on the second row and press the Delete key

Deletes the second level of our Organization chart.

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What Why

11. Click in the leftmost shape on the second row and type the following two lines:

Diane Harrison Regional Mgr.

Enters text into the leftmost box on the second row.

12. Click in the middle shape on the second row and type the following two lines:

Richard Lane District Mgr.

Enters text into the middle box on the second row.

13. Click in the rightmost shape on the second row and type the following two lines:

Debra Browne Area Mgr.

Enters text into the rightmost box on the second row.

14. Click outside the shape anywhere on the active worksheet.

Deselects the Organization Chart object.

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3.8 Modifying an Organizational

Chart

In this lesson, you will learn how to modify the structure of an existing Organizational Chart.

fter you create your Organization Chart, you can add additional shapes/relationships (or nodes) at any time by clicking on the shape to which you want to add a relationship, clicking the Add Shapes arrow on the Create Graphic group and selecting the position where you wish to insert the new

shape. You can also add new shapes from the Text Pane by setting the insertion point in the shape where you want to add a new shape and pressing the Enter key. You can then press the Tab key to indent the shape or the Shift + Tab keystroke combination to demote the position of the shape.

To delete a shape/relationship, select the relationship, and then press the Delete key.

Like the other graphical objects with which we have been working, you can format your Organization Chart by adding special effects such as glow, 3-D rotation and bevel as well as changing the layout or applying SmartArt Styles to the object.

To Add New Shapes/Relationships

1. Click the shape to which you want to add a new relationship.

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2. Click the Add Shapes arrow on the Create Graphic group under the contextual Design Ribbon and select the position where you wish to insert the new shape (before, after, above, below or assistant).

3. Click in the new shape to enter text.

To Format an Organization Chart

1. Click anywhere in the Organization Chart to select it. 2. Click the contextual Design tab under SmartArt Tools. 3. Click the desired Layout or SmartArt Style that you want to apply to the

Organization Chart. To see additional styles or layouts, click the scroll up or scroll down buttons or click the More button to display the entire Layout or SmartArt Style gallery.

4. To format individual nodes (shapes), select the shape you want to format, click the contextual Format tab and make your formatting selections.

Let’s Try It!

What Why

1. Click the shape containing the text: Rodney Davis.

Selects the topmost object.

2. Click the contextual Design tab under SmartArt Tools on the Ribbon.

Displays SmartArt design commands and tools.

3. Click the arrow under the Add Shape button on the Create Graphic group as shown below.

Displays a menu of available shape positions.

4. Choose Add Assistant from the menu as shown below.

Establishes an Assistant relationship for the new shape.

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What Why

5. Click inside the new object and type the following two lines of text:

Paul Hoffman Assistant Mgr.

Enters the text for the new object.

6. Click outside the shape. Deselects the new shape.

7. Click the shape containing the text: Debra Browne.

Selects the lower right object.

8. Click the arrow under the Add Shape button on the Create Graphic group.

Displays a menu of available shape positions.

9. Choose Add Shape After from the menu.

Inserts a new shape to the right of the existing shape.

10. Click inside the new object and type: Stan Darby Area Mgr.

Enters the text for the new object.

11. Click the More button on the SmartArt Styles group.

Displays the SmartArt Styles gallery.

12. Click the first style (polished) under the 3-D category as shown below.

Applies the Polished SmartArt style to the Organization Chart.

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3.9 Taking a Screenshot

In this lesson, you will learn how to use the Screenshot feature

handy feature in Excel is the ability to take a screenshot directly from within an Excel document. The Screenshot tool is located on the Illustrations group of the Insert Ribbon. When you click the Screenshot button, several screenshot samples from your open documents will display. You can either choose from

the available sample screenshots or take your own screenshot by clicking the Screen Clipping option. If you select Screen Clipping, the active Excel document will be minimized and a resizable window will appear over next open window (whether this be another open document or your Desktop).

Note that the Screenshot feature is not available in documents saved in Excel 2003 format or earlier.

To Take a Screenshot

1. Open the Excel document into which you wish to insert the Screenshot (you can also insert screenshots into Word and PowerPoint documents).

2. Click the Insert tab on the Ribbon. 3. Click the Screenshot button on the Illustrations group on the Ribbon. 4. To insert one of the available screenshots from open windows, click the

thumbnail for the screenshot you wish to use under the Available Windows area.

5. To take your own screenshot, click Screen Clipping on the Screenshot menu and then trace around the area you wish to capture.

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Let’s Try It!

What Why

1. Press the Ctrl + N keystroke combination.

Creates a new blank Excel workbook.

2. Click the Insert tab on the Ribbon. Switches to Insert options.

3. Click the Screenshot button on the Illustrations group as shown below.

Displays the Screenshot menu.

4. Click Screen Clipping on the menu. Minimizes the active document and displays the next window in the background, in this case, the My Org Chart document.

5. Click your left mouse button and draw a box around the Org Chart on the page as shown below.

Selects the area of the document of which we want to take a screenshot.

6. Release the mouse button. Redisplays the new document and inserts the screen shot into it.

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What Why

7. Click the File tab and then click Close. Click Don’t Save when prompted.

Closes the new file without saving your changes.

8. Click the File tab and then click Close. Click Save if prompted to save your changes.

Saves and closes the Lesson3 file.

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Lesson Summary – Working with Graphics

In this lesson, you learned that you can insert graphical images from your computer or network drive into your worksheets using the Pictures command button on the Illustrations group on the Insert Ribbon.

Next, you learned how to insert Online Pictures into your worksheets by using the Online Pictures command button on the Illustrations group on the Insert Ribbon.

Next, you worked with Shapes, which consist of a group of ready-made drawing objects such as rectangles, circles, cubes, lines, block arrows, callouts, stars and banners that you can add to your worksheets. You learned that the Shapes button is located on the Insert Ribbon. In this lesson, you learned how to create a text box and arrow object on your worksheet.

Next, you learned how to format drawing objects using the formatting tools on the Home Ribbon or on the contextual Drawing Tools Ribbon.

Next, you worked with WordArt, which allows you to add spectacular effects to the text of your worksheets. You learned that the WordArt button is located on the Insert Ribbon and will display the WordArt Gallery when clicked.

Next, you worked with the SmartArt feature, which allows you to insert graphical objects such as diagrams, organization charts, flow charts, graphical lists, matrix objects, and much more into your worksheets. You learned how to format SmartArt objects, apply SmartArt Styles, and change the SmartArt object layout.

Next, you learned how to insert an Organization Chart into your worksheets, allowing you to illustrate hierarchical relationships such as the structure of a business (i.e. names, titles and departments of managers). To insert an Organization Chart in your document, click the SmartArt button on the Insert Ribbon, click the Hierarchy category and then choose the type of Organization Chart you want to insert.

Next, you learned how to add additional shapes/relationships to your Organization Chart by clicking the arrow on the Add Shape button on the Design Ribbon and choosing the desired position for the shape from the menu. You also learned how to apply Layouts and Styles to your Organization Chart. EVALU

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Lastly, you learned how to take a screenshot of your screen from within Excel using the Screenshot feature, located on the Insert Ribbon on the Illustrations group. You learned that you can use one of the sample screenshots or take your own using the Screen Clipping command.

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Lesson 3 Quiz

1. To insert an image using Bing search results, you use which command button? A. Pictures B. Bing Images C. Online Pictures D. Internet Pictures

2. Name five drawing objects that you can find in the Shapes gallery on the Insert Ribbon.

3. How do you add a text box to a worksheet? A. Click the Text Box button on the Shapes Gallery and then draw your text box

on your worksheet. B. Right-click on your worksheet, choose “Text Box” from the contextual menu

and then draw your text box on your worksheet. C. Click the Rectangle button on the Insert Ribbon and then draw your text box

on your worksheet. D. Click the Text Box icon on the Home Ribbon and then draw your text box on

your worksheet.

4. The SmartArt Layouts gallery and SmartArt styles gallery are displayed under which Ribbon tab?

A. Format B. Styles C. Design D. Insert

5. Shapes are: A. Ready-made pictures that you can add to your worksheet. B. Fancy text that you can add to your worksheet. C. Ready-made 3-D text boxes that you can add to your worksheet. D. Ready-made drawing shapes that you can add to your worksheet.

6. What is an Organization Chart? How do you add one to the active document? 7. To change the width of an arrow or the border of a shape, you:

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A. Click the Shape Fill box, point to weight and choose the desired thickness from the gallery.

B. Click the Shape Effects box, point to weight and choose the desired thickness from the gallery.

C. Click the Shape Outline box, point to weight and choose the desired thickness from the gallery.

D. Click the Shape Fill box, point to line and choose the desired thickness from the gallery.

8. To add a shape or node to an organization chart, you: A. Click the shape to which you want to add a relationship and press the Tab key. B. Click the shape to which you want to add a relationship and press the Enter

key. C. Click the shape to which you want to add a relationship, click the Add Node

button on the Home Ribbon and choose the position of the new shape. D. Click the shape to which you want to add a relationship, click the Add Shape

button arrow on the Design Ribbon and choose the position of the new shape. 9. After you add a SmartArt shape to a worksheet, you can later change it to a different

SmartArt shape. A. True B. False

10. You have a company logo graphic in .gif format that you want to add to your worksheet. Describe the process to accomplish this.

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LAB 3 – On Your Own

1. Open the Lab3 workbook file from the Lesson Files folder.

2. Click in cell F8.

3. Draw an arrow from cell F8 to the intersection of cell C15 and D15 (to the $1,350 dollar amount).

4. Draw a text box from cell F8 to G10.

5. Type: High Sales for May! inside the text box.

6. Apply an orange fill color to the text box.

7. Change the thickness of the lines of the text box to 3 pt.

8. Delete the video graphic in cell A1.

9. Insert a WordArt object (any style you wish) with the text: Monthly Sales.

10. Drag the new WordArt object to cell A1.

11. Delete rows 4 & 5.

12. Activate Sheet2 and create an Organization Chart. Add yourself as the owner and add three of your friends as your subordinates (employees). Add two new assistant (to you) relationship shapes to your chart. Use any names you wish for your new assistants.

13. Save the workbook as MyLab3

14. Close the document.

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L E S S O N 4 – W O R K G R O U P C O L L A B O R A T I O N


Lesson 4 – Workgroup Collaboration

Lesson Topics:

4.1 E-mailing a Workbook

4.2 Web Page Preview

4.3 Converting Worksheets into Web Pages

4.4 Inserting Hyperlinks

4.5 Viewing and Editing Comments

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excel 2016 level 2...

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