A

Project File

On

“IT SKILLS LAB- 2”

(KMBN251)

For the partial fulfillment of the requirement

For the award of the degree of

MASTER OF BUSINESS ADMINISTRATION

SUBMITTED TO: SUBMITTED BY:

Mr. Piyush Kumar Ishita Kumari

Assistant Professor, MIMT MBA(E)
2nd Sem
 Table of Content

S. No. Content Page No.

1 Assignment 1
 Pivot Table
 Analyzing Data using goal seek and solver.
2 Assignment 2
 Scenarios
 Create named Scenarios.
 Show, Edit, Delete Scenarios.
 Creating Scenario summary report.
3 Assignment 3
 Validation and Auditing.
 Set, edit validation criteria for data entry in a cell
range like: whole number, decimal, list, date,
time.
 Trace precedent and dependents.
4 Assignment 4
 Macros.
 Creating Macros.
 Defining Macro Buttons
5 Assignment 5
 Creating and formatting charts.
 Understanding chart types.
 Differentiate between different charts.
 Create combination charts like: column and line,
column and area.
6 Assignment 6
 Column Chart.
 Bar Chart.
 Line Chart.
 Pie Chart.
 XY Scatter Chart.
 Area Chart.
 Surface Chart.
 Bubble Chart.

Assignment 1
I. Pivot Table

A pivot table, which can be found in spreadsheet programs like Microsoft Excel, Google
Sheets, and others, is a tool for data summarization used in data processing and analysis.
Large volumes of data can be effectively sorted, aggregated, organized, and analysed by
users. The following are some essential characteristics and ideas of pivot tables:
1. Data Summarization: By computing totals, averages, counts, and other aggregate
operations, pivot tables can provide an overview of data.
2. Data Organization: To create a customizable and dynamic summary, users can drag and
drop fields to arrange data into rows, columns, and values.
3. Filtering and Sorting: To highlight particular subsets or patterns, pivot tables offer the
ability to filter and sort data.
4. Dynamic Adjustment: Real-time analysis is possible since the pivot table automatically
updates to reflect changes in the source data.
5. Grouping: Information can be arranged into groups based on numerical ranges or dates
(by year, quarter, or month).
6. Drill-Down: Users can access detailed underlying data by drilling down into
summarized data.

How to Make a Pivot Table

 1. Decide on a Data Range: Emphasize the information you wish to examine.
2. Insert Pivot Table: Select "PivotTable" from the "Insert" tab.
3. Select Location: Choose the location of the pivot table (new worksheet or existing one).
4. Drag and Drop Fields: To organize your table, drag fields into the Rows, Columns,
Values, and Filters sections of the PivotTable Field List.

Practical Tips

 Apply Filters: Use filters to concentrate on particular data points.

 Refresh Data: To update the summary in the event that the source data changes, refresh
the pivot table.
 Use Slicers: Available in more recent Excel versions, slicers provide an interactive
method of filtering data.

Large datasets can be easily interpreted with the use of pivot tables, which can also provide
insights that may not be immediately apparent from raw data alone.

II. Analyzing Data using goal seek and solver

When utilizing Goal Seek and Solver in spreadsheet programs such as Microsoft Excel, users
can conduct what-if analysis and identify the best solutions for their data. Although both
tools are a component of Excel's data analysis package, their functions and purposes are
different.
Goal Seek
A straightforward tool called Goal Seek is used to determine the input value that a formula
needs to reach a particular goal or aim. It operates on a single variable at once.
Tips for Using Goal Seek:

1. Establish Your Formula: Ensure that a cell in your formula relies on the value of
another cell.
2. Open Objective Search: Navigate to the "Data" tab, pick "Goal Seek" under "What-If
Analysis."
3. Enter the settings:
  Set Cell: The cell containing the formula you're trying to reach a particular value
for.
 To Value: The desired outcome that the formula is supposed to achieve.
 By Changing Cell: Excel will modify the value of this cell in order to reach the
desired result.

Solver

A more sophisticated tool for handling optimization issues with numerous variables and
constraints is a solver. It has the ability to maximize, minimize, or reach a particular value for a
formula.

How to Use Solver:

1. Establish Your Model: Specify the variable cells (the cells the solver can alter), the
objective cell (the cell you wish to optimize), and any constraints.
2. Solver in Open Form: Select "Solver" from the "Data" tab (if it isn't visible, you might
need to enable the Solver add-in in Excel).
3. Establishing Parameters: The cell containing the formula that you wish to optimize
(maximize, minimize, or set to a specified value) is called the "Set Objective."
 By Modifying Variable Cells: The objective can be optimized by the cells solver
by making adjustments.
 Subject to Constraints: Include restrictions (such as limitations or certain
conditions) that limit the values of the variable cells.

Practical Tips for Using Goal Seek and Solver

 Clear Objectives: Clearly define what you want to achieve (maximize profit, minimize
cost, reach a specific value).
 Check Constraints: Ensure all relevant constraints are considered to get realistic
solutions.
 Sensitivity Analysis: After finding a solution, analyse how changes in constraints or
parameters affect the outcome.
  Iterate and Refine: Sometimes, refining your model or re-running the analysis with
adjusted parameters can provide better insights.

By using Solver, you can determine the optimal production quantities for each product to
maximize profit while adhering to constraints.
 Assignment 2

I. Scenarios

Scenarios in Excel are part of the What-If Analysis tools that allow you to create and save
different sets of input values and see how they affect the results. This is particularly useful for
forecasting and decision-making, enabling you to compare multiple possible outcomes based on
varying assumptions or data points.

Key Features of Scenarios

1. Multiple Sets of Values: Save and switch between different groups of input values to see
how they impact your results.
2. Scenario Manager: A dedicated interface to manage all your scenarios, add new ones,
edit existing ones, and generate summary reports.
3. Scenario Summary: Create a summary report that compares the results of all scenarios
side by side.

How to Use Scenarios in Excel

1. Set Up Your Worksheet:

o Have a worksheet with input cells (variables) and output cells (results dependent
on the input cells).
o Example: A financial model where input cells include sales volume, price per
unit, and cost per unit, and output cells calculate total revenue, total cost, and
profit.

2. Open Scenario Manager:

o Go to the "Data" tab.
o Click on "What-If Analysis" in the Forecast group.
o Select "Scenario Manager."

3. Add a Scenario:
 o In the Scenario Manager dialog box, click "Add."
o Name your scenario (e.g., "Best Case," "Worst Case").
o Define the changing cells (the input cells that will have different values in each
scenario).

4. Enter Scenario Values:

o After defining the changing cells, you’ll be prompted to enter the values for these
cells specific to the scenario.
o Repeat this process for each scenario you want to create.

5. Show Scenarios:
o In the Scenario Manager, select a scenario and click "Show" to apply the values of
that scenario to the worksheet.
o Observe how the output cells change based on the different input values.

6. Generate a Scenario Summary:

o Click on "Summary" in the Scenario Manager.
o Choose the result cells (output cells) you want to include in the summary.
o Excel will create a new worksheet with a summary table comparing all scenarios
side by side.

Practical Tips

 Consistent Layout: Ensure your input and output cells are consistently laid out to
simplify scenario creation.
 Meaningful Names: Name your scenarios clearly to reflect the situation they represent
(e.g., "High Growth," "Low Demand").
 Document Assumptions: Keep notes on the assumptions behind each scenario to
provide context when reviewing results.

Benefits of Using Scenarios

  Enhanced Decision-Making: Compare different possibilities to make informed
decisions.
 Risk Assessment: Evaluate the impact of various risks and uncertainties.
 Strategic Planning: Plan for best-case, worst-case, and most-likely scenarios to prepare
for different future conditions.

Scenarios in Excel are powerful for simulating different business conditions and their potential
impacts, helping you prepare for a range of possibilities.

II. Create named Scenarios.

Creating named scenarios in Excel is a straightforward process that enhances your ability to
perform what-if analyses effectively. Named scenarios allow you to easily switch between
different sets of input values and analyse their impact on your results. Here's a step-by-step guide
to creating named scenarios in Excel:

Step-by-Step Guide to Creating Named Scenarios

1. Set Up Your Worksheet

Before you create scenarios, ensure your worksheet is set up with input cells (variables) and
output cells (results dependent on the input cells).

2. Open Scenario Manager

1. Go to the "Data" tab.

2. Click on "What-If Analysis" in the Forecast group.
3. Select "Scenario Manager."

3. Add a Scenario

1. In the Scenario Manager dialog box, click "Add."

2. Enter a name for your scenario (e.g., "Best Case").
3. Define the changing cells by selecting the input cells (e.g., A1, B1, C1).
4. Enter Scenario Values

1. After defining the changing cells, a dialog box will prompt you to enter the values for
these cells specific to the scenario.
2. Enter the values for the scenario:
o Best Case: Sales Volume = 1000, Price per Unit = 50, Cost per Unit = 30.
3. Click "OK."

5. Repeat for Additional Scenarios

1. Click "Add" again in the Scenario Manager to create additional scenarios.

2. Enter the names and values for each scenario:
o Worst Case: Sales Volume = 600, Price per Unit = 45, Cost per Unit = 35.
o Most Likely: Sales Volume = 800, Price per Unit = 48, Cost per Unit = 32.

6. Show and Compare Scenarios

1. In the Scenario Manager, select a scenario and click "Show" to apply the values of that
scenario to the worksheet.
2. Observe how the output cells change based on the different input values.

7. Generate a Scenario Summary

1. Click on "Summary" in the Scenario Manager.

2. Choose the result cells (output cells) you want to include in the summary (e.g., D1, E1,
F1).
3. Excel will create a new worksheet with a summary table comparing all scenarios side by
side.

Benefits of Using Named Scenarios

 Efficiency: Quickly switch between different scenarios without manually changing

values.
 Comparison: Easily compare the impact of different sets of assumptions.
  Planning: Prepare for various potential outcomes and make informed decisions.

Using named scenarios in Excel is a powerful way to conduct what-if analyses, enabling better
decision-making and strategic planning.

III. Show, Edit, Delete Scenarios.

Managing scenarios in Excel involves not just creating them but also viewing, editing, and
deleting them as needed. Here's a guide on how to show, edit, and delete scenarios in Excel using
the Scenario Manager.

Showing Scenarios

To view the impact of different scenarios on your worksheet:

1. Open Scenario Manager:

o Go to the "Data" tab.
o Click on "What-If Analysis" in the Forecast group.
o Select "Scenario Manager."
2. Show a Scenario:
o In the Scenario Manager dialog box, select the scenario you want to view.
o Click "Show."
o The worksheet will update to reflect the values of the selected scenario.

Editing Scenarios

To modify the values or the name of an existing scenario:

1. Open Scenario Manager:

o Data tab -> What-If Analysis -> Scenario Manager
2. Select and Edit a Scenario:
o In the Scenario Manager dialog box, select the scenario you want to edit.
o Click "Edit."
3. Update Scenario Details:
 o Change the scenario name if needed.
o Click "OK" to open the "Scenario Values" dialog box.
o Update the values for the changing cells.
o Click "OK" to save the changes.

Deleting Scenarios

To remove scenarios, you no longer need:

1. Open Scenario Manager:

o Data tab -> What-If Analysis -> Scenario Manager
2. Select and Delete a Scenario:
o In the Scenario Manager dialog box, select the scenario you want to delete.
o Click "Delete."
o Confirm the deletion if prompted.

Practical Tips

 Backup: Before deleting scenarios, consider creating a backup of your workbook in case
you need to refer to the scenarios later.
 Consistent Naming: Use clear and consistent names for your scenarios to easily identify
and manage them.
 Regular Updates: Periodically review and update scenarios to ensure they reflect the
most current and relevant data.

Managing scenarios in Excel allows you to dynamically analyse different outcomes and make
informed decisions. By showing, editing, and deleting scenarios, you can keep your data analysis
organized and up-to-date.

IV. Creating Scenario summary report.

Creating a Scenario Summary report in Excel allows you to compare different scenarios side by
side, helping you understand the impact of various inputs on your results. Here’s a step-by-step
guide on how to create a Scenario Summary report:

Step-by-Step Guide to Creating a Scenario Summary Report

1. Set Up Your Worksheet

Ensure your worksheet is set up with input cells (variables) and output cells (results dependent
on the input cells).

2. Open Scenario Manager

1. Go to the "Data" tab.

2. Click on "What-If Analysis" in the Forecast group.
3. Select "Scenario Manager."

3. Add Scenarios

If you haven’t already, add the scenarios you want to compare. For this example, you might have
scenarios like:

 Best Case
 Worst Case
 Most Likely

4. Create a Scenario Summary

1. Open Scenario Manager:

o Data tab -> What-If Analysis -> Scenario Manager
2. Generate Summary:
o In the Scenario Manager dialog box, click "Summary."
3. Set Up the Summary Report:
o In the Scenario Summary dialog box, choose the type of report:
  Scenario summary (default option) or Scenario PivotTable report.
o Select the result cells (output cells) you want to include in the summary. In this
example, select cells D1, E1, and F1.
o Click "OK."
4. View the Summary:
o Excel will generate a new worksheet with a Scenario Summary report. This report
will show each scenario's input values and corresponding output results side by
side.

Steps to Create a Scenario Summary:

1. Open Scenario Manager:

o Go to the "Data" tab.
o Click "What-If Analysis."
o Select "Scenario Manager."
2. Generate the Summary:
o Click "Summary" in the Scenario Manager dialog box.
o In the Scenario Summary dialog box, ensure "Scenario summary" is selected.
o For "Result cells," enter D1, E1, and F1 (Total Revenue, Total Cost, Profit).
o Click "OK."
3. Review the Summary:
o Excel creates a new worksheet with the Scenario Summary.
o The summary shows each scenario’s input values (Sales Volume, Price per Unit,
Cost per Unit) and the resulting output values (Total Revenue, Total Cost, Profit).

Benefits of Scenario Summary Reports

 Comparison: Easily compare different scenarios side by side.

 Insight: Gain insights into how different inputs affect your results.
 Decision-Making: Make more informed decisions by analysing various potential
outcomes.
Practical Tips

 Organize Scenarios: Clearly name and document your scenarios for easy reference.
 Use Descriptive Labels: Ensure your input and output cells have descriptive labels to
make the summary easy to understand.
 Update Regularly: Keep your scenarios and summary reports updated with the latest
data to maintain their relevance.

Creating a Scenario Summary report in Excel is a powerful way to compare different what-if
scenarios and analyse their impact on your results. This helps in making more informed
decisions and understanding potential outcomes based on varying assumptions.

Assignment 3

I. Validation and Auditing

Using Excel for validation and auditing can greatly enhance data integrity, accuracy and
compliance. Here’s how you can implement both validation and auditing within Excel:

Validation in Excel

Data Validation: Data validation in Excel helps ensure that users enter valid data into cells. This
can prevent errors and maintain data quality.

Steps to Implement Data Validation:

 1. Select the Cells: Choose the cells where you want to apply data validation.
2. Go to Data Validation:
o Click on the Data tab.
o In the Data Tools group, click on Data Validation.
3. Set Validation Criteria:
o In the Settings tab, choose the validation criteria (e.g., whole numbers, decimal,
list, date, time, text length, custom).
o Define the specific criteria for validation. For example, if you select a list, enter
the list items separated by commas.
4. Input Message (Optional):
o Go to the Input Message tab.
o Enter a title and input message to help guide users on what is expected.
5. Error Alert:
o Go to the Error Alert tab.
o Set the style (Stop, Warning, Information).
o Enter the title and error message that will appear if the validation criteria are not
met.

Auditing in Excel

Auditing Tools: Excel provides several tools to help audit and track changes in your
spreadsheet.

Key Auditing Tools:

1. Track Changes:
o Enable Track Changes:
 Go to the Review tab.
 Click on Track Changes and select Highlight Changes.
 Check the box for "Track changes while editing" and specify when to
highlight changes (e.g., since last save, all changes).
o Review Changes:
  Use the Review Changes dialog to accept or reject changes.
2. Formula Auditing:
o Trace Precedents and Dependents:
 Select a cell with a formula.
 Go to the Formulas tab.
 Use Trace Precedents to see which cells affect the current cell.
 Use Trace Dependents to see which cells are affected by the current cell.
o Evaluate Formula:
 Select the formula cell.
 In the Formulas tab, click on Evaluate Formula to step through the
calculation process.
o Error Checking:
 In the Formulas tab, click on Error Checking to identify and correct
formula errors.
3. Show Changes:
o In newer versions of Excel (Office 365), use the Show Changes feature under the
Review tab to see a history of changes made to the workbook.

Steps to Enable Auditing:

1. Enable Track Changes:

o Click on the Review tab.
o Select Track Changes and then Highlight Changes.
o Choose the settings that fit your needs, such as tracking changes since the last
save.
2. Use the Audit Trail:
o Once changes are tracked, you can review them by selecting Review Changes
under the Review tab.

By effectively using Excel's validation and auditing features, you can maintain high standards of
data quality and integrity, ensuring reliable and accurate data management.
 II. Set, edit validation criteria for data entry in a cell range like: whole
number, decimal, list, date, time

To set and edit validation criteria for data entry in a cell range in Excel, you can follow these
steps for different types of validation such as whole number, decimal, list, date and time:

Setting Data Validation Criteria

1. Select the Cell Range:

o Highlight the cells where you want to apply the validation.

2. Open Data Validation:

o Go to the Data tab on the Ribbon.
o Click on Data Validation in the Data Tools group.

3. Choose Validation Criteria:

o In the Data Validation dialog box, under the Settings tab, you can choose the
type of validation you want to apply.

List Validation

1. Select Validation Type:

o Under the Allow dropdown, choose List.

2. Set Criteria:
o In the Source box, enter the list items separated by commas (e.g., Yes, No,
Maybe) or select a range of cells that contains the list items.

Date Validation

1. Select Validation Type:

o Under the Allow dropdown, choose Date.

2. Set Criteria:
 o Choose the criteria (e.g., between, not between, equal to, before, after).
o Enter the start and end dates if applicable.

Time Validation

1. Select Validation Type:

o Under the Allow dropdown, choose Time.

2. Set Criteria:
o Choose the criteria (e.g., between, not between, equal to, before, after).
o Enter the start and end times if applicable.

Editing Data Validation Criteria

1. Select the Cell Range:

o Highlight the cells with existing data validation you want to edit.

2. Open Data Validation:

o Go to the Data tab.
o Click on Data Validation.

3. Modify Criteria:
o Make necessary changes in the Settings tab.
o Update the Input Message and Error Alert tabs if needed.

4. Apply Changes:
o Click OK to save the changes.

By following these steps, you can effectively set and manage various data validation criteria in
Excel, ensuring that the data entered into your spreadsheet meets your specific requirements.

III. Trace precedent and dependents.

Tracing precedents and dependents in Excel is a powerful way to audit and understand the
relationships between cells, particularly when dealing with complex formulas. Here’s a detailed
guide on how to trace precedents and dependents:

Trace Precedents

Trace Precedents are cells that directly or indirectly affect the value of the selected cell. These
are the input cells used in the formula of the selected cell.

Steps to Trace Precedents:

1. Select the Cell:

o Click on the cell for which you want to trace precedents.

2. Trace Precedents:
o Go to the Formulas tab on the Ribbon.
o In the Formula Auditing group, click on Trace Precedents.

3. Analyse the Arrows:

o Arrows will appear showing the cells that directly provide data to the selected
cell.
o If the precedent cell is on a different sheet, a small worksheet icon will appear,
and you can double-click the arrow to see the list of cells involved.

4. Remove Arrows:
o To remove the tracing arrows, click on Remove Arrows in the Formula
Auditing group.

Trace Dependents

Trace Dependents are cells that depend on the value of the selected cell. These are the cells that
use the value of the selected cell in their formulas.
Steps to Trace Dependents:

1. Select the Cell:

o Click on the cell for which you want to trace dependents.

2. Trace Dependents:
o Go to the Formulas tab on the Ribbon.
o In the Formula Auditing group, click on Trace Dependents.

3. Analyse the Arrows:

o Arrows will appear showing the cells that are directly dependent on the selected
cell.
o If the dependent cell is on a different sheet, a small worksheet icon will appear,
and you can double-click the arrow to see the list of cells involved.

4. Remove Arrows:
o To remove the tracing arrows, click on Remove Arrows in the Formula
Auditing group.

Tips for Effective Use

 Complex Formulas: For complex spreadsheets, use the tracing features to understand
the flow of data and identify the source of errors.
 Multi-Sheet References: If formulas reference cells in different sheets, use the tracing
arrows to navigate between sheets and understand cross-sheet dependencies.
 Iterative Review: Use the Remove Arrows feature to clear tracing lines after each
analysis to keep your worksheet clean and uncluttered.

By using the Trace Precedents and Trace Dependents features in Excel, you can better
understand the relationships between cells, making it easier to audit and debug your
spreadsheets.
 Assignment 4

I. Macros

Macros in Excel are a powerful tool that allows you to automate repetitive tasks, streamline
workflows, and enhance productivity. Here's a basic overview of macros, how to create them,
and some common uses:

What is a Macro?

A macro is a sequence of instructions that automate tasks in Excel. These instructions are written
in Visual Basic for Applications (VBA), a programming language integrated into Excel.

II. Creating a Macro

Recording a Macro:

1. Enable the Developer Tab:

o Go to File > Options > Customize Ribbon.
o Check the Developer option and click OK.
2. Record the Macro:
 o Go to the Developer tab.
o Click Record Macro.
o Name your macro, assign a shortcut key if desired, and choose where to store the
macro (This Workbook, New Workbook, or Personal Macro Workbook).
o Click OK and perform the actions you want to automate.
o Click Stop Recording when you’re done.

Writing a Macro Manually:

1. Open the VBA Editor:

o Go to the Developer tab.
o Click Visual Basic.
2. Insert a Module:
o In the VBA editor, go to Insert > Module.
3. Write Your VBA Code:
o In the module window, type your VBA code.
4. Run the Macro:
o Close the VBA editor.
o Go to Developer > Macros, select your macro, and click Run.

Common Uses of Macros

1. Automating Data Entry:

o Fill out forms or spreadsheets with repetitive data.
2. Formatting Cells:
o Apply consistent formatting across sheets (e.g., font size, color, borders).
3. Data Analysis:
o Perform complex calculations or data analysis automatically.
4. Generating Reports:
o Create and format reports with a single click.
5. Data Import/Export:
 o Automate the process of importing data from external sources or exporting data to
other formats.

Tips for Using Macros

 Save Your Work: Always save your work before running a macro, as macros can make
significant changes quickly.
 Backup Your Data: Regularly back up your data, especially when working with
complex macros.
 Use Comments: Comment your code to make it easier to understand and maintain.
 Test Thoroughly: Test macros on a small set of data before applying them to your entire
workbook.

Macros can greatly enhance your efficiency in Excel by automating repetitive tasks and allowing
you to focus on more complex analysis and decision-making.

III. Defining Macro Buttons

Defining macro buttons in Excel is a great way to make your macros easily accessible with a
single click. Here’s how you can create and assign macro buttons:

Creating Macro Buttons

Method 1: Using Form Controls

1. Insert a Button:
o Go to the Developer tab.
o Click Insert in the Controls group.
o Choose Button (Form Control).
2. Draw the Button:
o Click on the worksheet where you want the button to be and drag to draw the
button.
3. Assign a Macro:
 o After drawing the button, the Assign Macro dialog box appears.
o Select the macro you want to assign to the button.
o Click OK.
4. Edit the Button Text:
o Right-click the button and choose Edit Text.
o Type the desired text for your button (e.g., "Run Macro").

Method 2: Using ActiveX Controls

1. Insert an ActiveX Button:

o Go to the Developer tab.
o Click Insert in the Controls group.
o Choose Button (ActiveX Control).
2. Draw the Button:
o Click on the worksheet where you want the button to be and drag to draw the
button.
3. Edit the Button Properties:
o Right-click the button and select Properties.
o Modify properties such as Caption (the text displayed on the button).
4. Assign a Macro:
o Right-click the button and select View Code.
o This opens the VBA editor.
o Inside the subroutine (e.g., CommandButton1_Click), write the code to call your
macro
o Replace YourMacroName with the actual name of your macro.

Managing and Customizing Macro Buttons

 Moving and Resizing: You can click and drag to move the button, or click and drag the
edges to resize it.
 Formatting: Right-click the button and choose Format Control to adjust the appearance,
such as colors, fonts, and borders.
  Deleting: Right-click the button and choose Cut to remove it from the worksheet.

Best Practices for Macro Buttons

 Label Clearly: Use descriptive text for your buttons to indicate what each macro does.
 Place Strategically: Position buttons in convenient locations on your worksheet for easy
access.
 Group Related Buttons: If you have multiple macro buttons, consider grouping them
together or placing them in a logical sequence.

Creating macro buttons enhances usability, making it straightforward to execute your macros and
streamline your workflow.

Assignment 5
I. Creating and formatting charts

Creating and formatting charts in Excel can help you visualize data effectively. Here’s a step-by-
step guide to creating and formatting charts:

Creating Charts

Step 1: Select Your Data

1. Highlight the Data:

o Select the data range you want to include in the chart. This typically includes the
column or row labels and the data values.

Step 2: Insert the Chart

 1. Go to the Insert Tab:
o Click on the Insert tab on the Ribbon.
2. Choose a Chart Type:
o In the Charts group, select the chart type you want to use (e.g., Column, Line, Pie,
Bar, Area, Scatter, etc.).
o Click on the specific chart subtype you want to use. Excel will insert the chart into
your worksheet.

Formatting Charts

Step 1: Selecting Chart Elements

1. Click on the Chart:

o Clicking on the chart will display the Chart Tools on the Ribbon, including the
Design, Format, and Chart Styles tabs.

Step 2: Chart Title

1. Add or Edit the Chart Title:

o Click on the chart title to edit it directly or go to the Chart Tools Design tab, then
click Add Chart Element > Chart Title and choose Above Chart or Centered
Overlay.

Step 3: Axis Titles

1. Add Axis Titles:

o Go to Chart Tools Design > Add Chart Element > Axis Titles, and select Primary
Horizontal or Primary Vertical.
o Click on the axis title to edit it.

Step 4: Data Labels

1. Add Data Labels:

 o Go to Chart Tools Design > Add Chart Element > Data Labels, and choose where
you want the labels to appear (e.g., Center, Inside End, Outside End).

Step 5: Legend

1. Position the Legend:

o Go to Chart Tools Design > Add Chart Element > Legend, and select a position
(e.g., Right, Top, Left, Bottom).

Step 6: Gridlines

1. Adjust Gridlines:
o Go to Chart Tools Design > Add Chart Element > Gridlines, and choose which
gridlines to display (e.g., Primary Major Horizontal, Primary Major Vertical).

Advanced Formatting

Step 1: Change Chart Type

1. Change Chart Type:

o Select the chart, then go to Chart Tools Design > Change Chart Type, and choose
a new chart type or combination chart.

Step 2: Format Data Series

1. Format Data Series:

o Right-click on a data series and choose Format Data Series.
o Adjust fill, border, shadow, and other effects.

Step 3: Chart Styles

1. Apply Chart Styles:

o Go to Chart Tools Design and choose from the Chart Styles gallery to quickly
apply predefined formatting.
 Step 4: Customize Colors

1. Change Colors:
o Go to Chart Tools Design > Change Colors, and select a different color palette for
your chart.

Creating and formatting charts in Excel can significantly enhance your data presentation, making
it easier to understand and interpret information.

II. Understanding chart types.

Understanding the different types of charts available in Excel can help you choose the best way
to visualize your data. Here’s an overview of common chart types and when to use them:

1. Column Charts

 Description: Column charts use vertical bars to represent data values.

 Best For: Comparing data across different categories.
 Example: Monthly sales data for a year.

2. Bar Charts

 Description: Bar charts use horizontal bars to represent data values.

 Best For: Comparing data across categories, especially when category names are long.
 Example: Survey results comparing preferences among different age groups.

3. Line Charts

 Description: Line charts display data points connected by lines.

 Best For: Showing trends over time.
 Example: Stock prices over a year.

4. Pie Charts
  Description: Pie charts display data as slices of a circle, with each slice representing a
proportion of the whole.
 Best For: Showing the relative proportions of different categories.
 Example: Market share of different companies.

5. Area Charts

 Description: Area charts are similar to line charts but with the area below the line filled
in.
 Best For: Showing trends over time with an emphasis on the magnitude of change.
 Example: Revenue growth over several years.

6. Scatter Charts

 Description: Scatter charts plot individual data points on an X and Y axis.

 Best For: Showing the relationship between two variables.
 Example: Relationship between advertising spend and sales revenue.

7. Bubble Charts

 Description: Bubble charts are a variation of scatter charts where the size of the bubbles
represents a third variable.
 Best For: Comparing three variables.
 Example: Sales revenue (X-axis), profit margin (Y-axis), and market size (bubble size).

8. Stock Charts

 Description: Stock charts are specialized charts for showing stock prices and other
financial data.
 Best For: Visualizing stock market data such as opening, closing, high, and low prices.
 Example: Daily stock prices for a month.

9. Surface Charts
  Description: Surface charts display data in a 3D surface format.
 Best For: Finding the best combinations between two sets of data.
 Example: Performance metrics across different departments and time periods.

10. Radar Charts

 Description: Radar charts display data values relative to a central point, with each
category represented by a spoke.
 Best For: Comparing multiple variables for a single entity.
 Example: Performance evaluation across different skill areas.

11. Combo Charts

 Description: Combo charts combine two or more chart types in a single chart.
 Best For: Highlighting different data series that have different data types or scales.
 Example: Comparing sales volume (column) and average price (line).

Choosing the Right Chart Type

 Consider the Data: Think about what you want to highlight. Trends over time?
Proportions? Comparisons?
 Audience Understanding: Choose a chart type that will be easily understood by your
audience.
 Simplicity: Avoid cluttering the chart with too much information. Simpler charts are
often more effective.
 Highlight Key Insights: Ensure the chosen chart type effectively communicates the key
insights from your data.

Understanding these chart types and their best use cases will help you effectively present your
data and insights in Excel.

III. Differentiate between different charts

Chart Type Features Purpose Best For Examples

Column Chart Vertical bars Compare data Short category Monthly sales
across categories names or time- data
series
Bar Chat Horizontal bars Compare data Long category Survey results by
across categories names age group
Line Chart Data points Survey results by Continuous data Stock prices over
connected by age group a year
lines
Area Chart Filled area Emphasize Volume or Revenue growth
bellow lines magnitude over quantity changes
time
Pie Chart Circular, divided Show Simple, single- Market share
into slices proportions of a series data
whole
Doughnut Chart Circular with a Show Multiple related Market share by
hole proportions with datasets region
multiple series
Scatter Chart Data point on X Show Correlations and Advertising spends
and Y axis relationship distributions vs sales

between
variables
Bubble Chart Size of bubbles Compare three Correlations with Correlations with
represents values variables an additional an additional
dimension dimension
Stock Chart Specialized on Show detailed Financial market Daily stock prices
financial data stock price data
movements
Radar Chart Values related to Compare multiple Performance Employee
a central point variables evaluations performance

Surface Chart 3D Surface Find best Complex data sets Product

combinations of performance
 data and relationships analysis
Combo Chart Combined Highlight different Data series with Sales volume and
multiple chart data series different data types average price

types

IV. Create combination charts like: column and line, column and area

Creating combination charts in Excel, such as column and line charts or column and area charts,
allows you to compare different data series that may have different scales or types. Here’s how
you can create these combination charts:

Column and Line Combination Chart

Step 1: Select Your Data

1. Highlight the Data:

o Select the data range A1 (including headers).

Step 2: Insert a Column Chart

1. Go to the Insert Tab:

o Click on the Insert tab.
o Select Insert Column or Bar Chart.
o Choose Clustered Column.

Step 3: Change Chart Type for Profit Data Series

1. Select the Chart:

o Click on the chart to select it.
2. Change Chart Type:
o Go to the Chart Tools Design tab.
o Click Change Chart Type.
o In the Change Chart Type dialog box, select Combo from the list on the left.
 o Under Choose the chart type and axis for your data series, set the Sales series to
Clustered Column and the Profit series to Line.
o Check the Secondary Axis box for the Profit series if the values are on different
scales.
o Click OK.

Step 4: Customize the Chart

1. Add Chart Elements:

o Go to Chart Tools Design > Add Chart Element.
o Add elements like chart title, axis titles, and data labels as needed.

Column and Area Combination Chart

Step 1: Select Your Data

1. Highlight the Data:

o Select the data range A1 (including headers).

Step 2: Insert a Column Chart

1. Go to the Insert Tab:

o Click on the Insert tab.
o Select Insert Column or Bar Chart.
o Choose Clustered Column.

Step 3: Change Chart Type for Profit Data Series

1. Select the Chart:

o Click on the chart to select it.
2. Change Chart Type:
o Go to the Chart Tools Design tab.
o Click Change Chart Type.
o In the Change Chart Type dialog box, select Combo from the list on the left.
 o Under Choose the chart type and axis for your data series, set the Sales series to
Clustered Column and the Profit series to Area.
o Check the Secondary Axis box for the Profit series if the values are on different
scales.
o Click OK.

Step 4: Customize the Chart

1. Add Chart Elements:

o Go to Chart Tools Design > Add Chart Element.
o Add elements like chart title, axis titles, and data labels as needed.

Final Touches

1. Format the Chart:

o You can further format the chart by right-clicking on different chart elements
(e.g., series, axes) and choosing Format options.
o Adjust colors, line styles, and other formatting options to enhance the readability
and visual appeal of the chart.

By following these steps, you can create effective combination charts in Excel that help visualize
data in a more comprehensive way, allowing for easier comparison of different data series.
 Assignment 6

I. Column Chart

A column chart is a method of displaying data with categories represented by a rectangle—

sometimes called vertical bar charts. They allow easy comparisons among a number of items
and trends analysis. In general, statistics and figures are difficult to understand when presented
in tables or written format. Column charts make things easy, immediate, and understandable.

When to use column charts

As one of the most common charts, there are a range of scenarios where they are excellent at
conveying information in a logical, clear manner. Column charts are best used when:

 The data has a small number of discrete categories. Each of those categories has a single
value.
  The chart needs to compare the values for each category.
 The goal is to make the information as easy to understand as possible.

In business settings, column charts are regularly used in reporting. Whether the data is sales
information, KPI outcomes, or a customer analysis, the column chart is ideal. They are far more
flexible in their use than a pie chart, for instance, and present more data and categories.

II. Bar Chart

A bar chart or bar graph is a chart or graph that presents categorical data with rectangular
bars with heights or lengths proportional to the values that they represent. The bars can be
plotted vertically or horizontally. A vertical bar chart is sometimes called a column chart.

A bar graph shows comparisons among discrete categories. One axis of the chart shows the
specific categories being compared, and the other axis represents a measured value. Some bar
graphs present bars clustered in groups of more than one, showing the values of more than one
measured variable.
III. Line Chart.
A line chart (aka line plot, line graph) uses points connected by line segments from left to right
to demonstrate changes in value. The horizontal axis depicts a continuous progression, often that
of time, while the vertical axis reports values for a metric of interest across that progression.

The line chart above shows the exchange rate between two fictional currencies over a six-month
period. As time progresses from left to right, points connect the daily exchange rates. We can
read from the general slope of the line and its vertical positions that the rate improved from about
0.75 to 0.78 between March and early April, then fell gradually to about 0.765 in late May and
June.

When you should use a line chart

You will use a line chart when you want to emphasize changes in values for one variable (plotted
on the vertical axis) for continuous values of a second variable (plotted on the horizontal). This
emphasis on patterns of change is sold by line segments moving consistently from left to right
and observing the slopes of the lines moving up or down.

 Horizontal Axis
 Vertical Axis
 Frequency Polygon
IV. Pie Chart
A pie chart is a type of graph representing data in a circular form, with each slice of the circle
representing a fraction or proportionate part of the whole. All slices of the pie add up to make the
whole equalling 100 percent and 360 degrees.
The pie chart represents data in a pictorial form, making it easier to visualize and understand the
proportionate parts or composition of a data set. It’s also sometimes referred to as a circle chart.
The slices of the pie are often represented with percentages, signifying their contribution to the
whole. This isn’t mandatory; a pie chart can be drawn by directly converting data values into
degrees. However, converting into percentages makes data more comprehensible for an average
reader.
What is a Pie Chart Used For?
Compared to several other types of charts and graphs, pie charts have fairly limited use-case
applications. You can only use a pie chart to represent the parts of a whole. In other words, the
data and categories must be subsets of a larger data group of a single category to be denoted via a
pie chart.
A pie chart is used to:
 Show parts-to-whole relationship
  Demonstrate each element’s contribution to the whole
 Compare the contribution of different categories to the whole

A pie chart helps us better visualize and comprehend categorical and numerical data that can
otherwise be confusing or difficult to understand.

V. XY Scatter Chart

XY (Scatter) charts plot two groups of numbers as one series of XY coordinates. XY charts
show the relatedness of two sets of data. If the data points cluster or bunch in a certain
configuration - for example, if they tend to form the shape of a line -- that indicates that the two
sets of data are correlated in some way.

Each marker represents a data point. Each data point must have two pieces of data related to it:
its X coordinate and its Y coordinate.

XY charts can have more than one series. Data points in one series all have the same marker
style. By default, Formula One for Java connects the markers in a series with a line.
 XY charts should be used when you want to compare two sets of values for each series. If one
of the two sets of data falls into categories in which you have one entry per category (for
example, a statistic that happens every year or for every age group), that data is better served
appearing as categories on a different type of chart.

VI. Area Chart

An area chart combines the line chart and bar chart to show how one or more groups’ numeric
values change over the progression of a second variable, typically that of time. An area chart is
distinguished from a line chart by the addition of shading between lines and a baseline, like in a
bar chart.
This area chart shows the number of active users for a fictional web-based company, computed
by month. Values for each month can be measured not just from the vertical position of the top
of the shape, but also the colored height between the baseline and top. In this chart, we can see
that the number of active users has about doubled from November 2019 to February 2020, and
that the rate of user gains has increased over time.
When you should use an area chart

While the example above only plots a single line with shaded area, an area chart is typically used
with multiple lines to make a comparison between groups (aka series) or to show how a whole is
 divided into component parts. This leads to two different types of area chart, one for each use
case.

VII. Surface Chart.

Surface Chart (3D Surface Plot) displays a set of three-dimensional data as a mesh surface. It
is useful when you need to find the optimum combinations between two sets of data. The colors
and patterns in Surface Charts indicate the areas that are in the same range of values by
analogy with a topographic map. A typical 3D Surface Plot is constructed from three variables:
X, Y, and Z. Two of them are independent, located on the horizontal axes. The other is
dependent, shown along the vertical axis. Hence, Surface Charts represent a functional
relationship between a designated dependent variable and two independent ones.
VII. Bubble Chart

A bubble chart (aka bubble plot) is an extension of the scatter plot used to look at relationships
between three numeric variables. Each dot in a bubble chart corresponds with a single data point,
and the variables’ values for each point are indicated by horizontal position, vertical position,
and dot size.
The example bubble chart above depicts the points scored per game by teams in the regular
season of the National Football League in 2018. Each bubble represents a single team’s
performance. A bubble’s horizontal position notes the average points scored against that team
each game, and the vertical position notes the average points scored by that team each game.
Each bubble’s size indicates the number of wins earned by each team, with larger bubbles
corresponding to higher win rates. (Ties are worth half a win.)

From the plot, we can see that there is a lot more variance in points scored by teams than by their
opponents, but there’s no particularly strong correlation between the two. Instead, the main
takeaway from the plot comes from the third variable: as teams score more points and allow
fewer points from their opponents (towards the upper left), they will earn more victories, as one
might naturally expect.
The name “bubble chart” is sometimes used to refer to a different chart type, the packed circle
chart. This is a completely different chart type that will be discussed briefly towards the end of
the article.

When you should use a bubble chart

Like the scatter plot, a bubble chart is primarily used to depict and show relationships between
numeric variables. However, the addition of marker size as a dimension allows for the
comparison between three variables rather than just two. In a single bubble chart, we can make
three different pairwise comparisons (X vs. Y, Y vs. Z, X vs. Z), as well as an overall three-way
comparison. It would require multiple two-variable scatter plots in order to gain the same
number of insights; even then, inferring a three-way relationship between data points will not be
as direct as in a bubble chart.