Microsoft Excel

UNDERSTANDING WORKBOOKS
In Microsoft Excel the data you enter, whether it sheets) that have been ruled into columns and
consists of numbers, text, or formulas, is stored rows. Before using Excel it is helpful to know what
in a file known as a workbook. Workbooks are the various parts and elements that make up a
just like huge electronic books with pages (or workbook are.

5 6

 A worksheet (or page) in a workbook contains 16,384 columns that are labelled using letters of
the alphabet. The first column in a worksheet is labelled column A, while the last is labelled XFD

 A worksheet (or page) in a workbook contains 1,048,576 rows that are labelled using numbers
from 1 to 1,048,576

 Where a column and row intersect we get what is known as a cell. You enter your data into
these cells. Each cell in a worksheet can hold up to 32,767 characters – although it would be
unrealistic to ever push it this far. Cells are referred to by their column and row labels. For
example, in the screen above the cell we are pointing to is C11 – this reference is known as the
cell address and is most important as it is frequently used in commands and formulas

 When you start typing something, you want it to appear somewhere in the worksheet. As a
consequence when the Status Bar shows Ready mode, at least one cell in the worksheet will be
highlighted – this is known as the active cell. In the screen above, the active cell is cell A1 –
notice that the column label and the row label also appears coloured to indicate the active cell.
You can have more than one active cell – when this occurs you have what is known as a range

 A workbook (as you would expect) is made up of pages known as worksheets. You can have as
many sheets in a workbook as your computer resources can accommodate. As a default, a new
blank workbook normally has 3 worksheets labelled Sheet1, Sheet2, and Sheet3. Of course
these labels are pretty boring and meaningless and can be changed to something more relevant

 The Insert Worksheet button here will insert another worksheet into the current workbook
should you need it

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 Microsoft Excel

TYPING TEXT OR NUMBERS INTO A WORKSHEET

Generally when you start a new spreadsheet you wish to enter the data active. This can be done
project, the first task is to enter some headings in a number of ways but the most common is to
into rows and columns. To type anything into a click in it first before typing.
worksheet you need to make the cell into which

Try This Yourself:

Before you begin ensure
that there is a blank
workbook on the screen…

 Click in cell A3 to make

this the active cell, type
Garden Settings and
1 2

press
3
When you press the
next cell down
automatically becomes
the active cell. By the
way, even though the text
looks like it is in cells A3
and B3 it really only is in
cell A3 – since there is
nothing in B3, Excel
allows the spill over to be
displayed giving the 4
illusion it is in 2 cells…

 Type Pool Covers and

press

 Repeat the above steps

and enter the remaining
text in column A as shown

 Click in cell B2 to make

this the active cell, type
UK and press 5

When you press the

cell to the right becomes
the active cell…

 Enter the remaining text in

row 2 as shown

For Your Reference… Handy to Know…

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enter atext:
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3. Type thename
a File data entry and on
and click to move
[Save]the cell folder called Documents which is associated
pointer to another cell with the user name you use on the computer.

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 Microsoft Excel

TYPING SIMPLE FORMULAS IN A WORKSHEET

The whole idea behind Excel is to get it to even other formulas, already in the worksheet
perform calculations. In order for it to do this you using the cell addresses of these numbers rather
need to type formulas in the worksheet. Usually than the actual value in them. Formulas must be
these formulas reference existing numbers, or typed beginning with an equal sign (=).

2
Try This Yourself:
Continue using the previous
file with this exercise...

 Click in cell B8 to make this

the active cell

 Type =B3+B4+B5+B6+B7 and

examine what is happening on
the screen
3

 Press to enter the formula

and move to the next cell
Notice that a calculation has
now been performed. We have
entered a formula in B8 that
says “add the values in B3, B4,
B5, B6, and B7 and show them
here”…

 Ensure that C8 is the active

cell, type =SUM(C3:C7) and
press
5

This is an alternative type of

formula known as a “function”.
Again a calculation will appear
in the cell…

 Click in cell B8 and notice that

the formula you typed appears
in the Formula Bar, while the
result of the calculation 6
appears in the worksheet

 Repeat step 5 with cell C8

 Click on the File Tab

and select Save to save the
additions that have been made

For Your Reference… Handy to Know…

To enter a formula: Operators
1. Click the cell pointer on the desired cell and + Addition
type the formula commencing with = - Subtraction
2. Press , an arrow key or to * Multiplication
confirm the data entry and to move the cell / Division
pointer to another cell

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 Microsoft Excel

FILLING A SERIES
A series refers to a sequence of ordered entries reducing the amount of time taken for data entry,
in adjacent cells, such as the days of the week or and ensuring that the spelling is correct. Excel
months of the year. The fill technique can be provides days and months as special built-in series
used to create these in a worksheet for you, that you can access.

2
Try This Yourself:
Before starting this exercise
Open
File

you MUST open the file E707

Filling_1.xlsx...

 Click on cell A4

 Move the mouse pointer to the

small square (the fill handle)
at the bottom right corner of
the cell until the mouse pointer 3
appears as a thin, black cross

 Drag the mouse pointer to

column F
Excel will fill the range with the
first six months of the year…

 Click on cell A5 and repeat

steps 2 and 3 to create the
series of months with their full
names
You can also fill more than one 6
row at a time…

 Select the range A6:A12

 Repeat steps 2 and 3 to fill

across to column F

 Examine each of the series

created by the filling process

For Your Reference… Handy to Know…

To fill a series:  As you drag the fill handle across, a tool tip
1. Click on the first cell in the series appears below the fill pointer displaying the
current value in the series. This is really
2. Drag from the fill handle across as many
handy when you want to end on a particular
columns as required
month, day or value.

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 Microsoft Excel

INSERTING AND DELETING WORKSHEETS

Once you’ve decided on a structure for your worksheets inserted. However, remember that
workbook, you may find that there are some deletion of worksheets is permanent and can’t be
worksheets that can be deleted. Alternatively, undone using Undo, so always save your
you may find that you need additional blank workbook before making these changes.

1
Try This Yourself:
Before starting this exercise
Open

you MUST open the file

File

E1324 Worksheet
Techniques_1.xlsx…

Examine the workbook – it

 currently contains one
worksheet named Sheet1
2

 Click on the New Sheet icon

at the end of the worksheet
tabs
A new worksheet named
Sheet2 will be inserted. You 3
can also use the keyboard
shortcut...

 Press + to insert
another new worksheet
This sheet is named Sheet3
and is inserted before the 4
currently selected sheet.
Now let’s delete a sheet...

 Right-click on the Sheet3

worksheet tab to display the
shortcut menu

 Select Delete to remove the

worksheet
As the worksheet contains no
data, the sheet will be
deleted immediately. If a
worksheet contains data, 5
Excel will ask you to confirm
your actions...

 Repeat steps 4 and 5 to

delete Sheet2

For Your Reference… Handy to Know…

To insert a new worksheet into a workbook:  To insert a worksheet between existing
 Click on the New Sheet icon to the right of worksheets, right-click on the worksheet tab
the worksheet tabs before which you want to insert a new sheet,
then click on Insert to display the Insert
To delete a worksheet from a workbook:
dialog box. Select Worksheet and click on
 Right click on the worksheet tab, then select [OK].
Delete

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 Microsoft Excel

COPYING A WORKSHEET
Just as you can copy the contents of cells and have a budget workbook that contains data for
ranges within a worksheet, you can duplicate several departments, you can create a worksheet
worksheets within a workbook. This technique is for the first department and then copy it to create
ideal for replicating layouts. For example, if you identical worksheets for other departments.

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file E1324 Worksheet

Techniques_1.xlsx...

 Right-click on Sheet1 to
display the worksheet shortcut
menu

 Select Move or Copy to

display the Move or Copy
dialog box 2

 Click on Create a copy so it

appears ticked, then click on
[OK]
The new worksheet is named
Sheet1 (2). Let’s create a
“template” from this worksheet
by deleting unwanted data...

 Select the range B7:E9, then

press to clear it

 Repeat step 4 to clear the

ranges B14:E23, G7:J9 and
G14:J23, then press +
3
to return to cell A1
Now we can copy this
“template” to create additional
worksheets...

 Repeat steps 1 to 3 three

times to create three copies of
the template worksheet – this
6
time without data
The final worksheet should be
named Sheet1 (5)

For Your Reference… Handy to Know…

To copy a worksheet:  You can copy the current worksheet using
1. Right-click on the worksheet to copy, then the HOME tab by clicking on Format in the
select Move or Copy Cells group, then clicking on Move or Copy
Sheet.
2. Click on Create a copy so it appears ticked
3. Click on [OK]  The Before sheet options in the Move or
Copy dialog box allow you to position the
copied worksheet where you want.

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 Microsoft Excel

RENAMING A WORKSHEET
By default, Excel names worksheets as Sheet1, makes it much easier to understand the purpose of
Sheet2, Sheet3, etc. These names are fine if you a worksheet. You can also adjust the horizontal
are not planning to share the workbook, but scroll bar to make room for longer, more
changing these to something more relevant meaningful worksheet names.

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file E1324 Worksheet

Techniques_2.xlsx...

 Point to the vertical dots

between the sheet names and
the horizontal scroll bar, as
3

shown
The pointer will change to a
double-headed arrow...

 Click and drag the bar across

to the right, to the end of
column L, then release the
4

mouse button

 Double-click on Sheet1 (5) to

select the worksheet tab name
This will also place it into edit
mode… 5

 Type Comms, then press

 Repeat steps 3 and 4 to

rename the other worksheets:
Sheet1 (4) Admin
Sheet1 (3) Shop
Sheet1 (2) IT
Sheet1 Maintenance

For Your Reference… Handy to Know…

To rename a worksheet:  You can rename a worksheet by
1. Double click on the current name on the right-clicking on the worksheet tab to display
worksheet tab the shortcut menu and clicking on Rename.
2. Type the new name and press  A worksheet tab name can contain up to 31
characters including spaces, but it is better to
keep it short and succinct.

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 Microsoft Excel

UNDERSTANDING FORMATTING
In Excel there are always two aspects to a screen it is formatted to appear as a number with a
number: how the number presents on the screen percentage sign, whereas the real value in the cell
(known as formatting) and the underlying value is .02.
of the number. Take 2% as an example – on the

Number Formatting – The Veil Placed Over Numbers

All calculations in Excel are performed using numbers – this is only logical. So, when you want to perform
a calculation, you type the numbers in various cells, then create formulas to reference those numbers.
How do you show what those numbers represent? For example, how do you show you are working with
currency, or percentages, or even dates (which in Excel are really numbers)?
Excel allows you to show these representations using number formatting. With number formatting you
change the way a number looks so that it makes immediate sense to the reader of your worksheet. The
underlying value of number, however, remains unchanged. For example, instead of showing sales tax in
a worksheet as .1 you show it as 10%, to show 12889.95 as currency it would appears $12,889.95 or
€12,889.95 (depending upon the currency you are working with), and to show 44104 as a date you show
it as 30-Sep-2020 (remember, dates are actually numbers representing the number of days from January
1, 1900).
The following worksheet contains formatted numbers:

With the formatting removed from the numbers the worksheet looks as follows:

Formatting can also be applied as you type. For example, if you type 30/9/2020 Excel will place the
number 44104 in the cell but will format this number as a date and show it as you typed it. There are also
a range of number formatting options on the ribbon that allow you to apply formatting to numbers after
they have been entered into a worksheet.

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 Microsoft Excel

APPLYING GENERAL FORMATTING

The Number Format command in the Number formats easily and quickly to a selected cell or
group on the HOME tab contains a drop arrow range of cells in the worksheet.
that provides a gallery of the more commonly
used number formats. You can apply these

Try This Yourself:

Before starting this exercise
Open
File

you MUST open the file E1315

Number Formatting_1.xlsx…

 Click in cell D4, hold down

, then click in cell D13 to
select the range containing
dates

 Click on the HOME tab, then

click on the drop arrow for
Number Format in the
Number group to see a gallery
of number formats

 Click on Long Date to make

the short dates in the selected
range appear as long dates

 Click in cell E4, hold down

, then click in cell E13 to 2
select the range containing
units of measure

 Click on the drop arrow for

Number Format, then select
Number to display these as
numbers with 2 decimal places

 Repeat the above steps to

change G4:G13 to Currency

 Repeat the above steps and

change the following ranges
as shown:
H4:H14 Percentage
I4:I4 Accounting
G15:I15 Currency

For Your Reference… Handy to Know…

To apply general formatting to numbers:  Excel may appear to round values up or
1. Select the range to format down as necessary – however, the value in
the cell does not change. Sometimes you’ll
2. Click on the HOME tab, then click on the
see minor rounding discrepancies.
drop arrow for Number Format in the
Number group  The Currency format shows the currency
3. Click on the desired number format format and symbol appropriate to the country
your computer is configured for.

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 Microsoft Excel

CHANGING FONTS
The appearance that you choose for your text is In Excel 2007, font just refers to the typeface or
referred to as the font or typeface. Font shape of the letters. Typical classic fonts include
traditionally refers to a combination of typeface, Times New Roman, Arial, Century Gothic and
style and size in points (e.g. Arial Bold 12 pt). Copperplate.

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file E722 Font

Formatting_1.xls...

 Click in cell A1 to make the

cell with the main heading the
active cell

 Click on the drop arrow next to

the Font command in
the Font group on the Home
4
tab to display a gallery of
available fonts
Point to Arial Narrow, then Book
 Antiqua, Garamond and Gill
Sans MT
If you don’t have these fonts,
try different ones. As you point
to each font, the preview will
change...
Scroll to and click on Comics
 Sans MS, or another font of
your choice if you don’t have
this one
This time the font formatting
has changed in the cell and is
no longer just a preview – it
won’t change again unless you
make another font selection.

For Your Reference… Handy to Know…

To apply font formatting:  You can jump directly to a font. For example,
1. Select the text if you want to preview Garamond, click on the
name of the font in the Font command and
2. Click on the drop arrow for Font
press . Excel will jump to the fonts that
3. Point to a font to preview it start with G and Live Preview will display the
4. Click on the font to apply it text temporarily. Keep typing the name until
you reach the required font.


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 Microsoft Excel

CHANGING FONT SIZE

One way that text can be emphasised is by be changed for small detailed items, such as
changing the size of the font. For example, if comments or a caption. Main headings in a
your normal text is 11 pt, you may like to make worksheet usually appear in a slightly larger font
the headings 13 pt or larger. Font size may also size compared to the rest of the data.

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file E722 Font

Formatting_2.xlsx...

 Click in cell A1 to make the

cell with the main heading the
active cell
2

 Click on the drop arrow next to

the Font Size command
in the Font group on
the Home tab to display a
gallery of available sizes

 Point to various sizes and

notice how Live Preview
shows you how the heading
will look

 Click on 16 to change the

heading to 16 pt
You can also change the font
size of parts of a document,
and you can use the Mini
toolbar... 8

 Click in cell A2

 Click with the right-mouse

button to display the mini-
toolbar and the shortcut menu

 Click on the drop arrow next to

Font Size and
click on 14

 Click in cell A3 to hide the

toolbar

For Your Reference… Handy to Know…

To change font size:  You may have noticed that the text didn’t
1. Select the cell or range that you want to change size when you used the mini toolbar
change until you actually clicked on a different font
size. This is because Live Preview doesn’t
2. Click on the drop arrow of Font Size
work with the mini toolbar.
3. Click on the required font size

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 Microsoft Excel

UNDERSTANDING BORDERS
Borders are lines that are placed around the is that the lines can be used to group together data
edges of individual cells or ranges. The lines may or indicate totals, or to draw the user’s attention to
be thin, thick, solid, dashed, black or coloured, or critical cells that may need special data entry. Here
even double lines. The reason for using borders are some examples.

A Worksheet without and with Borders

Borders can be used to apply a structure. Here’s the same worksheet shown without borders and
then with borders applied. The use of borders helps to highlight the totals and separate them from
the other data.

Border Variations
Borders can be applied to all four sides of a cell, or to individual sides of a cell. The following
examples show a cell without a border, with an outside border and a top and double bottom border.

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 Microsoft Excel

APPLYING A BORDER TO A RANGE

You can apply a border to a range of cells. This indicate that they are in separate groups. Borders
allows you to place an outline around them to can be used in ranges of cells to create a more
indicate that the cells are somehow related to form-like appearance. The borders available for
each other, or to place borders between cells to single cells can also be applied to ranges.

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file E730 Applying

Borders_2.xlsx...

 Select the range A5:A11

 Click on the drop arrow for

Borders and select 3
Outside Borders

 Click away from the range to

see the border
An outline has been placed
around the cells...

 Repeat steps 1 and 2 to apply

an outline border to each of
the following ranges in the
order that they are listed:
B5:B11, C5:C11, D5:D11,
E5:E11, F5:F11, G5:G11,
H5:H11, I5:I11, A5:I5,
A11:I11
B13:B19, C13:C19,
D13:D19, E13:E19, F13:F19,
G13:G19, H13:H19, I13:I19,
A13:I13, A19:I19

You can hold down

and select several of these
ranges at once before
applying the border...

 Click away from the last

selected range to see the
result
5

For Your Reference… Handy to Know…

To apply a border to a range:  You can copy a border between cells, for
1. Select the range example, from one table to another, using
Paste Special. Select the cells, click on
2. Click on the drop arrow for Borders Copy , click on the first cell of the
in the Font group on the Home tab second range and click on the drop arrow for
3. Click on the border option of your choice Paste . Select Paste Special, click on
Formats and then click on [OK].

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 Microsoft Excel

WRAPPING AND MERGING TEXT

Microsoft Excel will allow long cell entries to spill to place long text entries in a cell you can arrange
across to other adjacent cells to the right as long for Microsoft Excel to wrap the text within the cell
as those cells are empty. If those cells contain and also merge that cell with others to
data the spill-over will be chopped off. If you need accommodate the longer text entry.

1
Try This Yourself:
Before starting this exercise
Open
File

you MUST open the file E723

Cell Alignment_9.xlsx...

 Click in cell A5
This cell contains a long text 3
entry that spills across several
columns…

 Click on the Expand Formula

Bar tool to the right of the
formula bar to see all of the
text

 Click on the Wrap Text

command in the
Alignment group on the
Home tab to wrap the text in
cell A5
Notice how the row height has 5
now increased…

 Hold down the key and

click in cell E5 to select the
range A5:E5

 Click on the drop arrow

for Merge & Centre in the
Alignment group and select
Merge Cells to merge the cells
in the range

 Move the mouse pointer to the

bottom of the row 5 heading
border and drag the row height
up until you reach 30 points

For Your Reference… Handy to Know…

 To wrap text - click in the cell to merge and  In the example above, wrapping forced the
click on the Wrap Text command in the text into one cell and Excel expanded the
row height so that all of the text was
Alignment group on the Home tab
accommodated. We then merged the text
 To merge text - click on the drop arrow across several horizontal cells in the exercise
for Merge & Centre in the Alignment above so that we could reduce the row
group and select Merge Cells height to a more acceptable level.


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 Microsoft Excel

UNDERSTANDING FUNCTIONS
Imagine having to create a formula that time consuming to develop. This is the role of
calculated the monthly payments on a loan, or hundreds of arithmetic functions that have been
the average of over 100 cells – these would pre-programmed in Excel for you.
require complex or long formulas that would be

Functions Overview
Functions are simply pre-programmed formulas already provided for you in Excel which can perform
calculations covering a wide range of categories including statistics, date and time arithmetic, financial
calculations, lists, engineering, and more.
Just like normal formulas that you create, functions must start with an equal sign. The equal sign is
then followed by the name of the function (usually a descriptive name which indicates the purpose of
the function). Most functions also require additional information known as arguments which are
supplied to the function in brackets after the function name. Functions are therefore written as follows:
=name(arguments)
The arguments are quite often cell or range references that contain values that can be used in the
function. For example, the commonest function is the SUM function which, as its name suggests, is
used to sum or add values together. If you wanted to add all of the values in the cells from B10 to D15
you would write this function as:
=SUM(B10:D15)
As you can see this is much simpler than writing your own referential formula which would look like:
=B10+B11+B12+B13+B14+B15+D10+D11+D12+D13+D14+D15
Imagine writing and proofing a formula where you had to add 200 cells!
Typing Functions
If you are familiar with the function that you need you can type it into a cell exactly the same way you
type any other formula. If you are not sure if Excel has a function or you can’t quite remember how it is
written you can use the Insert Function tool on the Formula Bar to assist you. When you click on
this tool the Insert Function dialog box will be presented to you which lists the most recently used or
common functions and also allows you to search for other functions that you might need.

The Insert Function dialog box will also type the function out for you and then provide you with a
further dialog box to guide you through the process of specifying the arguments that the function
needs to perform its calculation.

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 Microsoft Excel

USING THE SUM FUNCTION TO ADD

One of the most used functions is the SUM type the function, and then use the pointing
function. This function allows you to add the technique to fill in the arguments. Excel then paints
values in a range of cells. The function is written marquees around the cells involved helping you to
as: =SUM(range or ranges to add). You can track your progress.

1
Try This Yourself:
Before starting this exercise
Open
File

you MUST open the file E710

Formulas_4.xlsx...

 Click on B9 then type =sum(

to start the formula

 Click on B6 to point to this cell

as the start, hold down the
key and click on B8
2
Notice the relative addressing
details, 3R x 1C, that appear in
the tool tip…

 Type ) and press

complete the function
to

 Click on B9, then move the

mouse pointer to the fill handle
on the lower right corner of the
cell and drag across to E9 to
fill the selected range with the 7
equivalent functions

 Click on the Copy command

on the Clipboard group on
the Home tab

 Click on B14, hold down

and then click on cells B19
and B24

 Release and press

to paste equivalent functions
into the worksheet

For Your Reference… Handy to Know…

To type a sum function for a contiguous range:  You can also use the Sum command in the
1. Type =sum( Editing group on the Home tab of the
Ribbon to have Excel automatically enter a
2. Select the range of cells
sum function based on a range of cells.
3. Type )
 You can also type the name of a function in
4. Press upper or lowercase – it is not case sensitive.

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 Microsoft Excel

CALCULATING AN AVERAGE
The AVERAGE function allows you to average average function can be applied using the
the values in a range of cells. It is written in much Functions Wizard, a part of Excel that steps you
the same way as the SUM function, for example, through the process of creating a function or you
=AVERAGE(range of cells to average). The can type it in yourself if you are comfortable with it.

1
Try This Yourself:
Continue using the previous file
Same
File

with this exercise, or open the

file E710 Formulas_6.xlsx...

 Click on B29 then click on the

Insert Function tool to
display the Insert Function
dialog box

 Click on AVERAGE in Select a

function then click on [OK] to
display the Function
Arguments dialog box

 Click on the Range Selector

tool for Number1 to roll up
the wizard, then hold down
and select the following ranges
B6:B8
B11:B13
B16:B18
B21:B23

 Press to complete the

range specifications, then click
on [OK] to complete the process 3
Let’s use the AutoSum
function…

 Click on B34, then click on the

drop arrow for the Sum 5
command on the Editing
group, then select Average

 Click on B9, hold down and

click on B14, B19 and B24, then
press to complete the
formula

For Your Reference… Handy to Know…

To insert an average function:  You can type queries like “How do I work out
1. Click in the cell then click on the Insert the monthly payment for a car loan?” into the
Function tool Search box in the Insert Function dialog
box. Once you have selected a function from
2. Click on AVERAGE in Select a function the Select a function list, the Function
3. Insert the required ranges then click on Arguments dialog box will help you to enter
[OK] the values into the function.


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 Microsoft Excel

FINDING A MINIMUM VALUE

The Minimum or MIN function allows you to The function can be applied using the Function
extract the lowest value from a range of values. It Wizard, or by typing the function in detail directly
is written in much the same way as the SUM into the cell.
function. For example, =MIN(range of cells).

Try This Yourself:

Continue using the previous
Same

file with this exercise, or

File

open the file E710

Formulas_8.xlsx...

 Click on B31 then click on

the Insert Function tool
to display the Insert
Function dialog box

 Click on the drop arrow

for the Or select a category
box and click on Statistical

 Scroll down and click on MIN

in Select a function then
click on [OK] to display the
Function Arguments dialog
box 4

 Click on the Range Selector

tool to roll up the wizard,
then hold down and
select the following ranges:
B6:B8 B16:B18
B11:B13 B21:B23

 Press to complete the

range specifications, then
6

click on [OK] to complete the

process
Let’s simply type the function
this time…

 Click on B36 and type

=MIN(B9,B14,B19,B24)

 Press
formula
to complete the 7

For Your Reference… Handy to Know…

To insert a minimum function:  You might use a Minimum function in real
1. Click in the cell then click on the Insert life to find the lowest value in a large range of
Function tool numbers. For example, in a large inventory it
can be used to work out which product is the
2. Click on MIN in Select a function slowest seller.
3. Insert the required ranges then click on
[OK]

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 Microsoft Excel

COMMON ERROR MESSAGES

Microsoft Excel has some in-built messages that other formula cells that depend upon it. The
can assist you when something goes wrong with messages are always prefixed with a hash sign (#)
a formula. These messages appear in the cell and appear with a code. The more common error
that contains the formula, and sometimes also messages are listed below.

A Line of Hash (#) Signs

Sometimes referred to as “tramlines”, a line of hash
signs usually occurs because a column is not wide
enough to display the numbers in the cell or
formula. Widening the column will correct this
problem – you can drag the column heading until
the value in the cell appears as it should.

#DIV/0!
This message means you are trying to divide a value by
zero – this is mathematically impossible. In the example
at the left we are trying to find the average number of
persons per household. All is fine as long as there is a
value greater than zero in cell B3 (Houses). As soon as
we change this to a zero an error message appears in
the formula cell (B5).
To prevent the error you will need to enter a value
greater than zero into cell B3, the divisor cell.

#VALUE!
In this message Excel is advising that something in the
formula is not a value and therefore a calculation can’t be
made.
A close examination of the example at the left shows cell
B3 contains the word “three”. Therefore the formula in
cell B5 is trying to divide 192,664 (in cell B2) with a word,
which doesn’t make sense.
To fix the error, a value (a number) will need to be
entered in cell B3.

#NAME?
This message appears when text is found in a
formula that can’t be matched to either a
legitimate function or range name.
In the example to the left, the formula has been
entered as =SOME(B3:B7) – there is no such
function as SOME, and presumably the author
should have typed =SUM(B3:B7).

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 Microsoft Excel

THE CHARTING PROCESS

Charts provide a way of seeing trends in the data any of the Insert commands in the Charts group
in your worksheet. The charting feature in Excel on the
is extremely flexible and powerful and allows you
to create a wide range of charts from

Inserting Charts
The first step when creating a chart is to select the data from the worksheet that you want to chart. It is
important to remember that the selected range (which can be either contiguous or non-contiguous),
should include headings (e.g. names of months, countries, departments, etc). These become labels
on the chart. Secondly, the selected range should not (normally) include totals as these are inserted
automatically when a chart is created.
The second step is to create a chart using the INSERT tab on the ribbon. You can choose a
Recommended Chart where Excel analyses the selected data and suggests several possible chart
layouts.
Alternatively you can create the chart yourself from scratch by choosing one of the Insert commands
in the Charts group. Charts that you create in Excel can be either embedded into a worksheet, or they
can exist on their own sheets, known as chart sheets.

Embedded Charts
Charts that appear within a
worksheet are known as
embedded charts. A chart is
really an object that sits on
top of the worksheet – unlike
numbers and letters, charts
are not actually placed into
worksheet cells.

Chart Sheets
If you want to keep your
chart separate from the data
you can move the chart to
its own sheet. Chart sheets
make it easier and more
convenient to work with your
chart because you’ll see
more of it on the screen –
since the data is not there!

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 Microsoft Excel

CHOOSING THE RIGHT CHART

A chart is far more effective at communicating communicate different types of information. Some
results, outcomes or trends than a table of figures charts show simple relationships between values,
displaying the same information. Different chart while others are designed for quite technical
types have been created to purposes. Here is a summary of the use of different
chart types.

Column, Bar These chart types, either in 2D or 3D, are used to

compare values across categories. For example,
they could compare the populations of different
countries.

Line, Area Lines in 2D or 3D are useful for showing trends

such as sales or employment figures. An area
chart is a line chart with the area below the line
filled in.

Surface The surface chart plots trends in two dimensions.

You could use this to plot departmental sales
figures over time. The chart then shows you the
trends between departments, as well as the sales
trends over time.

Pie, Doughnut If you want to show proportion, such as the sales

figures from different departments that make up a
total, then the pie and doughnut charts are for
you. The only variation between the doughnut
chart and the pie chart is that the doughnut chart
can display more than one series of values.

Stock The stock chart type has been designed to show

the stock figures for a day, and the trend over
time. At its simplest, you can plot the high, low
and close figures, and at its most complex, the
volume, open, high, low, and close. It can be
adapted to show the relationships between any
five sets of values.

XY (Scatter) Scatter diagrams are used to display the

relationship between two variables. For example,
you could research the age and price of a series
of cars, and plot the values you find. You could
also investigate the height and weight
relationship of a group of people.

Radar A radar diagram is designed to show the change

in values from a central point. For example, it can
be used to show mobile telephone coverage,
including multiple networks and multiple
measurements.

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 Microsoft Excel

USING A RECOMMENDED CHART

If you are undecided about the best type of chart selected data and presents you with what it
for the data you have selected to graph, then you considers to be the best way to chart that data.
may wish to use Excel’s Recommended Charts Several alternatives are presented and you simply
feature. This feature analyses your choose the one you like most.

Try This Yourself:

Before starting this exercise
Open
File

you MUST open the file

E1317 Charting_1.xlsx…

 Click in cell A3, hold down

, then click in cell G7 to
1 You can also use the Quick Analysis tool that appears at the
select the range A3:G7 bottom right corner of a selected range to create a quick chart.
However, this method will not allow you to preview a wide
 Click on the INSERT tab,
then click on
Recommended Charts in
variety of charts.

the Charts group

The Insert Chart dialog box
will display with a number
of recommended chart
options…

 Click on each of the

alternatives in the left pane
to see a preview of how the
chart will appear in the right
pane and spend a few
moments reading the
descriptions

 Click on Line chart (the

second alternative in the
left pane), then click on
[OK] to embed the chart in
the worksheet

 Point to the top border of

the chart, then click and
drag the chart immediately
below the data

 Click in cell A1 to deselect

the chart
2

For Your Reference… Handy to Know…

To use the Recommended Charts feature:  When selecting data for a chart you should
1. Select the data to be charted include headings (e.g. names of the month,
regions, etc.) but not the totals derived from
2. Click on the INSERT tab, then click on
the data. In the example above the names of
Recommended Charts in the Charts group
the months and the cities are selected but
3. Click on the desired chart and click on [OK] the total revenue and the regional totals are
not.

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 Microsoft Excel

CREATING A NEW CHART FROM SCRATCH

The easiest way to create a chart is by using the INSERT tab of the ribbon. This may be faster if you
Recommended Chart feature. However, you have a specific style of chart in mind.
can create a chart yourself from scratch using

Try This Yourself:

Before starting this
Open

exercise you MUST open

File

the file E1317

Charting_1.xlsx…

 Click in cell A3, hold down

, then click in cell G7
to select the range A3:G7
Note that we have
selected the data
including headings but 2
excluding the totalling…

 Click on the INSERT tab,

then click on Insert
Column Chart in the
Charts group to see a
gallery of Column chart
types

 Under 2-D Column, click

on Clustered Column
The chart will be
embedded in the
worksheet. The chart will
be active (selected) and
you’ll see additional tabs
on the ribbon for working
with the chart…

 Point to the chart, then

click to select it and drag
the chart so that it is
underneath the data, as 4
shown

 Click in cell A1 to deselect

the chart

For Your Reference… Handy to Know…

To create a chart from scratch:  When a chart gallery appears after you’ve
1. Select the range to chart used the Insert chart command, you can
point over each image in the gallery to see a
2. Click on the INSERT tab, then click on the
Live Preview of the chart in the worksheet.
appropriate Insert command in the Charts
This will help you to select the right chart for
group
your needs.
3. Click on the desired chart type

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 Microsoft Excel

WORKING WITH AN EMBEDDED CHART

By default, new charts are placed in the active want to work with a chart you must select it – this
worksheet, which is usually the one that contains can be done by clicking on the chart. The chart
the data. Charts are placed over the top of the itself is made up of many objects and these too can
worksheet, embedded as objects. When you be selected by clicking on them.

Try This Yourself:

Continue using the
Same

previous file with this

File

exercise, or open the file

E1317 Charting_2.xlsx...

 Point to the border of the

chart and click once to
select the chart as an
object
The border of the chart will
thicken to indicate that the
chart is selected, the
range of data used for the
chart will be coloured, the
ribbon will show
chart-specific tabs and
commands, and additional 2
tools will appear to the
right of the chart…

 Click on the chart legend

to make it the active object
in the chart

 Click on the vertical axis

to make it the active object

 Click on the horizontal

axis to make it the active
object

 Click on the border of the

chart to make the overall
chart the active object
again – notice that the
range of data has been
coloured again

 Click in cell A1 to deselect

the chart
3

For Your Reference… Handy to Know…

To select a chart and its objects:  Once an object is selected, be it a chart, a
1. Click on the border of the chart to select an legend on the chart, or the like, you can right-
embedded chart click on the object to see a shortcut menu
specific to the selected object.
2. Click on the various objects of a chart to
select them

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 Microsoft Excel

RESIZING A CHART
There are two main ways to resize a chart if you These handles appear with dots in them. You can
are not satisfied with its current size. A chart that also resize a chart using commands in the Size
has been selected can be resized by dragging group on the CHART TOOLS: FORMAT tab that
one of the sizing handles around its border. appears when the chart is selected.

3
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file E1317
Charting_3.xlsx...

 Click on the chart to

select it

 Point to the sizing

handle on the left
border of the chart until
the mouse pointer
changes to a double
arrow

 Hold down the left

mouse button and drag
left until the chart
appears as shown
You can also resize a 4
chart from the ribbon…

 Click on the CHART

TOOLS: FORMAT tab

 Click on the up spinner

arrow for Shape
Height in the Size
group until it shows 8.5
cm

 Click on the up spinner

arrow for Shape Width
in the Size group until it
shows 17 cm

 Click in cell A1 to
deselect the chart

For Your Reference… Handy to Know…

To resize a chart:  If you wish to change the size of a chart
1. Select the chart, then click on and drag a quickly and easily, clicking on and dragging
sizing handle on the border of the chart, or the resize handles is the best option whereas
Click on the CHART TOOLS: FORMAT tab, if you want to resize a chart to a specific size
then click on up/down spinner arrows for it is best to resize the chart using the tools in
Shape Height and Shape Width in the Size the Size group on the CHART TOOLS:
group FORMAT tab.

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 Microsoft Excel

REPOSITIONING A CHART
It’s unlikely that a chart embedded in the on and dragging the border of the chart to the
worksheet by Excel will be exactly where you desired location. The chart obviously must be
would like it to be. You can easily relocate a chart selected before it can be dragged to a new
to a more appropriate position by clicking position.

2
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file E1317
Charting_4.xlsx...

 Click on the chart to

select it

 Point to the border of

the chart until the
mouse pointer
changes to a four-
headed arrow

 Hold down the left

mouse button and
drag the chart below
the data so that the
Total Revenue row 3
in the worksheet is
visible

 Click in cell A1 to
deselect the chart

For Your Reference… Handy to Know…

To move a chart:  You can use the standard cut and paste
1. Click on the chart to select it commands to move a chart. Select the chart,
click on the HOME tab, then click on Cut in
2. Move the mouse pointer to the border of the
the Clipboard group to copy it to the
chart until the mouse pointer changes to a
clipboard. Click in a new location and, on the
four-headed arrow
HOME tab, click on Paste in the Clipboard
3. Drag the chart to a new location group to paste the chart.

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 Microsoft Excel

PRINTING AN EMBEDDED CHART

When you print a worksheet, Excel will print underlying data. All you need to do is to position
whatever is in or embedded in that worksheet the chart in the appropriate location then access
(including charts). This makes it easy and the print commands in the usual way.
convenient to print both the chart and its

1
Try This Yourself:
Before starting this
Open

exercise you MUST

File

open the file E1317

Charting_5.xlsx…

 Click on the FILE

tab, then click on
Print to see a
preview of the data
and the chart
Not all of the chart or
data may be visible
so we’ll change the
orientation to
landscape…

 Click on Portrait
Orientation in
Settings then select
Landscape 2
Orientation

 Click on [Print] to
print the chart
If you don’t have a
printer connected or
you don’t wish to
print, click on the
Back arrow to
display the workbook
again

For Your Reference… Handy to Know…

To print an embedded chart:  If you only want to print the chart and not the
1. Click on the FILE tab, then click on Print data, click on the chart to select it, click on
the FILE tab, then click on Print. You will
2. Click on [Print]
notice that only the chart will appear in the
preview.

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 Microsoft Excel

CREATING A CHART SHEET

Charts can either be stored in a worksheet or in a are interested in printing the chart on its own page.
separate sheet of their own known as a chart Charts can be shifted back and forth between a
sheet. Chart sheets separate the chart from the worksheet and a chart sheet.
underlying data and are useful especially if you

2
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

E1317 Charting_6.xlsx...

 Click on the chart to

select it and display the
CHART TOOLS:DESIGN
and CHART TOOLS: 3
FORMAT tabs

 Click on the CHART

TOOLS: DESIGN tab,
then click on Move Chart
in the Location group to
display the Move Chart
dialog box

 Click on New Sheet, then

type Revenue Chart
This will become the
sheet name for the
chart…

 Click on [OK] to move the

embedded chart to its
own sheet

 Click on the Chart Data

worksheet tab to see the
data again
Notice that the chart is no
longer embedded on this
worksheet

For Your Reference… Handy to Know…

To create a chart sheet:  Keeping charts on their own sheets makes
1. Click on the CHART TOOLS: DESIGN tab, them easier to work with as they do not
then click on Move Chart in the Location obstruct the data.
group
2. Click on New Sheet, type a name for the
sheet and click on [OK]

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 Microsoft Excel

CHANGING THE CHART TYPE

When you create a chart, you may not always of what each chart type is designed for and to
achieve the result that you desire. Fortunately, select the format that best suits your purpose. Just
the process for changing a chart type is quite be aware that some chart types are designed for
simple. You just need to have an understanding specialised applications.

3
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file E1317
Charting_7.xlsx...

 Click on the Revenue

Chart worksheet tab to
see the chart, then click
anywhere on the chart
to select it and display
the chart commands on
the ribbon

 Click on the CHART

TOOLS: DESIGN tab,
then click on Change
Chart Type in the Type
group to display the
Change Chart Type
dialog box

 Click on 3-D Column,

as shown

 Click on [OK] to apply

the change to the chart

 Click on the Chart Data

worksheet tab to return
to the worksheet

For Your Reference… Handy to Know…

To change the chart type:  You can use Change Chart Type in the
1. Ensure the chart or chart sheet is selected Type group on the CHART TOOLS:
DESIGN tab for either embedded charts or
2. Click on the CHART TOOLS: DESIGN tab,
charts that have their own worksheet tabs.
then click on Change Chart Type in the
Type group
3. Click on the desired chart and click on [OK]

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