Basic Functions

Functions can be a more efficient way of performing mathematical operations than formulas. For example, if you
wanted to add the values of cells D1 through D10, you would type the formula
"=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter way would be to use the SUM function and simply type
"=SUM(D1:D10)". Several other functions and examples are given in the table below:

Function Example Description

SUM =SUM(A1:100) finds the sum of cells A1 through A100
AVERAGE =AVERAGE(B1:B10) finds the average of cells B1 through B10
MAX =MAX(C1:C100) returns the highest number from cells C1 through C100
MIN =MIN(D1:D100) returns the lowest number from cells D1 through D100
SQRT =SQRT(D10) finds the square root of the value in cell D10
TODAY =TODAY() returns the current date (leave the parentheses empty)
counts the number of cells that contain numbers from cells A1 through
COUNT =COUNT(A1:C10)
C10

Charts
Charts allow you to present information contained in the worksheet in a graphic format. Excel offers many
types of charts including: Column, Line, Pie, Bar, Area, Scatter and more. To view the charts available click the
Insert Tab on the Ribbon.

GETTING TO KNOW THE ELEMENTS OF A CHART

A chart has many elements. Some of these elements are displayed by default, others can be added as
needed. You can change the display of the chart elements by moving them to other locations in the chart, resizing
them, or by changing the format. You can also remove chart elements that you do not want to display.

The chart area of the chart. (chart area: The entire chart and all its elements.)
The plot area of the chart. (plot area: In a 2-D chart, the area bounded by the axes, including all data series.
In a 3-D chart, the area bounded by the axes, including the data series, category names, tick-mark labels, and axis
titles.)
The data points of the data series that are plotted in the chart. (data points: Individual values plotted in a
chart and represented by bars, columns, lines, pie or doughnut slices, dots, and various other shapes called data
markers. Data markers of the same color constitute a data series.) (data series: Related data points that are
plotted in a chart. Each data series in a chart has a unique color or pattern and is represented in the chart legend.
You can plot one or more data series in a chart. Pie charts have only one data series.)
The horizontal (category) and vertical (value) axis along which the data is plotted in the chart. (axis: A
line bordering the chart plot area used as a frame of reference for measurement. The y axis is usually the vertical
axis and contains data. The x-axis is usually the horizontal axis and contains categories.)
 The legend of the chart. (legend: A box that identifies the patterns or colors that are assigned to the data
series or categories in a chart.)
A chart and axis title that you can use in the chart. (titles in charts: Descriptive text that is automatically
aligned to an axis or centered at the top of a chart.)
A data label that you can use to identify the details of a data point in a data series. (data label: A label that
provides additional information about a data marker, which represents a single data point or value that originates
from a datasheet cell.)

Create a Chart
To create a chart:
 Select the cells that contain the data you want to use in the chart
 Click the Insert tab on the Ribbon
 Click the type of Chart you want to create

Modify a Chart
Once you have created a chart you can do several things to modify the chart.
To move the chart:
 Click the Chart and Drag it another location on the same worksheet, or
 Click the Move Chart button on the Design tab
 Choose the desired location (either a new sheet or a current sheet in the workbook)

To change the data included in the chart:

 Click the Chart
 Click the Select Data button on the Design tab

To reverse which data are displayed in the rows and columns:

 Click the Chart
 Click the Switch Row/Column button on the Design tab
To modify the labels and titles:
 Click the Chart
 On the Layout tab, click the Chart Title or the Data Labels button
 Change the Title and click Enter

Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart. The tools are located on three tabs:
Design, Layout, and Format.

Within the Design tab you can control the chart type, layout, styles, and location.

Within the Layout tab you can control inserting pictures, shapes and text boxes, labels, axes, background, and
analysis.

Within the Format tab you can modify shape styles, word styles and size of the chart.

Chart types
 Column - Data that is arranged in columns or rows on a worksheet can be plotted in a column chart.
Column charts are useful for showing data changes over a period of time or for illustrating comparisons
among items.
In column charts, categories are typically organized along the horizontal axis and values along the vertical
axis.
 Bar - Data that is arranged in columns or rows on a worksheet can be plotted in a bar chart. Bar charts
illustrate comparisons among individual items.
 Line - Data that is arranged in columns or rows on a worksheet can be plotted in a line chart. Line charts
can display continuous data over time, set against a common scale, and are therefore ideal for showing
trends in data at equal intervals. In a line chart, category data is distributed evenly along the horizontal
axis, and all value data is distributed evenly along the vertical axis.
  Pie - Data that is arranged in one column or row only on a worksheet can be plotted in a pie chart. Pie
charts show the size of items in one data series, proportional to the sum of the items. The data points in a
pie chart are displayed as a percentage of the whole pie.
 Area - Data that is arranged in columns or rows on a worksheet can be plotted in an area chart. Area
charts emphasize the magnitude of change over time, and can be used to draw attention to the total value
across a trend. For example, data that represents profit over time can be plotted in an area chart to
emphasize the total profit.

Conditional Formatting
Conditional formatting helps you visually answer specific questions about your data. You can apply
conditional formatting to a cell range, a Microsoft Excel table, or a PivotTable report. There are important
differences to understand when you use conditional formatting on a PivotTable report.

Format only cells that contain text, number, or date or time values
To more easily find specific cells within a range of cells, you can format those specific cells based on a
comparison operator. For example, in an inventory worksheet sorted by categories, you can highlight the products
with fewer than 10 items on hand in yellow. Or, in a retail store summary worksheet, you can identify all stores
with profits greater than 10%, sales volumes less than $100,000, and region equal to "SouthEast."

1. Select one or more cells in a range, table, or PivotTable report.

2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and then click
Highlight Cells Rules.

3. Select the command that you want, such as Between, Equal To Text that Contains, or A Date
Occurring.
4. Enter the values that you want to use, and then select a format.