Excel  Advanced  
 
 
Using  a  Computer  for  Numerical  Calculations  
 
 
 
Microsoft  Office  2010  
   

 
 Excel  Advanced  
Contents:  
When/If  Things  Go  Wrong  ....................................................................................................  4  
To  rectify  problems  such  as  a  wrongly  entered  menu  command:  ................................  4  
To  close  a  window/dialogue  box:  .................................................................................  4  
Using  Help  .........................................................................................................................  4  
What  is  Excel?  ...................................................................................................................  5  
What  is  Data?  ....................................................................................................................  6  
Qualitative  or  Categorical  Data  (Nominal,  Ordinal)  ......................................................  6  
Quantitative  Data  (Discreet,Continuous)  ......................................................................  6  
Starting  Excel  and  Entering  Data  ...........................................................................................  7  
Saving  a  Spreadsheet  ........................................................................................................  7  
Closing  a  Spreadsheet  .......................................................................................................  7  
Opening  a  Spreadsheet  .....................................................................................................  8  
Editing  and  Inserting  Data  .............................................................................................  8  
Conditional  Formatting  .................................................................................................  8  
Naming  Sheets  ..............................................................................................................  9  
Sorting  data  .....................................................................................................................  10  
Filtering  Data  ...................................................................................................................  10  
The  Filter  Command  ...................................................................................................  10  
Using  the  Custom  AutoFilter  .......................................................................................  11  
Comparison  Operators  ................................................................................................  12  
Parsing  Data  ....................................................................................................................  13  
Functions  and  Formula  .......................................................................................................  15  
Cell  Referencing  ..........................................................................................................  15  
Sum  Function/Formula  ...................................................................................................  16  
Average  Function/Formula  .............................................................................................  16  
Conditional  (Logical)  Function/Formula  ..........................................................................  17  
IF  .................................................................................................................................  17  
COUNTIF  ......................................................................................................................  18  
LOOK  UP  Function  ...........................................................................................................  19  
Vertical  LOOKUP  (VLOOKUP)  ......................................................................................  20  
VLOOKUP  Errors  ..........................................................................................................  22  
SUBTOTALS  .....................................................................................................................  22  
Charts  and  Graphs  ..............................................................................................................  24  

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Chart  Types  and  Uses  .....................................................................................................  24  
Column/Bar  Charts  .....................................................................................................  24  
Line  Charts  ..................................................................................................................  24  
Pie  Charts  ...................................................................................................................  24  
XY  Scatter  Charts  ........................................................................................................  24  
Creating  a  Chart  .............................................................................................................  25  
Moving  and  Resizing  a  Chart  ..........................................................................................  26  
Inserting/Modifying  a  Chart  Title  ...................................................................................  27  
Formatting  a  Series  Title  and  Axis  Labels  .......................................................................  28  
Modifying  Charts  ............................................................................................................  29  
Formatting  Charts  ..........................................................................................................  31  
PivotTables  .........................................................................................................................  32  
 
 
 
These  notes  are  designed  for  you  to  work  through  at  your  own  pace.    
These  notes  do  not  explain  every  feature  of  the  application  therefore  you  are  expected  to  
make  use  of  the  Help  facility.  
 
 
 
 
 
 
 
 
 
 
 
 

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 Excel  Advanced  
When  you  have  completed  these  notes  you  should  be  able  to:  
• Format  Data  
• Sort  Data  
• Filter  Data  
• Parse  Data  
• Use  Excel’s  Function  
• Create  Charts  
• Format  Charts  
• Insert  PivotTables  
The   following   notes   will   introduce   some   of   the   features   and   functionality   within   Excel.  
They  do  not  cover  all  aspects  of  the  program.  This  booklet  is  aimed  at  students  who  are  
already  familiar  with  the  content  of  the  Excel  booklet.  

When/If  Things  Go  Wrong  

Before  you  start  using  Excel,  remember  that  when/if  an  error  occurs  try  the  following  to  
rectify  the  situation:  
To  rectify  problems  such  as  a  wrongly  entered  menu  command:  
Use  the  Undo  option  by  clicking  on  the  Undo  command    in  the  Quick  Access  Toolbar.  
To  close  a  window/dialogue  box:  
Click  on  the  close  command    at  the  top  right-­‐hand  side  of  the  window  or  dialogue  box.  
If  all  else  fails,  exit  from  Excel  (select  the  File  tab  and  click  on  the  Exit  option)  and  start  
again.  
Using  Help    
If  there  is  a  command  or  feature  of  Excel  you  would  like  to  use  but  do  not  know  how  to,  
use   the   Help   facility   within   the   application.   This   provides   instructions   and   advice   on   using  
all  of  the  features  of  the  software.  To  use  Help,  simply  click  on  the  Help  command    and  
then  click  on  one  of  the  options  displayed  or  type  in  a  help  phrase.  You  will  then  be  given  
a   list   of   phrases   which   are   nearest   matches   to   your   question.   Select   the   topic   you   require  
from  the  list.  

 Note:     This  icon  denotes  important  information  –  read  it  carefully.  

 Tasks     This  icon  denotes  a  task  which  should  be  carried  out  to  help  you  gain  the  
skills  required.  

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What  is  Excel?  

Excel  is  a  spreadsheet  program  used  for  storing  number  and  text  data  and  for  performing  
numerical   calculations   and   analysis   on   it.   For   students,   spreadsheets   are   useful   when  
working   with   numbers,   e.g.   when   analysing   numerical   data,   or   carrying   out   research.   A  
spreadsheet  consists  of  a  matrix  (or  grid)  of  rows  and  columns.  It  allows  you  to  enter  data  
in  a  table-­‐like  format  and  perform  calculations  on  the  data.  When  you  start  Excel  a  screen  
similar  to  that  shown  in  Figure  1  is  displayed.    
Excel’s  Minimise,  Maximise  and  
Quick  Access  Toolbar   The  Ribbon   Close  icons  

Cell  Reference   Help  Icon  

Active  Cell   Formula  Bar   Column  Letter  

Row  number   Worksheet  

Vertical  Scroll  Bar  

Zoom  slider  

Sheet  Reference   Horizontal  Scroll  bar  

View  Icons  

 
Figure  1:  The  Excel  2010  screen  

   

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What  is  Data?  
Data  is  essentially  information  and  can  be  either  quantitative  or  qualitative.    
Qualitative  or  Categorical  Data  (Nominal,  Ordinal)  
This   data   is   non-­‐numeric   and   can   be   gathered   from   questionnaires,   interviews   and  
written  documentation.  The  data  are  merely  labels  or  categories.  The  two  main  types  are:  
Nominal   Data:   The   type   of   categorical   data   in   which   objects   fall   into   unordered  
categories.  Some  examples  are:  gender,  hair  colour,  smoking  status  and  so  on.  
Ordinal  Data:  The  type  of  data  in  which  the  order  is  important.  This  data  can  be  ranked  or  
have   a   value   in   a   scale.   In   a   questionnaire   you   could   be   asked   to   rate   your   response   from  
1  -­‐5  with  1  being  the  lowest  and  5  being  the  highest.  
Quantitative  Data  (Discreet,Continuous)    
This   data   is   numerical   data   which   can   be   measured   based   on   some   quantitative   trait   on   a  
scale  and  can  be  analysed  statistically.  The  results  are  set  of  numbers.  The  two  main  types  
are:  
Discreet  Data:  This  data  has  values  which  are  distinct  and  separate.  Discreet  data  could  be  
the  number  of  students  in  a  class.  
Continuous   Data:   This   data   can   be   counted,   ordered   or   measured.   Continuous   data   could  
be  your  height,  weight  etc.  
There  are  3  basic  types  of  data  which  can  be  entered  into  cells:  
(a) Numbers  –  in  Excel  a  number  can  only  contain  the  following  characters:  0  1  2…9  +  -­‐  (  
)  ,  £  .  %    

   Note:  When  entered,  numbers  are  right-­‐aligned  i.e.  they  are  aligned  to  the  right  
of   the   cell.   The   ,   £   .   %   characters   are   left   aligned   unless   they   are   accompanied   by  
numbers.  
(b) Text   or   labels   –   text   can   include   any   character   from   the   keyboard   and   is   used   for  
entering  sheet,  row  and  column  headings  and  descriptions.    

 Note:  When  entered,  text  is  left-­‐aligned  i.e.  it  is  aligned  to  the  left  of  the  cell.  
(c) Formulae  –  these  allow  calculations  to  be  performed  based  on  the  values  stored  in  
the   cells.   Any   formula   must   be   prefixed   by   the   ‘=’   sign   e.g.   if   you   were   to   add   the  
contents   of   the   two   cells   B3   and   C4   together,   the   formula   would   be   entered   as  
=B3+C4.   Excel   provides   some   standard   formulae   e.g.   SUM,   Average,   STDEV,   etc.  
called   functions   which   are   entered   using   menus   and   Wizards   (see   later   for  
instructions  on  how  to  use  them).  When  a  formula  is  entered  in  a  cell,  the  result  of  
the  calculation  is  displayed  on  the  sheet,  while  the  formula  itself  is  displayed  in  the  
Formula  Bar.  

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Starting  Excel  and  Entering  Data  

Excel   is   opened   from   the   Start   menu   (displayed   on   the   Taskbar   at   the   bottom   of   the  
screen).   After   clicking   the   Start   button,   select   All   Programs   then   Microsoft   Office   then  
Microsoft   Office   Excel   2010.   This   should   open   and   display   a   blank   worksheet   ready   for  
data  to  be  entered,  see  Figure  1.  
To  enter  data,  select  the  appropriate  cell  (using  the  mouse  or  arrow  keys),  and  type  the  
data.  Then  press  the  ENTER      key,  or  any  arrow  key  (to  move  to  a  new  column  or  row),  
or  click  on  the  Enter  icon      in  the  Formula  Bar  (which  appears  once  you  start  typing  in  a  
cell).  

   Task  1  

Open  Excel  and  enter  the  following  data  into  a  new  spreadsheet:  

 
 
Adjust   column   widths   if   necessary.   If   you   are   unsure   of   how   to   do   this   please   refer   to  
the  Spreadsheets  booklet.  
 
Saving  an  Excel  Spreadsheet  
To  save  a  spreadsheet  for  the  first  time,  click  the  File  menu  and  choose  Save  As.  The  Save  
As  dialogue  box  will  be  displayed  prompting  you  to  choose  a  file  name  and  location  (i.e.  
the  drive  and  folder).    
Further  saves  will  use  the  same  file  name  and  ‘overwrite’  the  previously  saved  version.  To  
re-­‐save   a   document   simply   click   on   the   Save   command   from   the   Quick   Access   Toolbar,  
see  Figure  2  below.    

Figure  2:  The  Save  command  in  the  Quick  Access  Toolbar  
Closing  a  Spreadsheet  
After   saving   a   spreadsheet,   it   will   still   be   displayed   on   the   screen.   To   close   it   select   the  
File   menu   and   choose   Close.   This   closes   the   spreadsheet   but   not   Excel.   To   close   Excel,  

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 Excel  Advanced  
select  the  File  menu  and  choose  Exit,  or  click  on  the  close  command  at  the  top  right  hand  
side  of  the  application  .

   Task  2  

Save   the   spreadsheet   to   your   user   workspace   (H:   drive),   or   USB   drive   calling   it   ICT  
Student  Data.  
Close  the  ICT  Student  Data  spreadsheet.    

Opening  a  Spreadsheet  
To   open   a   previously   saved   spreadsheet,   select   the   File   menu   and   choose   Open.   Select  
the   name   and   location   (i.e.   the   drive/folder)   of   the   stored   file   and   click   on   the   Open  
button.  
Editing  and  Inserting  Data  
The   contents   or   the   appearance   of   a   spreadsheet   can   be   changed   using   a   few   simple  
commands.  To  edit  the  contents  of  a  spreadsheet  move  to  and  select  the  appropriate  cell,  
either   by   double   clicking   in   it   or   single   click   it   and   go   to   the   Formula   Bar   to   edit   as  
appropriate.  Data  can  be  inserted  by  clicking  on,  or  moving  to,  the  appropriate  cell  and  
typing  the  data  (see  Spreadsheets  booklet  if  unsure).  

   Task  3  
Make  the  following  changes  to  your  spreadsheet:  
James   Brown   –   should   read   John   Brown;   Gordon   Smith   –   date   of   birth   should   read  
29/09/1980  
Add  the  following  to  the  spreadsheet  beneath  the  existing  data:    

 
Conditional  Formatting  
In   Excel   data   can   be   difficult   to   immediately   understand.   Conditional   formatting   allows  
you   to   apply   formatting   which   will   change   the   appearance   of   one   or   more   cells   or   the  
data  within  a  cell  if  it  meets  specified  criteria.  This  will  make  the  data  stand  out  visually  
and  enables  patterns  and  trends  to  be  identified.  To  apply  conditional  formatting  select  
the  cell  or  range  of  cells  you  wish  to  apply  formatting  to.  Then  from  the  Home  tab  select  
the  Styles  group  and  Conditional  Formatting  command.  A  Conditional  Formatting  drop-­‐
down  menu  will  appear  with  options  for  formatting,  see  Figure  3.  

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 Excel  Advanced  
Conditional  
Formatting  
command,  drop  
down  menu  
and  further  
options.  

 
Figure  3:  Conditional  Formatting  menu    
From   the   drop-­‐down   menu   choose   the   option   you   wish.   For   example   if   the   pass   mark   for  
the  ICT  Skills  module  was  32  out  of  40  and  we  wished  to  see  all  pass  marks  in  green  and  
those  below  in  red  you  can  apply  conditional  formatting  to  do  this.  To  apply  conditional  
formatting  for  the  pass  marks  select  the  cells  in  the  Mark  column.  Click  the  Conditional  
Formatting   command   and   a   drop-­‐down   menu   will   appear.   Choose   the   Highlight   Cells  
Rules   option,   a   further   menu   will   appear,   choose   the   Between   option.   The   Between  
dialogue   box   will   appear.   Type   the   values   in   the   fields   and   choose   the   conditional  
formatting   you   wish   to   apply.   If   you   do   not   see   the   colours   you   wish   choose   Custom  
Format…  from  the  drop-­‐down  menu.  Click  OK.  Then  apply  conditional  formatting  to  the  
cells  so  that  any  cells  containing  a  value  below  32  appear  in  red.  

  Note:   To   remove   or   modify   a   conditional   formatting   select   the   data   which   has  
conditional   formatting   applied   and   from   the   Home   tab,   Styles   group,   click   on   the  
Conditional   Formatting   command.   From   the   drop-­‐down   menu   choose   Manage   Rules….  
The  Conditional  Formatting  Manage  Rules  dialogue  box  will  be  displayed  showing  all  the  
rules  applied  to  the  data  and  you  can  choose  to  modify  or  remove  any  of  the  rules.  

   Task  4  

Open   the   ICT   Student   Data   spreadsheet.   Apply   conditional   formatting   to   show   the  
text  orange  if  a  student  has  passed  and  blue  if  they  have  failed.  
 
Naming  Sheets  
Sheets   are   named   by   default   as   Sheet1,   Sheet2   and   so   on..   To   change   the   name   of   a  
sheet,  simply  double  click  on  the  sheet  tab  at  the  bottom  of  the  screen  (it  should  then  be  
highlighted)  and  then  type  a  new  name.    

   Task  5  

Change  the  name  of  Sheet1  to  ICT  Data  2008.  Re-­‐save  the  spreadsheet.  
 

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Sorting  data  
Data  in  rows  or  columns  can  be  sorted  either  alphabetically  or  numerically,  in  ascending  
or  descending  order.  To  sort  data,  select  all  cells  that  contain  the  data  to  be  sorted  (not  
just  the  column  or  the  row  data  has  to  be  ordered  by),  then  from  the  Data  tab,  Sort  &  

Header  Row  
Selector  

Column  drop  
down  list  

Filter  group  click  on  the  Sort  command,  see  Figure  4  below.
Figure  4:  Sort  &  Filter  group  in  the  Data  tab.   Figure  5:  Sort  dialogue  box.  
The  Sort  dialogue  box  will  be  displayed.  You  can  specify  whether  or  not  the  data  you  have  
selected  has  a  header  row  by  checking  the  option,     Figure   5   above.   Choose   a   column  
heading  to  sort  by  from  the  Sort  drop-­‐down  menu,  then  values  and  sort  order  from  the  
respective   drop-­‐down   menus.   When   you   are   happy   with   the   options   selected,   click   OK   to  
perform  the  sort.    

  Note:   When   performing   a   sort,   you   must   select   all   data   to   be   sorted,   e.g.   select  
numbers   and   formulae   as   well   as   labels   if   sorting   alphabetically   –   for   example   if   you   have  
student  information  in  various  columns,  but  wish  to  sort  by  Matric  No  you  need  to  ensure  
that   all   columns   are   highlighted,   not   just   Column   A.   This   way   the   correct   details   will  
remain  with  the  correct  student.  

 Note:  Remember  if  the  data  has  not  been  sorted  correctly,  you  can  use  the  Undo  
option  to  get  the  data  back  to  its  original  form  and  try  again.    

   Task  6  

Sort   the   data   alphabetically   by   Course   Code.   Re-­‐save   the   ICT   Student   Data  
spreadsheet.  
 
Filtering  Data  
When   working   in   Excel   you   can   choose   to   filter   data   to   create   a   data   subset   which  
displays   only   information   which   meets   criteria   specified   by   you.   The   data   in   the   other  
rows  will  be  hidden.  You  can  filter  by  text,  number,  date,  etc.  For  example  if  you  wished  
to   show   only   students   who   had   passed   the   ICT   Skills   module   you   could   filter   this  
information  into  a  subset.  After  data  has  been  filtered  it  can  be  copied,  edited,  charted  
etc.  There  are  two  main  tools  available  for  filtering  data  these  are,  the  Filter  Command  
and  the  Custom  AutoFilter.  
The  Filter  Command  
Select   a   cell   and   then   from   the   Data   tab   select   the   Filter   command   from   the   Sort   and  
Filter  group  (see  Figure  6  below).    

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 Excel  Advanced  

 
Figure  6:  The  Sort  &  Filter  group  and  the  Filter  command  

Filter  arrows    will  appear  at  the  top  of  the  columns.  Choose  which  column  you  wish  to  
filter   by   and   click   the   Filter   arrow   .   A   drop-­‐down   menu   will   appear   giving   all   of   the  
sorting  and  filtering  options  (see  Figure  7  below).  The  sorting  options  are  at  the  top  of  the  
drop-­‐down   menu   and   the   filtering   ones   are   at   the   bottom.   By   default   all   of   the   options   in  
the   filtering   section   will   be   selected,   that   is   they   will   have   a   tick   in   the   check   box.   To  
choose  your  own  filter  criteria,  remove  the  default  settings  by  clicking  on  the  Select  All  
check  box  at  the  top.  All  of  the  ticks  will  be  removed  from  the  check  boxes.  Then  choose  
the   criteria   you   wish   to   filter   by.   You   could,   for   example,   choose   to   display   only   those  
students  who  are  in  level  one.    

 Note:  You  can  also  filter  by  using  the  Sort  and  Filter  command  in  the  Editing  group  
of  the  Home  tab.  
 
Filter  Arrows  

Drop  Down  menu  with  

options  

Filtering  options  and  

the  Select  All  option  

 
Figure  7:  Filter  arrows  

   Task  7  

Filter   the   data   to   show   a   subset   containing   only   students   who   have   passed   the   ICT  
Skills  module.  Restore  it  again  to  see  all  students.  
 
Using  the  Custom  AutoFilter  
You   can   also   specify   or   customise   the   values   you   wish   to   filter   by.   To   do   this,   select   a   cell  
in   your   workbook,   then   from   the   Data   tab,   Sort   and   Filter   group   choose   the   Filter  
command.   The   Filter   arrows      will   appear   in   the   column   headings.   Choose   the   column  
heading   that   you   wish   to   filter   by   and   click   on   the   Filter   arrow.   The   drop-­‐down   menu   will  
be   displayed.   If   you   choose   a   column   that   contains   text   you   will   be   given   options   to  
custom  filter  by  text,  if  you  choose  a  column  that  contains  numbers  or  dates  you  will  be  
given   other   specific   options.   In   the   drop-­‐down   menu   you   will   see   Text/Number   or   Date  
filter  options  with  right  facing  arrows  .  Rest  the  mouse  on  these  arrows  and  a  sub-­‐menu  
appears   with   further   options   for   setting   the   options   of   your   filter.   If   one   of   the   options   in  
this  menu  is  the  criteria  you  are  looking  for  then  click  on  it.  For  example,  you  may  choose  

GSBS   Page  11  

 Excel  Advanced  
to  filter  by  a  number  higher  or  lower  than  one  of  the  entries.  If  none  of  them  are  suitable  
choose  the  Custom  Filter  option  at  the  bottom  to  customise  the  filter.    
The  Custom  AutoFilter  dialogue  box  will  open  with  options  to  customise  your  filter,  see  
Figure   8   below.   The   title   of   the   field   you   have   chosen   will   be   showing   with   fields   to  
customise   the   filter.   From   the   drop-­‐down   menus   you   can   choose   criteria   and   values   from  
the  table  or  enter  your  own  values.    

 
Figure  8:  The  Custom  AutoFilter  dialogue  box.  

  Note:   You   can   customise   your   filters   by   using   the   comparison   operators   outlined  
below:  
Comparison  Operators  

Operator   Meaning  
=   Equals  to  
<   Less  than  
>   Greater  than  
<=   Less  than  or  equals  to  
>=   Greater  than  or  equals  to  
<>   Exactly  equal  to  
AND   Both  values  must  be  true  
OR   Either  value  can  be  true  
Wildcard  Operators   Use  
?   Any  single  character  eg  t?n  returns  tin;  ten;  ton  
*   Any  number  of  characters  eg*  
~   Use  before  the  another  wildcard  character  to  find  the  actual  character  
in  the  data  

Page  12                                                                                                                                                                                      GSBS  

 Excel  Advanced  
 

 Task  8  

Remove  any  filters  already  present.    

Filter   the   data   to   show   only   students   who   have   passed   the   ICT   Skills   module   with   a  
mark  between  34  and  40.  Remove  the  filters.  
 
Parsing  Data  
Parsing  Data  is  basically  separating  it  to  put  each  part  in  a  separate  column.  Parsing  data  
can   split   the   data   in   one   column   of   an   Excel   spreadsheet   and   assign   each   word   to   a  
separate   column.   For   example,   if   you   copy   address   data   from   Word   into   Excel   and   the  
address   is   all   in   one   column,   you   can   parse   the   data   and   split   it   into   smaller   parts.   This  
would   enable   you   to   have   the   street   name   in   one   column,   the   town,   the   postcode   and   so  
on  in  others.  Parsing  data  in  this  way  allows  you  to  split  the  data  into  more  meaningful  
parts   for   analysis.   For   example,   you   may   wish   to   know   how   many   students   have   come  
from  a  specific  post  code  area.    
To   parse   data   open   your   spreadsheet   if   it   is   not   already   open.   Create   a   new   column(s)  
that  will  contain  the  data  after  it  is  parsed.  Highlight  the  column  which  contains  the  data  
to   be   parsed.   Click   on   the   Data   tab   and   from   the   Data   Tools   group   choose   the   Text   to  
Columns  command,  Figure  9.    

 
Figure  9:  Data  Tools  group  with  Text  to  Columns  command  

The  Convert  Text  to  Columns  Wizard  –  Step  1  of  3  will  open.    

 
Figure  10:  The  Text  to  Columns  Wizard  dialogue  box  

Step   1:   The   Wizard   will   tell   you   if   it   has   identified   a   delimiter   for   the   data.   A   delimiter   is   a  
data  separator.  Common  delimiters  are  *  (a  star);  ,  (a  comma);  ;  (a  semi-­‐colon);  :  (colon)  
etc.  You  will  be  given  a  preview  of  your  data,  click  on  Next.    
Step   2:   You   will   then   identify   the   delimiter,   by   checking   the   appropriate   box   (that   is   put   a  
tick   √   in   it).   The   Data   Preview   section   will   show   you   where   the   separation   will   take   place.  
Click  Next.  

GSBS   Page  13  

    Task  9  

Make   sure   the   data   is   not   filtered.   Parse   the   Name   data   in   the   spreadsheet   to   ensure  
Excel  Advanced  
that  First  Name  and  Surname  are  in  two  separate  columns.    
Step  
Name  the  new   3:   You  
column   can  
First   Nthen  
ame,  set   the   Data  
rename   format  nfor  
the  column   ext  your  
to  it  Sinformation.  
urname   Choose   the   appropriate  
data  type.  
Step   4:   Click   Finish.   Your   data   will   be   entered   in   the   current   and   the   new   column(s)  
created  for  it.  If  you  have  not  created  enough  columns  to  fit  the  data  a  warning  dialogue  
box   will   be   displayed   stating   “Do   you   want   to   replace   the   contents   of   the   destination  
cells?”.  

  Note:   If   you   click   OK   and   there   are   not   enough   columns   the   data   in   the  
corresponding  cells  will  be  overwritten.  

Page  14                                                                                                                                                                                      GSBS  

 Excel  Advanced  

Functions  and  Formula  

The   real   power   of   Excel   is   in   being   able   to   enter   formulae   to   perform   calculations   on  
numeric  data.  A  formula  is  a  mathematical  equation  used  to  calculate  a  value  and  Excel  
has  integrated  functions  which  automate  formulae  creation.  For  example  you  could  enter  
a   formula   to   add   cell   contents   in   the   following   format   =A1+A2+A3   or   you   can   use   the  
integrated   SUM   function   which   will   insert   the   formula   =SUM(A1:A3).   There   is   an  
extensive  list  of  formulae  functions  within  the  Formulas  tab,  Figure  11.    

 
Figure  11:  The  Formulas  tab,  Function  Library  group  

In  order  to  use  Excel  you  should  have  a  basic  knowledge  of  how  formulae  are  written,  this  
will  help  you  to  avoid  problems  when  using  formula.    
Formulae  always  start  with  an  ‘=’  sign.  This  is  to  distinguish  a  formula  from  ordinary  text.  
Some  examples  of  formulae  are:  
=  D2+C2  (addition)    =B3*B4  (multiplication)   =B4/A3  (division)  
=C6-­‐D10  (subtraction)  =B9*10%  (10%  of  cell  B9)  =(B3*B4)/D10    

  Note:   If   there   is   more   than   one   mathematical   operator   present,   operator  

precedent   rules   will   apply.   When   a   formula   is   entered,   the   result   of   the   calculation   is  
displayed  in  the  cell.  The  actual  formula  can  be  seen  in  the  Formula  Bar  at  the  top  of  the  
spreadsheet.  
Cell  Referencing  
As   a   rule,   cell   references   should   be   used   when   entering   formulae   so   that   if   you   change  
the  contents  of  a  cell,  the  result  of  the  formula  will  automatically  change.  A  cell  reference  
is  the  location  of  a  cell  or  group  of  cells  in  a  spreadsheet  and  consists  of  the  column  letter  
and  row  number  for  example  A1,  (Column  A;  Row  1).  The  column  letter  is  always  listed  
first.  Cell  references  identify  individual  cells,  or  cell  ranges  in  a  worksheet.  When  entering  
a  cell  reference  you  can  either  type  the  cell  reference  in,  or  you  can  click  on  the  cell,  (this  
reduces  the  possibility  of  errors).  There  are  three  main  types  of  cell  reference:  
1. Relative   cell   referencing   –   By   default   cell   references   are   relative.   This   means   that  
when  a  formula  that  contains  relative  referencing  is  copied,  the  pasted  formula  will  
have  a  cell  reference  that  will  change  from  row  to  row  (or  column  to  column).  
2. Absolute   cell   referencing   –   An   absolute   cell   reference   is   fixed.   Absolute   references  
do  not  change  they  always  refer  to  the  same  cell  even  if  you  copy  a  formula  from  one  
cell  to  another.  Absolute  references  have  $  signs,  e.g.  $D$9.  When  this  is  copied  from  
row   to   row   the   absolute   cell   reference   will   remain   the   same.   You   would   use   this   if  
you   have   a   value   from   a   cell   which   does   not   change.   By   default   cell   references   are  
relative  if  you  wish  to  change  them  to  absolute  you  will  have  to  add  the  $  sign.  
3. Mixed  cell  referencing  -­‐  A  mixed  cell  reference  has  either  an  absolute  column  and  a  
relative   row,   or   an   absolute   row   and   a   relative   column.   $A1   is   an   example   of   a   mixed  
reference  where  the  column  will  not  change  but  the  row  number  will.    

GSBS   Page  15  

 The   data   range   will   be   entered   or  
displayed  in  this  field.  
Excel  Advanced  
Sum  Function/Formula  
The  SUM  formula  as  mentioned  earlier  can  be  used  to  add  the  content  of  cells  in  either  
columns   or   rows.   To   use   the   SUM   formula,   move   the   cursor   to   the   cell   which   will   contain  
the   result   of   the   addition   then   type   in   the   formula,   for   example   =A1+B1+C1.   This   formula  
would   add   together   the   contents   of   cell   A1,   B1   and   C1   and   return   the   answer   in   the  
designated  cell.  To  use  the  SUM  function  within  Excel,  choose  the  cell  which  will  contain  
the  results  of  the  addition  and  click  on  the  AutoSum  command    from  the  Formulas  tab,  
Function   Library   group,   see   Figure   11.   Excel   will   suggest   which   cells   have   to   be   added  
together   by   showing   the   selection   in   a   broken   line   and   entering   the   formula   in   the   cell.   If  
the   suggestion   is   correct   press   ENTER      .   If   not,   type   in   the   correct   range   of   cells  
separated  by  a  colon,  e.g.  A5:A10  or  B10:F10,  or  highlight  the  range  using  the  mouse.  The  
SUM  function  will  be  displayed  as  =SUM(A5:A10).  
Average  Function/Formula  
When   working   with   data   you   may   also   wish   to   find   out   the   average   number   in   a   data   set.  
For  example  it  may  be  useful  to  find  out  the  average  mark  scored  by  students  who  have  
undertaken  the  ICT  Skills  module.  To  do  this  you  can  either  type  the  formula  in  the  cell  
you   wish   to   contain   the   answer,   or   you   can   use   the   AVERAGE   function.   To   do   this,   click   in  
the   cell   where   you   want   the   answer   to   be   displayed.   Then   click   on   the   Formulas   tab,  
Function   Library   group,   More   Functions   command   .   A   drop-­‐down   menu   will   appear  
offering  options.  Average  is  a  statistical  calculation,  therefore  choose  Statistical  from  the  
options  and  a  further  drop-­‐down  menu  will  appear  with  the  statistical  options  showing,  
Figure  12.  Click  on  Average.    

 
Figure  12:  The  More  Functions  command  and  sub-­‐menus  

The  Function  Arguments  dialogue  box  will  appear,  Excel  may  enter  a  data  range  and  if  it  
is  correct,  click  OK,  if  not  enter  the  correct  data  range  and  then  click  OK.  The  result  will  be  
displayed  in  the  chosen  cell.

 
 Figure  13:  The  Function  Arguments  dialogue  box  

Page  16                                                                                                                                                                                      GSBS  

=IF(B2<32,”Fail”,”Pass”)
   Task  10    

Use  the  Average  function  to  calculate  the  Average  mark  of  students  on  the  ICT  Skills  
logical_test   value_if_true   value_if_false   Excel  Advanced  
module.  Enter  the  results  in  cell  B32  and  the  label  Average  Mark  in  B31.  

 
Conditional  (Logical)  Function/Formula  
These  are  formula  which  use  the  IF;  AND;  OR;  NOT  operators  to  test  whether  a  condition  
is  true  or  false.    
• IF:  returns  one  value  if  the  condition  is  true  and  another  if  it  is  false  
• AND:  If  all  of  the  conditions  are  true  then  TRUE  will  be  returned.  If  one  or  more  of  
the  conditions  are  false  then  FALSE  will  be  returned.  
• OR:  If  any  of  the  conditions  are  true  then  TRUE  will  be  returned.  
• NOT:   If   the   condition   is   true   NOT   returns   FALSE;   If   the   condition   is   false   NOT  
returns  TRUE.  
Once  the  true  or  false  condition  is  determined  a  corresponding  value  will  be  returned.  For  
example   if   you   wanted   to   check   if   a   student   had   scored   enough   to   pass   a   module   you  
could  use  a  conditional  formula  to  compare  the  value  in  the  cell  with  the  pass  mark.  If  the  
mark   is   equal   to   or   above   the   pass   mark   then   you   could   display   the   value   you   wish   to  
return  for  that  (PASS),  if  it  is  false  you  could  display  another  value  (FAIL).  
You  can  structure  a  conditional  formula  in  a  number  of  ways  by  using  the  operators  listed  
above.  One  of  the  most  common  conditional  formulae  is  the  IF  formula.  
IF    
The   IF   formula   is   used   within   Excel   to   test   whether   the   contents   of   a   cell   meet   certain  
criteria   specified   by   you,   and   then   return   a   value   on   that   basis.   This   formula   has   three  
main  parts:  
1. LOGICAL_  TEST:  This  is  what  the  formula  is  using  to  decide  which  value  to  return  
2. VALUE_  IF_  TRUE:  This  value  will  be  returned  if  the  condition  is  met  (is  TRUE)  
3. VALUE_  IF_  FALSE:  This  value  will  be  returned  if  the  condition  is  not  met  (is  FALSE)  
An  IF  formula  therefore  would  consist  of  the  following:  

=IF(logical_test,  value_if_true,  value_if_false)  

For   example,   a   pass   for   students   undertaking   the   ICT   Skills   assessment   is   32.    
A  conditional  formula  displaying  Pass  and  Fail  text  in  our  spreadsheet  would  look  like:  

 
You   could   also   have   more   complex   IF   formula,   for   example   if   students   undertaking   an  
assessment  were  graded  according  to  their  mark,  perhaps  over  80  would  be  an  A,  over  65  
a  B,  over  50  a  C  and  below  50  a  Fail.  This  would  be  written  like  this:  

GSBS   Page  17  

=COUNTIF(K2:K7,”Fail”)
   Task  11    

In  cell  K1  type  the  word  Grade,  and  then  in  cell  K2  construct  an  IF  formula  that  will  
Data  Range   Criteria   Excel  Advanced  
grade   the   ICT   Skills   assessment   marks   returning   A   for   38   and   above,   B   for   34   and  
above,  C  for  3=IF(B2>=80,”A”,if(B2>=65,”B”,if(B2>=50,”C”,”FAIL”)))  
2  or  above  and  Fail  for  anything  else.      
Once  the  result  is  displayed  in  cell  K2,  copy  the  formula  down  the  column  to  return  all  
To   enter   an   IF   formula,   click   on   the   cell   you   would   like   the   results   of   the   IF   formula   to  
grades.  
appear.  Then  type  the  formula,  you  will  notice  as  you  type  the  =if,  that  the  functionality  
within   Excel   will   try   and   predict   the   formula   you   are   using   and   offer   you   the   option   of  
using   the   functions   within   Excel.   A   description   of   the   different   options   will   appear   in   a  
blue   band   across   the   screen.   You   can   choose   to   use   the   options   suggested   or   just  
continue  typing  in  at  this  point.  

 
COUNTIF  
The   COUNTIF   formula   is   used   within   Excel   to   count   cells   within   a   data   range   which   meets  
set  criteria  using  conditional  logic.  For  example  we  may  wish  to  know  how  many  students  
have  failed  the  ICT  Skills  assessment.  A  COUNTIF  formula  has  two  main  parts.  
1. RANGE:  the  data  range  of  the  cells  you  wish  to  count,  for  example  A1:K7    
2. CRITERIA:  for  example  ,”Fail”  –  this  will  count  all  cells  which  have  the  value  “Fail”  
in  them  
A  COUNTIF  formula  would  consist  of  the  following:  

=COUNTIF(Range,  Criteria)  
 A  formula  used  to  count  the  number  of  students  who  failed  could  then  be  shown  as:  

 
Wildcard  characters  can  also  be  used,  two  of  the  most  common  wildcard  characters  are:  
?  –  this  will  return  any  single  character    
*  -­‐  this  will  return  a  sequence  of  characters.  
To  use  COUNTIF,  place  the  cursor  in  the  cell  in  which  you  wish  the  results  to  show  and  
type   in   the   formula.   Alternately   click   on   the   Formulas   tab,   Function   Library   group   and  
More   Functions   command.   A   drop-­‐down   menu   with   options   will   appear.   COUNTIF   is   a  
statistical  function  so  click  on  this  option.  A  further  drop-­‐down  menu  appears,  choose  the  
COUNTIF  function,  Figure  14.    

Page  18                                                                                                                                                                                      GSBS  

    Task  12  

In  cell  B33  on  the  spreadsheet  create  a  COUNTIF  formula  which  will  count  the  number  
Excel  Advanced  
of   students   from   the   BAAC   course   code   who   have   undertaken   the   ICT   Skills  
Assessment.  Label  it  BAAC  student  count  in  cell  A33.  

 
Figure  14:  More  Functions  Command,  with  drop-­‐down  menus  
The  Function  Arguments  dialogue  box  will  appear  as  shown  in  Figure  15  below.    

 
Figure  15:  The  Function  Arguments  dialogue  box.    

Enter  the  data  range  in  the  Range  field,  this  will  be  in  the  format  A1:B7  and  the  criteria  of  
the  cells  you  wish  to  count  in  the  Criteria  field.  This  can  be  a  number,  a  range  of  numbers  
or   letter(s)   or   wildcard   characters.   Then   click   on   OK.   The   count   should   now   appear   in   the  
cell  selected  by  you.    

 
LOOK  UP  Function  
You   can   use   Excel   to   “look   up”   and   then   return   a   value   in   a   list   or   in   a   table.   After   the  
value   has   been   looked   up   it   can   be   used   for   calculations.   This   can   be   useful   to   ensure   the  
accuracy  and  validity  of  information  and  eliminate  data  entry  errors.  There  are  different  
ways   of   looking   up   values   in   a   list   and   displaying   the   results.   The   two   most   popular  
functions  are,  the  VLOOKUP  where  the  V  stands  for  vertical  and  HLOOKUP  where  the  H  
stands   for   horizontal.   Both   work   in   much   the   same   way   therefore   just   the   VLOOKUP  
function  will  be  described.  

GSBS   Page  19  

 Excel  Advanced  
Vertical  LOOKUP  (VLOOKUP)    
The  VLOOKUP  formula,  searches  the  values  in  the  vertical  columns  of  a  list  or  table  for  a  
specified   value,   column   by   column   from   the   left   side.   This   data   is   then   copied   and   can   be  
returned   elsewhere   in   the   worksheet/book.   There   are   four   basic   arguments   in   this  
function:  
=VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup])  
1. LOOK  UP  VALUE:  Identifies  the  value  to  be  looked  up,  this  could  be  a  number,  a  
string   of   text   or   an   actual   cell   reference.   In   the   lookup_value   section   enter   the  
value   that   you   wish   to   look   up.   You   can   do   this   by   either   clicking   on   the   cell   which  
contains  the  value,  or  typing  the  value  in.  
2. THE   TABLE   ARRAY:   The   cell   range   containing   the   data.   This   is   normally   in   the  
format  A1:D10,  it  is  recommended  that  when  you  use  a  cell  range  that  you  make  
the   cell   references   absolute   by   inserting   the   $   sign   in   front   of   them   (see   the  
description  on  p  15).  
3. THE   COL_INDEX_NUM:   An   index   number   to   identify   the   column   (or   the   row   in  
case  of  HLOOKUP)  from  which  the  value  will  come.  This  is  the  column  within  the  
table  which  contains  the  data  you  are  looking  for.  
4. THE   RANGE   LOOKUP:   This   is   a   non   compulsory   option.   A   range   lookup   specifies  
whether  there  is  an  exact  match  or  an  approximate  match  for  the  search.  If  you  
wish   an   EXACT   match   you   must   put   FALSE   in   this   section.   If   you   wish   an  
APPROXIMATE   match   to   be   found   (the   largest   value   that   is   less   than   the  
lookup_value)  then  TRUE  should  be  entered.  
To  look  up  a  value  you  must  firstly  click  in  the  destination  cell.  That  is  the  cell  in  which  you  
wish   the   result   of   your   lookup   to   be   displayed.   Then   from   the   Formula   tab   choose   the  
Lookup  and  Reference  command.  When  you  click  on  this  a  drop-­‐down  list  displaying  the  
various  functions  will  show.  Choose  the  VLOOKUP  option,  Figure  16.    

 
Figure  16:  the  Lookup  and  Reference  command  and  drop-­‐down  menu  
The   Function   Arguments   dialogue   box   will   be   displayed,   Figure   17.   Enter   the   function  
arguments  as  required.  Then  click  on  OK.  

Page  20                                                                                                                                                                                      GSBS  

    Task  13  

Type   the   labels,   Enter   a   Matric   No   in   cell   A34   (the   matriculation   number   would   be  
Excel  Advanced  
entered  in  B34,  and  Phone  No  in  A35  (the  phone  number  would  be  displayed  in  B35.  
Using  a  VLOOKUP  formula  or  function,  search  the  workbook  by  matriculation  number  
to  return  the  phone  number  for  students.  

 
Figure  17:  Function  Arguments  dialogue  box  

For  example,  from  the  table  we  have  currently  created  you  could  use  a  VLOOKUP  function  
and  look  up  the  Matric  no  of  a  student  from  the  table  and  return  their  course  code.  To  do  
this  you  would:  
1. Open  your  workbook  if  it  is  not  already  open.  
2. Type  the  label(s)  for  your  lookup.  In  this  case  it  would  be:  
a. Enter  a  Matric  no  (cell  A9)  
b. Course  Code  (cell  A10)  
3. Use   the   VLOOKUP   function   in   the   destination   cell   (B10)   and   enter   all   of   the  
arguments.  Press  Enter  or  click  OK  
The  formula  you  would  enter  in  cell  B10  would  be:  

=VLOOKUP(B9,A1:K7,4,FALSE)  
Or  the  arguments  you  would  enter  in  the  Function  Arguments  dialogue  box  would  be:  
• Lookup_  value:  B9  (Excel  will  go  to  cell  B9  for  the  value  entered  there)  
• Table_array:  A1:K7,  (the  cell  range  of  the  table)  
• Col_index_num:   4   (the   column   number   which   contains   the   data   you   would   like  
returned)  
• Range_lookup:   False   (an   exact   match   for   your   lookup   value   must   be   found.   For  
this   particular   example   we   would   require   an   exact   match,   for   many   others   an  
approximate  would  be  required)    

  Note:   You   will   receive   #N/A   answer   in   your   cell   until   you   enter   a   matriculation  
number  in  cell  B9.  

GSBS   Page  21  

 Excel  Advanced  
Subtotal  
command  
VLOOKUP  Errors  
If  you  find  once  you  have  entered  your  formula  that  you  have  an  error  indication  in  your  
returns   (#N/A)   check   the   validity   of   the   data   you   have   entered.   Common   reasons   for  
error  messages  are:  
Exact   and   approximate   values.   If   you   specify   that   you   wish   the   function   to   return   an  
exact  value  and  that  exact  value  does  not  exist  this  may  then  lead  to  an  error.    
Missing   Data:   If   you   use   a   value   that   does   not   exist   then   you   will   be   given   an   error  
message.   When   the   formula   searched   the   table   for   the   value   it   was   missing,   an   error  
message  was  then  generated.  
Unsorted   Data:   When   you   use   a   VLOOKUP   function   the   value   will   be   looked   up   from   a  
sorted  list,  if  the  list  is  not  sorted  this  may  cause  an  error  message  to  be  generated.  
Custom/worksheet   function   used   that   is   not   available:   If   you   have   created   the   lookup  
formula   using   a   customised   function   it   may   not   be   available   on   all   versions   of   the  
application.   If   you   then   use   another   computer   which   does   not   have   the   updated  
functionality  you  may  not  be  able  to  access  it.  
SUBTOTALS    
The  subtotal  function  enables  you  to  calculate  Subtotals  and  Grand  totals  for  data  in  your  
spreadsheet.  The  subtotals  you  create  will  summarise  your  data  by  for  example  average  
or   sum   of   the   data   range.   A   full   list   of   summary   subtotal   functions   is   listed   in   the   table  
below.    

 Note:  If  you  filter  data  that  contains  subtotals  they  may  appear  hidden.  
Function   Use  
AVERAGE   Calculates  the  arithmetic  mean  of  a  group.  
COUNT   Counts  the  number  of  entries  in  a  group.  
MAX   Returns  the  maximum  value  in  a  group.  
MIN   Returns  the  minimum  value  in  a  group.  
PRODUCT   Multiplies  values  in  a  group.  
STDDEV   Estimates  standard  deviation  of  the  samples  of  a  group.  
STDDEVP   Calculates  standard  deviation  of  a  group.  
SUM   Calculated  the  sum  of  the  values  in  a  group.  
VAR   Estimates  the  variance  of  the  samples  of  a  group.  
VARP   Calculates  the  variance  of  a  group.  
To  add  subtotals  click  on  a  cell  within  the  spreadsheet.  Then  from  the  Data  tab,  Outline  
group  click  on  the  Subtotal  command,  Figure  18.    
 
 
 
Figure  18:  The  Outline  group  within  the  Data  tab  

The  subtotal  dialogue  box  will  be  displayed,  Figure  19,  with  subtotal  options.    

Page  22                                                                                                                                                                                      GSBS  

      Task  14  

Create   subtotals   for   students   who   have   passed   the   ICT   Skills   module.   Display   the  
Excel  Advanced  
average  mark  by  Course  Code.  
Save  and  close  the  spreadsheet.  

   
Figure  19:  The  Subtotal  dialogue  box.  

Depending   on   your   subtotal   criteria   choose   where   your   subtotals   will   be   inserted   from  
the  At  each  change  in:  drop  down  menu.  This  will  be  one  of  the  column  headings.  Next  
choose  which  summary  function  you  would  like  from  the  Use  function:  drop  down  menu.  
A  full  list  of  the  functions  and  there  use  is  shown  in  the  table  on  the  previous  page.      Then  
choose  the  column  you  would  like  to  add  the  subtotal  to  from  the  Add  the  subtotal  to:  
list  by  checking  the  box  next  to  the  column  name.    
You   also   have   the   option   to   choose   to   replace   current   subtotals,   insert   page   breaks  
between   subtotals   and   to   include   a   summary   below   the   data.   If   you   do   not   tick   the  
Summary   below   data   option   check   box,   you   will   not   see   a   grand   total   in   your  
spreadsheet.  
Once  you  have  chosen  all  options  click  on  the  OK  button.  

 
   

GSBS   Page  23  

 Excel  Advanced  
Charts  and  Graphs    
A   chart   is   a   visual   depiction   of   information.   Excel   contains   an   easy-­‐to-­‐use   function   to  
create   graphs   and   charts   which   allows   you   to   display   information   contained   within   a  
spreadsheet  as  a  chart  or  graph.  Displaying  raw  Excel  data  in  a  well  constructed  chart  can  
make   the   data   more   understandable,   meaningful   and   can   be   useful   for   summarising   data  
and  spotting  trends.    
Chart  Types  and  Uses  
There   are   many   different   types   of   charts   and   graphs   including   line   graphs,   pie   charts,  
column  charts  and  scatter  charts,  and  it  is  vitally  important  that  the  correct  chart  type  is  
chosen.    

 Note:  Choosing  the  wrong  chart  type  can  lead  to  the  data  being  misinterpreted.  
Column/Bar  Charts  
These   are   probably   the   most   common   chart   types   and   are   used   for  
comparing   data.   A   column   chart   displays   vertical   columns,   where   each  
column  represents  one  of  the  values/categories  being  compared.  A  sub  
type   of   the   column   chart   is   the   stacked   column   chart   and   the   main  
difference   is   that   a   stacked   column   chart   shows   the   amount   each  
category  contributes  to  the  total,  as  in  the  diagram.  The  bar  chart  is  the  
same  but  instead  of  vertical  columns  it  shows  horizontal  bars.  
Line  Charts    
Line  charts  are  most  commonly  used  to  display  trends  in  data,  and  show  
continuous   data   over   a   set   time   period.   This   chart   displays   each  
value/category  as  a  point,  the  points  are  connected  by  lines.    
 
 
Pie  Charts  
Pie   charts   are   often   used   to   show   values/categories   as   a   percentage   of  
the   total.   A   pie   chart   is   displayed   as   a   circle   which   is   broken   into  
segments,   the   size   of   each   segment   is   determined   by   it’s   percentage   of  
the  total.  You  can  determine  the  most  important  “value”  within  a  data  set  
using  a  pie  chart.  
XY  Scatter  Charts  
XY   scatter   charts   can   be   used   to   plot   workbook   data   showing  
relationships/comparisons   between   the   data   values.   An   XY   scatter   chart  
can   be   used   to   display   comparisons   or   relationships   between   two   data  
values.    
 
   

Page  24                                                                                                                                                                                      GSBS  

 Excel  Advanced  
Creating  a  Chart  
A   chart   can   be   created   in   the   worksheet   you   are   working   on   or   in   a   separate   sheet   of   the  
workbook.  Constructing  a  chart  or  graph  involves  the  following  steps:  
1. Choose   the   data   range   (data   to   be   charted).   To   select   the   data   range,   use   the  
mouse   to   highlight   all   of   the   data   you   want   to   appear   on   the   chart.   If   you   want   to  
select  two  non-­‐adjacent  rows  or  columns,  hold  down  the  CTRL  key  when  selecting  
the  data.  
Choose  the  type  of  chart/graph  required.  To  do  this,  click  the  Insert  tab,  and  on  the  chart  type  command  
from  the  Chart  group,  see    
 

2. Figure  20.    
 
 
 
 
Figure  20:  The  Charts  group  of  the  Insert  tab  

3. When   a   chart   type   command   is   chosen   a   drop-­‐down   menu   for   that   chart   type   will  
be   shown   displaying   all   of   the   different   types   within   that   command,   see   Figure   21  
below.  Rest  the  mouse  on  any  option  for  a  description  of  the  chart  type.  Click  on  
the  chart  type  you  wish  to  use.  

Figure  21:  Column  chart  types  

4. The   chart   will   be   displayed   in   the   worksheet   currently   displayed   (see   Figure   22).   If  
you  would  like  the  chart  to  show  in  another  existing  workbook  or  a  separate  sheet  
click  on  the  Move  Chart  command    in  the  Chart  Tools  -­‐  Design  tab.  

GSBS   Page  25  

 Chart  Tools  tabs  
   Task  15   Move  Chart  command  
Open  Excel  and  enter  the  following:  
Excel  Advanced  
Data  charted,  non-­‐adjacent  
in  this  example  
Course  Code   Student  Nos   Pass   Fail  
Chart  
BAAC   445   385   60  
Legend  
BSOO   358   300   58  
Axes:  Y  and  X  
BARM   650   548   102  
BSIS   259   200   59  
MSIS   300   217   83  
Create   a   column   chart   showing   the   Pass   and   Fail   rate   for   each   programme.   Add  
appropriate  titles  and  labels.  Save  as  Charts.xlsx  

 
Figure  22:  Chart  contained  within  Spreadsheet  

5. Add   labels   to   the   chart   by   changing   the   layout   of   the   chart   (more   detailed  
explanation  is  given  later  on  p.30).  To  do  this  click  on  the  chart  and  then  go  to  the  
Chart  Tools  -­‐  Design  tab.  Click  on  the  more  button    in  the  Chart  Layouts  group  
to  see  all  chart  layouts.  Click  on  the  Layout  you  want  (make  sure  it  has  Chart  and  
Axis  Titles).  Excel  will  now  change  the  layout  of  the  chart  and  will  put  the  default  
titles.  
6. Click  on  the  default  Chart  Title  and  type  an  appropriate  title  for  you  chart  in  the  
Formula  Bar.  Do  the  same  for  the  Axis  Titles.    

 
Moving  and  Resizing  a  Chart  
When  your  chart  is  created  and  inserted  into  the  current  worksheet  sometimes  it  covers  
the  data.  If  this  happens  you  can  move  the  chart  to  an  empty  area  on  the  worksheet.  To  
do  this,  move  the  cursor  to  the  chart,  when  the  cursor  changes  to  a  four  headed  arrow,  
click  on  any  white  area  within  the  chart  and  hold  and  drag  the  chart  to  the  new  location.    

Page  26                                                                                                                                                                                      GSBS  

    Task  18
6  
7
Use  the  
Move  
Resize  
the  
the  
Autosum  
column  
chart   to  
chart  
function  
ensure  
to  below  
all  
to  of  
total  
the  
the  
d
all  
ata  
data  
Passes  
in  is  
the  
showing.  
and  
spreadsheet.  
all  Fails  
Increase  
∑
Excel   Ain   the  sthe  
dvanced  preadsheet.  
font   size     of   the  
Legends  
Create  a  apnd  
ie  crhart  
esize  sthowing  
he  box  aif  ll  npeeded  
asses  tao   ensure  
nd   the  
all  fails.   MLove  
egends  
the  achart  
re  showing.  
to  a  new  worksheet  
in  your  workbook.    

 
Sometimes  when  a  chart  is  inserted  into  a  worksheet  not  all  of  the  data  can  be  seen.  If  
this  happens  the  chart  can  be  resized.  The  sizing  handles  of  the  chart  can  be  found  at  the  
borders  of  the  chart  and  are  shown  with  dots.  To  resize  the  chart,  move  the  mouse  to  the  
edges.  When  you  do  this  the  cursor  will  change  to  a  double  headed  arrow.  Click,  hold  and  
drag  the  chart  frame  resizing  handles  to  the  size  required.  
The   elements   of   the   chart   can   also   be   resized.   Click   any   of   the   elements   i.e.   the   title   box,  
the  legend  box  or  the  chart  itself  and  drag  to  the  required  size.  

Sometimes   it   is   easier   to   operate   with   the   chart   if   it   is   in   a   separate   sheet   in   your  

workbook.   You   can   move   your   chart   to   a   new   sheet   by   clicking   on   the   Move   Chart  
command   in   the   Chart   Tools   –   Design   tab,   Location   group.   Use   the   same   command   to  
move  it  back  from  a  separate  sheet  to  the  sheet  where  the  data  is  taken  from.  When  you  
click   on   the   Move   Chart   command   a   dialogue   box   will   be   displayed   Figure   23.   Choose   the  
appropriate  option  and  click  OK  to  move  the  chart  to  the  location  specified.  

 
Figure  23:  Move  Chart  dialogue  box  

Inserting/Modifying  a  Chart  Title  

Once  you  have  created  your  chart  you  may  wish  to  insert  or  change  the  title.  To  do  this,  
ensure  the  chart  is  selected  and  then  from  Chart  Tools  –  Layout  tab,  Labels  group  choose  
the   Chart   Title   command.   A   drop-­‐down   menu   will   appear   with   different   title   options.   If  
you   do   not   have   a   chart   title   you   can   choose   where   you   would   like   your   chart   to   show   on  
your  chart.  The  Chart  Title  area  will  then  appear  on  your  chart  as  in  Figure  24  below.  Click  
on  it  and  type  the  chart  title  in  the  formula  bar  or  double  click  on  the  chart  title  text  box  
in  the  chart  and  type  inside.  

GSBS   Page  27  

  Task  19  
Enter  the  title  Student  Pass/Fail  Chart  in  your  pie  chart.  
Excel  Advanced  

 
Figure  24:  Chart  title    

 
Formatting  a  Series  Title  and  Axis  Labels  
Click  on  an  empty  area  of  the  chart  window  and  then  right  mouse  click.  A  pop-­‐up  menu  
will  appear.  Choose  the  Select  Data  option  from  the  menu.  Alternatively  you  can  click  the  
Select  Data  command  from  the  Data  group  in  the  Chart  Tools  -­‐  Design  tab  (see    
Figure  25  below).    

 
Figure  25:  Pop-­‐up  menu  and  Select  Data  command  
The  Select  Data  Source  dialogue  box  will  be  displayed,  Figure  26.    

 
Figure  26:  The  Select  Data  Source  dialogue  box    

To  modify  the  Series  names  click  on  the  Series  name  in  the  Legend  Entries  (Series)  section  
of  the  dialogue  box.  Then  click  on  the  Edit  button  in  that  section.    
The   Edit   Series   dialogue   box   will   then   appear   (see   Figure   27).   In   the   Series   name:   field  
type  the  name  you  wish  for  your  Series  and  click  OK  and  the  chart  will  then  appear  with  
the  Series  name  changed.  

Page  28                                                                                                                                                                                      GSBS  

    Task  20  

Using  the  Select  Data  Source  and  modify  the  Axis  Labels  of  your  pie  chart  as  described  
Excel  Advanced  
above  to  show  Pass  and  Fail  labels.  

 
Figure  27:  Edit  Series  dialogue  box  

To  modify  the  chart  axis  labels  click  on  the  Edit  button  in  the  Horizontal  (Category)  Axis  
Labels  section  of  the  Select  Data  Source  dialogue  box.  The  Axis  Labels  dialogue  box  will  
open   (see   Figure   28).   You   can   now   select   from   your   worksheet   the   labels   (all   of   them)  
that  you  want  displayed.  Click  OK  when  you  have  finished  and  then  OK  to  close  the  Select  
Data  Source  dialogue  box.  The  chart  will  now  show  the  data  with  the  labels  that  you  have  
selected.  

 
Figure  28:  Axis  Labels  dialogue  box  

 
Modifying  Charts    
The  functionality  within  Excel  allows  you  to  customise  the  appearance  of  the  chart,  and  to  
ensure  the  display  is  appealing  and  appropriate  to  the  audience  it  is  aimed  at.  
If   you   have   created   a   chart   and   then   feel   that   you   have   chosen   the   wrong   chart   type   you  
can  change  it.  To  do  this,  ensure  your  chart  is  selected  by  clicking  on  it.  The  Chart  Tools  
contextual   tabs   will   appear,   i.e.   Design,   Layout   and   Format.   Click   on   the   Chart   Tools   -­‐  
Design  tab,  Type  group  and  Change  Chart  Type  command  (see  Figure  29  below).  

 
Figure  29:  Chart  Type  commands  

The  Change  Chart  Type  dialogue  box  will  appear  with  all  of  the  chart  options  (see  Figure  
30  below).  Click  on  the  chart  type  you  would  like  and  click  OK.  

GSBS   Page  29  

    Task  22
1  
Change  the  pie  chart  layout  to  one  of  the  others  listed.  See  how  your  chart  changes.  
Change   the   pie   chart   to   one   of   the   others   listed.   See   how   it   changes.   Note   if   the  
Excel  Advanced  
change  
Note   if  tyhe  
ou  chhange  
ave  chosen  
you  have  
works  
chosen  
with  w
the  
orks  
data.  
with  
  the  data.    
Change  the  cwhart  
Experiment   ith  dtifferent  
ype  back  
layouts.  
to  the  oCriginal.  
hange  the  layout  to  an  appropriate  one.  

 Note:  When  you  change  a  chart  layout  some  of  the  titles  may  be  deleted.  Use  
Undo  when  this  happens.  

 
Figure  30:  Change  Chart  Type  dialogue  box  

 
You  can  also  change  the  layout  of  your  chart.  Ensure  the  chart  is  selected,  and  the  Chart  
Tools   -­‐   Design   tab.   Then   from   the   Chart   Layouts   group   choose   the   Layout   command  
which   you   wish   (see   Figure   31   below).   To   see   the   full   gallery   click   on   the   More   button    
at  the  bottom  right  hand  side  of  the  group  to  display  the  full  gallery.  

 
Figure  31:  Chart  Layouts  

 
You   can   change   the   style   of   your   chart   also.   Ensure   your   chart   and   the   Chart   Tools   -­‐  
Design  tab  are  selected.  To  see  the  full  range  of  chart  styles  available  click  on  the  More  
button     at   the   bottom   right   hand   side   of   the   gallery.   From   the   Chart   Styles   group  
choose  a  style  that  you  would  like  (see  Figure  32)  and  click  on  it  to  apply  it.    
 

Page  30                                                                                                                                                                                      GSBS  

    Task  25
3  
4
Remove  
Change  
Use   the  
the  W
the   lpie  
egend  
ordArt   from  
chart  
option   tyo  our  
style   column  
cchosen  
hange   to  clone  
the   hart,  
egend   and  
of   add  
athe  
nd   he  ac  dhart  
tothers   ata   ttitle  
able  oSee  
w
f  yith   legend   keys.  
Excel   Alisted.  
dvanced   our  
how  pie  your  
chart.  
chart  
 
changes.  
Experiment     with  different  options  and  choose  a  suitable  one.  
Experiment  with  Figure   32:  Chart  
different   Styles  
styles.   group   the  style  to  an  appropriate  one.  
Change  

 
Formatting  Charts  
The  chart  can  also  be  formatted  by  using  the  commands  available  within  the  Chart  Tools  -­‐  
Format  tab  option  (see  Figure  33  below).  

 
Figure  33:  Chart  Tools  -­‐Format  tab  

The  different  shapes  within  the  chart  can  be  formatted  by  clicking  on  it,  i.e.  a  column  in  a  
column   chart,   segment   of   a   pie   chart,   a   legend   etc   and   choosing   one   of   the   formatting  
options.  If  you  wished  to  change  the  chart  axes  to  give  them  more  emphasis  you  could  
use  the  WordArt  options  within  the  WordArt  Styles  group.  To  do  this  click  on  the  chart  
axes.   A   box   with   sizing   handles   will   appear   around   the   chosen   axis.   Click   one   of   the  
WordArt   options.   To   see   all   of   the   WordArt   commands   use   the   More   button     at   the  
end  of  the  WordArt  Styles  group.  Click  on  the  command  you  wish  to  use.  

 
The   layout   of   the   chart   elements   may   also   be   changed.   If   you   did   not   require   a   legend,  
but   would   rather   include   a   data   table   in   your   chart   you   can   do   this.   Firstly   ensure   the  
chart   is   selected,   from   the   Chart   Tools   -­‐   Layout   tab,   Labels   group   choose   the   Legend  
command   (see   Figure   34   below).   A   drop-­‐down   menu   will   appear   with   all   of   the   legend  
options  available,  choose  None.  The  legend  from  your  chart  will  disappear.  Then  choose  
the   Data   Table   option,   a   drop-­‐down   list   with   all   options   will   appear.   Choose   the   Show  
Data  Table  with  Legend  Keys  option.  A  data  table  will  appear  at  the  bottom  of  the  chart.  

 
Figure  34:  The  Chart  Tools  -­‐  Layout  tab  

GSBS   Page  31  

 Select  a  table  or  range  
Excel  Advanced  
PivotTables  
PivotTables   are   used   in   Excel   to   summarise   data  
Where  will  the   and   present   the   information   in   report  
PivotTable  
format.   PivotTable   reports   allow   large  report  bvolumes  
e  placed.   of   data   to   be   split   into   small   concise  
reports.  When  creating  a  PivotTable  report  it  is  important  to  remember  that  each  column  
heading   in   your   workbook   will   become   a   field   name   in   the   report.   Column   headings   must  
therefore  be  appropriate.  Also  when  creating  a  PivotTable  report  it  is  best  to  ensure  your  
data  has  no  blank  columns  or  rows.  
To  create  a  PivotTable  report,  click  in  a  cell  in  your  spreadsheet,  then  from  the  Insert  tab,  
Tables  group  click  on  the  top  half  of  the  PivotTable  command,  Figure  35.  If  you  click  at  
the  bottom  half  choose  PivotTable  from  the  menu  that  will  appear.    

 
Figure  35:  Table  group  and  PivotTable  command  

The   Create   PivotTable   dialogue   box   will   open,   the   data   source   chosen   earlier   will   be  
showing  in  the  Select  a  table  or  range,  Table/Range  field.  Choose  where  the  PivotTable  
report  should  be  displayed  within  the  workbook  with  the  default  option  being  in  a  New  
Worksheet,  Figure  36.

 
Figure  36:  Create  PivotTable  dialogue  box  
Click  OK.  Your  PivotTable  report  layout  will  be  created  and  look  like    
Figure  37  below.  

Page  32                                                                                                                                                                                      GSBS  

 PivotTable  Tools  tab  
   Task  26  
PivotTable  Field  List:    This  
Create   a   PivotTable   Report   from   the   Charts   workbook   showing   pass   rates   for   each  
course.     Excel   A dvanced  
will   contain  the  fields  from  
the  data  source.  You  must  
Save  and  close  the  Charts  workbook.   check  the  boxes  to  include  
them  in  your  PivotTable  
Report.  

Report  Filter:  The  data  

value  you  wish  to  filter  
your  report  by.  

 
 
Figure  37:  PivotTable  Report  worksheet  
The   PivotTable   Report   layout   will   be   displayed   in   the   left   hand   side   of   the   worksheet   and  
the  Pivot  Table  Field  List  pane  will  have  opened  at  the  right  hand  side.  Select  the  fields  
you  wish  to  add  to  your  report  by  checking  the  box  next  to  the  field  name  in  the  Pivot  
Table  Field  List  pane.  You  should  notice  the  data  appearing  in  your  PivotTable.  Excel  will  
automatically  assign  the  value(s)  to  the  four  smaller  areas  below  the  PivotTable  Field  List  
pane.   If,   however,   you   wish   them   to   be   in   another   area   you   can   change   the   area   by  
dragging   and   dropping   the   value   to   the   area   you   wish.   Alternately,   click   on   the   value   that  
you  wish  to  move  and  a  menu  will  appear  for  you  to  choose  the  option  you  wish.  

 Note:  The  data  in  the  PivotTable  will  change  as  you  move  the  values  around.  
The  fields  you  add  to  your  PivotTable  will  depend  on  what  you  would  like  to  report  on.  
For   example,   if   you   would   like   to   know   the   number   of   students   from   each   course   you  
would  add  the  Course  Code  and  Student  Nos  fields  to  the  PivotTable.    

 
You   can   also   add   fields   to   your   report   to   expand   on   it,   you   could   perhaps   create   a  
PivotTable  report  which  shows  the  average  mark  of  the  students  on  each  programme  and  
the   average   overall   mark.   To   do   this   add   the   Programme   Code   and   Mark   fields   to   your  
PivotTable  Report.  Excel  will  assign  them  to  the  areas  and  add  them  to  the  PivotTable.  By  
default  the  Value  is  SUM  (∑),  however  you  can  choose  another  value  for  the  field.  To  do  
this  click  on  the  field  name,  a  pop  up  menu  will  be  displayed,  Figure  38.    

GSBS   Page  33  

    Task  28
7  
Pivot  the  
Create   a   Ptable  
ivotTable  
to  show  
report  
Courses  
in   the  
in  Ctharts  
he  columns.  
spreadsheet   which   shows   the   average   marks  
for  
Save  each  
and  pcrogramme.  
lose  the  Charts  spreadsheet.  
Excel  Advanced  

 
Figure  38:  Values  pop  up  menu  

Choose  Value  Field  Settings…  from  this  menu  and  the  Value  Field  Settings  dialogue  box  
will  be  displayed,  Figure  39.  

 
Figure  39:  Value  Field  Settings  dialogue  box  

Excel  will  insert  a  custom  name  for  the  value,  if  you  do  not  wish  this  name  change  it  to  
the  one  you  wish.  Then  choose  which  calculation  type  you  would  like  from  the  menu  at  
the  bottom  and  click  OK.  The  calculation  will  be  performed  on  your  chosen  field.  

 
If  the  data  you  have  is  large  you  may  not  be  able  to  see  all  of  the  entries.  To  enable  you  to  
see  the  entries  more  clearly  you  can  Pivot  the  information.  To  pivot  the  information  you  
move  the  information  from  the  Rows  area  at  the  bottom  of  the  Pivot  Field  List  pane  to  
the  Columns.  This  changes  the  layout  of  the  information.    

Page  34                                                                                                                                                                                      GSBS