LESSON COMPLETION DATE :2/5/21

FORMULAS, FUNCTIONS AND CHARTS

FORMULAS
A formula can have any or all of the following elements

 Must begin with the 'equal to' = sign.

 Mathematical operators, such as + (for addition) and / (for division) and logical operators
 References of cell (including named ranges and cells)
 Text or Values
Functions related to the worksheets, for example SUM or AVERAGE
The current cell in which you have entered a formula will display the result after the formula is completely
entered.
Also, when you select or click on a cell which is having some formula, the formula will appear in the
formula bar. In Excel, the formulas are available in the Formulas Tab. If you click on the Formulas tab you
can see the corresponding ribbon display with available formula
In the above example, in the cell F3, just type SUM = C2+D2+E2. It will return sum of the marks in
physics, chemistry and Biology.
HOW TO COPY A FORMULA
To copy the formula just drag the handle and bring down to cover the remaining cells respective column.
This will automatically copy the formula and calculate the corresponding Formula of the respective rows
EXPLAIN AUTO SUM FEATURE
The sum of cell values can also be done with the help of AutoSum feature also.
Steps
1. Click on the cell.
2. Select the Formulas tab
3. Click AutoSum from the function library group.
4. Select Sum
5. Press Enter
Alternatively, you can write = SUM(C2:E2) in the Cell F2 to get the sum of the Physics, Chemistry,
and Biology marks.
EXPLAIN DIFFERENT TYPES OF FUNCTIONS.
1. Sum ( ) : Adds all the numbers in a range of cells. Syntax SUM(number1,number2, ...)
2. SUMIF(range, criteria, sum_range) : This form of sum functions is used to add the cells with respective
to a given criteria. Range : A group of adjacent cells Cells within a range must be numbers or names,
arrays, or references which are having numbers. In sumif function the blank and text values are ignored.
Criteria: It can be a number, expression, or text to define which cells will be considered for the addition
Sum_range: These are the actual cells to be added if their corresponding cells in range match criteria.
Ex: SUMIF(C2:D2,">45",C2:D2)
3. Average function ( ) : It helps you to get the average of the numbers. It returns the average (arithmetic
mean) of the arguments.
Syntax : AVERAGE(number, number2,...)
Ex: AVERAGE(C2:E2)
4. Min function ( ) : It helps you to get the minimum of the numbers. Returns the smallest number in a set
of values. Syntax MIN(number1,number2,...)
5.Max function ( ) : It helps you to get the maximum of the numbers. Returns the largest number in a set of
values. Syntax MAX(number1,number2,...)
Ex: MAX(C4:E4)
HOW TO GET MORE FUNCTIONS:

 Select Formula Tab

 Choose AutoSum from function library group, from formula ribbon
 Click on More Functions
When you click on more functions, a dialog box will appear. You can choose a function as per your need
by the help of following dialog box.
Charts
Charts allow you to present data entered into the worksheet in a visual format using a variety of graph
types.
Different types of charts
Column Charts
This type of chart is used to compare values across categories. They give very effective results to analyze
the data of the same category on a defined scale.
Line Charts

 Data represented in columns or rows in a worksheet can be plotted with the help of line chart.
 Line charts can be used to display continuous data over time with respect to a common scale.
 Thus Line Charts are best suitable for viewing data trends at equal intervals of time.
 The horizontal axis is used to represent the category data and all the value data is distributed
uniformly along the vertical axis.
Pie charts

 In a situation where one has to show the relative proportions or contributions to a whole, a pie chart
is very useful. In case of pie chart only one data series is used.
 Data Entry Operations adds more to the effectiveness of pie charts. Generally there should be
maximum five or six data points or slices in a pie chart.
 If the points are more in number then it becomes very difficult to interpret the chart. Also, it is very
important to note that the values of to be used in the pie chart must be all positive.
 If there are some negative values, in that case the negative values will be automatically converted
in to positive values, this will be desired.
Bar Charts
Bar charts are used to show comparisons between individual items. To make a bar chart the data should be
arranged in the form of rows and columns on a worksheet.
Area Charts

 The data which is arranged in the form of rows or columns on a worksheet can be plotted in an area
chart. Area charts are used to highlight the degree of a change over time.
 Area charts are also used to draw attention to the total value across a trend.
XY (Scatter) charts

 XY charts are also known by other names like scatter grams or scatter plots.
 The point of difference between XY charts and other types of charts is that in XY charts both axes
display values i.e. they have no category axis.
 Such type of charts is generally used to show the relationship among two variables.
Stock charts

 Stock chart can be used to plot data arranged in columns or rows in a particular order on a
worksheet.
 As the name is self explanatory, this chart is used to demonstrate the fluctuations with respect to
stock market prices.
 Even scientific data can be plotted by stock chart, e.g., the fluctuation of daily or periodic
temperature.
Surface charts

 Such type of chart is used in situations where both categories and data series are numeric values.
  This type of chart is useful in situations where the optimum combinations are found among the two
sets of data.
 Data should be arranged in columns or rows in a worksheet can be plotted in s surface chart.
 The colors and patterns indicate the areas which are in the same range of set of values, as it happens
in case of a topographic map.
Doughnut charts

 The conditions to draw doughnut charts is that the data has to be in the form of rows or columns.
 As in the case of a pie chart, the doughnut chart illustrate the relationship of parts to a whole, but it
is able to get more than one data series.
Bubble charts

 A bubble chart can be used to plot the data values which are arranged in the columns of a worksheet
so that x values are listed in the first column and matching y values and bubble size values are listed
in adjacent columns.
Radar charts

 The radar charts compare the aggregate values of a number of data series.
 Radar chart can be plotted with the data which is arranged in columns or rows on a worksheet
Components of chart
1. Chart Title - A title given to the whole chart.
2. X-Axis Title - A title given to the X-axis data range.
3. Y-Axis Title - A title given to the Y-axis data range.
4. X-Axis Category - These are the categories of the data which have been plotted. These are taken
from the first column or first row of your data range.
5. Y-Axis Value - This is the data range marked to plot the data series.
6. Data Labels - The values of the data series plotted.
7. Legends - Specifies the colour , symbol or pattern used to mark data series.
8. Tick Mark - These marks are used to show the scaling of X-axis and Y-axis.
9. Grid Lines - Displays lines at the major intervals on the category (x) axis and/or Y-axis
10. X-Axis Category - These are the categories of the data which have been plotted. These are taken
from the first column or first row of your data range.

To draw a chart
Following steps are given to draw a Chart
1. Enter data in the work sheet
2. Now select data range: By using the mouse high light the range of data you want to take
3. Click Insert Tab and select a chart type from the chart group
4. Select the sub type of chart
5.Select the Title of the chart
a. To give a title to a chart, click on the chart. Now you can see layout tab available. Click on Layout
tab.
b. Choose(click) on chart title option available in the Label group
c. Click on the chart title and write a title.
6. Give a name to X-Axis
7. Click on Layout tab. Then select Axis Titles from Labels Group. Select Primary Horizontal Axis
Title, 8. click on the Axis Title and write an X-axis title.
9. Follow the same steps to give a title to Y-axis.
Editing of a chart
To change the legend position
Layout tab-> Legend -> Now choose a position to show legend
To change the position of the Data Labels
Layout tab -> Data Label option available in Labels Group. Now choose a format to display data label
To show Data Tables Along with Chart, with or without Legend Keys
Layout tab -> Data Table option available in Labels Group. Now choose a style to display data table.
To Hide/Unhide Grid Lines (Horizontal and Vertical)
Layout tab -> Axis Group, click on Gridlines option then choose Primary Horizontal Grid Lines. Now
select appropriate style from the available options (None, Major Gridlines, Minor Gridline, Major and
Minor Gridlines
Follow the same steps for Vertical Grid Lines also.
Resizing the Chart
To resize the chart,
click on its border and drag any of the eight black handles to change the size.
Moving the Chart
Select the border of the chart, hold down the left mouse button, and drag the chart to a new location.
Elements within the chart such as the title and labels may also be moved within the chart. Click on the
element to activate it, and use the mouse to drag the element to move it.

Copying the Chart to Microsoft Word

  A finished chart can be copied into a Microsoft Word document or power point slide.
 Select the chart and click Copy.
 Open the destination document in Word or a slide in power point and click Paste.
Autoshapes
The AutoShapes feature allows you to draw a number of geometrical shapes, arrows, flow chart elements,
stars, and more on the worksheet. The steps to activate and use AutoShapes are
1. Click on Insert Tab.
2. From Illustrations Group, Click on Shape
Different types of autoshapes
1. Lines – After clicking the Lines button on the AutoShapes toolbar, draw a straight line, arrow, or double-
ended arrow from the first row of options by clicking the respective button.
2. Connectors – These lines can be used to connect flow chart elements.
3. Basic Shapes – Click the Basic Shapes button on the AutoShapes toolbar to select from many two and
three dimensional shapes, icons, braces, and brackets.
4. Block Arrows – Select Block Arrows to choose from many types of two- and three-dimensional arrows.
Drag-and drop the arrow in the worksheet and use the open box and yellow diamond handles to adjust the
arrowheads.
5. Flow Chart – Choose from the flow chart menu to add flow chart elements to the worksheet and use the
lines menu to draw connections between the elements.
6. Stars and Banners – Click the button to select stars, bursts, banners, and scrolls.
7. Call Outs – Select from the speech and thought bubbles, and line call outs. Enter the call out text in the
text box that is made.
Smart Art Graphics
Visual representation of information and ideas is called SmartArt Graphics.
Steps to Create a SmartArt
Insert Tab -> SmartArt ->choose category -> ok
To enter values just click on the component where you want to enter text and write the text.
To apply different effects on the SmartArt, by the help of Design tab.
Click on SmartArt. The Design tab will be visible with its ribbon. Select appropriate group from the ribbon
and apply the desired effects
To add a clip art
Steps to insert a Clip Art
1. Click on Insert Tab.
2. From Illustrations Group, Click on Clip Art
3. Then Select a Collection and press Go Button
4. Click on a clip from the collection
5. Clip will be inserted in the worksheet.
6. To edit the clip, just click on the clip. This will display Format tab. Choose the relevant group from the
ribbon of Format tab and do the necessary changes.
To insert a picture
Follow these steps to add a picture, photo or graphic from an existing file:
1. Click on Insert Tab.
2. From Illustrations Group, Click picture.
3. Select a picture from the location of the picture (where you have stored the picture) and press enter or
click on insert button.
4. The picture is added on the excel sheet. Click on the picture to activate Format tab. Its ribbon showing
groups like Adjust, Picture Styles, Arrange.