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M O D U L E 2

Microsoft Excel 2003

CompleteVISUALTM

Step-by-step SeriesComputer Training Manualwww.computertrainingmanual.com

THE COMPLETE

MicrosoftExcel 2003 Module 2

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MicrosoftExcel 2003 Module 2HOW TO USE THIS MANUAL

The CompleteVISUALTM step-by-step computer training manual is specially developed and organized based on the Instructional Design concepts, to ensure the effectiveness of the learning process.

Most of the tasks in each chapter fit into a single page for easy reference. Most tasks are summarized to less than 10 key steps and accompanied by actual screen illustrations. Every step you go through is practical and relevant. All chapters are independent. No exercise files need to be installed prior to the training, so you can start training from the modules that best suit you or your trainees. However, the module sequence that we suggest is designed to optimize your computer learning process.

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MicrosoftExcel 2003 Module 2HOW TO USE THIS MANUAL

Instructions You are asked toClick File >> Save. Click File to expand the file menu from the menu bar, then

click the Save command from this menu.Press <Shift>+<Tab> Hold down the Shift key while pressing the Tab key on the

keyboard.Type Photo from Kevin Jeff. Type the phrase Photo from Kevin Jeff.

Appropriate tips, tricks, and shortcuts that you may find useful are included to further enhance your skills.

Handy summary. Each task concludes with a summary that reinforces the key steps in the task. It also serves as a cue card for a specific task.

Detailed descriptions and explanations on each step help you to learn more about the step that you have just performed.

Actual screen illustrations such as the dialog boxes and the result outcomes are displayed to show you how they appear on screen. This helps you to learn visually and effectively.

A rectangle or circle is used to draw your attention to the part of the illustration that you are dealing with.

Visual step-by-step instructions take you through hands-on activities to accomplish each task. These instructional actions appear in bold.

The important commands or keywords are highlighted in this font and style.

The text that you need to type in appears in this font and styles such.

Task Name. Each task consists of a series of fully illustrated step-by-step instructions, which help you through the hands-on activities.

MicrosoftExcel 2003 Module 2TABLE OF CONTENTS

FORMATTING WORKSHEETS........................................................................7Adjusting Column Width / Row Height...................................................................................8

How To Adjust The Column Width Using The Mouse........................................................9How To Adjust The Column Width Using The Menu........................................................10How To Adjust The Row Height Using The Mouse..........................................................11How To Adjust The Row Height Using The Menu............................................................12How To Hide / Unhide Rows / Columns...........................................................................13How To Freeze A Column / A Row..................................................................................14How To Split A Worksheet Into Panes.............................................................................15

Formatting Cells Using The Toolbar.....................................................................................16How To Change The Font................................................................................................16How To Change The Font Size........................................................................................17How To Make Text Bold...................................................................................................17How To Italicize Text........................................................................................................17How To Underline Text....................................................................................................17How To Change The Font Color......................................................................................18How To Align Data In A Cell.............................................................................................19How To Indent Data In A Cell...........................................................................................20How To Merge Cells And Center Data.............................................................................21How To Change Numbers To Percentages.....................................................................22How To Increase / Decrease Decimal Places..................................................................23How To Copy A Format Using Format Painter.................................................................24

Formatting Cells Using Menu Options.................................................................................25How To Double Underline Using The Menu Option.........................................................26How To Align Cell Data Vertically....................................................................................27How To Change Text Orientation.....................................................................................28How To Wrap Text In A Cell.............................................................................................29How To Format Numbers As Currency............................................................................30How To Format Dates......................................................................................................31How To Change The Background Color Of A Cell...........................................................32How To Add An Outline Border........................................................................................33How To Add A Double Line Border..................................................................................34How To Format A Table Using AutoFormat.....................................................................35

CREATING CHARTS......................................................................................36Creating A Chart Using The Chart Wizard............................................................................37

How To Use The Chart Wizard........................................................................................38How To Move A Chart......................................................................................................41How To Resize A Chart...................................................................................................41How To Change The Chart Type.....................................................................................42How To Change The Source Data Of A Chart.................................................................43How To Swap Labels In Legend With The X-axis............................................................44How To Move An Existing Chart To A New Worksheet...................................................45

Changing Chart Options........................................................................................................46How To Change Chart, X axis And Y axis Titles..............................................................47How To Change The Gridlines.........................................................................................48How To Change The Legend...........................................................................................49How To Insert Data Labels...............................................................................................50How To Add A Data Table...............................................................................................51How To Delete A Data Series..........................................................................................52

2003 ComputerTrainingManual.com

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MicrosoftExcel 2003 Module 2TABLE OF CONTENTS

How To Add A Data Series Using The Mouse.................................................................53How To Delete A Chart....................................................................................................53

Formatting A Chart.................................................................................................................54How To Change The Font Format...................................................................................56How To Change The Text Orientation.............................................................................57How To Change The Color Of An Object.........................................................................58How To Change The Order Of A Data Series..................................................................59How To Use A Combination Of Chart Types....................................................................60How To Create A Pie Chart..............................................................................................61How To Use The 3-D View To Rotate A Chart.................................................................62How To Explode A Wedge In A Pie Chart........................................................................63How To Create A Picture Chart........................................................................................64

SETTING UP A PAGE AND PRINTING..........................................................65Setting Up A Page.................................................................................................................. 66

How To Insert And Remove A Page Break......................................................................67How To Set And Clear The Print Area.............................................................................68How To Change The Page Orientation............................................................................69How To Change The Scaling...........................................................................................69How To Change The Paper Size.....................................................................................70How To Change The Page Margin...................................................................................70How To Align To The Center Of The Page......................................................................71How To Add A Header / Footer........................................................................................72

Previewing and Printing.........................................................................................................74How To View The Print Preview.......................................................................................75How To Print Active Sheets.............................................................................................76How To Print Selected Cells............................................................................................77How To Print A Chart.......................................................................................................78How To Print Multiple Copies...........................................................................................79


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Formatting Worksheets

Objectives:When you have completed these lessons, you will be able to:

Adjust the column width and row height Hide / unhide rows and columns Freeze panes Split a worksheet into panes Format the background and border of a

cell Change the font and font size Apply Bold, Italic and underlined

formatting Align data in a cell Merge cells and center data Change a number to a percentage Increase and decrease decimal places Copy a format using the format painter Double underline using the menu

option Align vertically Change text orientation Wrap text in a cell Format numbers as currency Format dates Change the background color of a cell Add an outline border Add a double line border Format a table using AutoFormat


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MicrosoftExcel 2003 Module 2FORMATTING WORKSHEETS

Adjusting Column Width / Row HeightThe column width and the row height of a worksheet may be modified to improve the worksheet’s appearance. The row height is adjusted automatically when you change the size of the cell content. You can also adjust the appearance manually with the mouse or the menu options.

Adjusted column width

Adjusted row height


How To Adjust The Column Width Using The Mouse

1.Position your mouse pointer at the boundary on the right of the column heading of which you want to adjust the width.

2.Click and drag to the width you want.

To AutoFit the width of a column - double-click at the right boundary of the column headingor- select the column, then click Format >>Column >> AutoFit Selection.

To adjust the width of multiple columns, select the columns you want, and then drag any column-heading boundary within the selection.

1. Position your mouse pointer at the boundary on the right of the Column D heading.This is to adjust the column D width. The pointer is changed to a double-headed arrow, as shown below.

2. Click and drag to the width you want.The column width information is shown when you drag the boundary.

3. Release the mouse button.The column width is adjusted as shown below.

SUMMARY

TIPS


How To Adjust The Column Width Using The Menu

1.Select the column, for which you want to adjust the width.

2.Click Format >>Column >> Width.

3.In the Column width box, type the new width you want.

4.Click the OK button.

1. Select Column B and Column C.Click at the column heading B and drag to column C to select the columns.

2. From the menu, click Format >> Column >> Width. In the Column width box, type 6.A Column Width dialog box appears, as shown below.

3. Click the OK button.The width of the selected columns is adjusted.

SUMMARY


How To Adjust The Row Height Using The Mouse

1.Position your mouse pointer at the boundary below the row heading of which you want to adjust the height.

2.Click and drag to the height you want.

To AutoFit the height of a row - double-click at the boundary below the row headingor- select the row, then click Format >>Row >> AutoFit.

To adjust the height of multiple rows, select the rows you want, and then drag any row-heading boundary within the selection.

1. Position your mouse pointer at the boundary below the Row 2 heading.This is to adjust the height of row 2. The pointer changes to a double-headed arrow, as shown below.

2. Click and drag to the height you want.The new row height appears near the mouse pointer when you drag the boundary.

SUMMARY

TIPS


How To Adjust The Row Height Using The Menu

1.Select the row.2.Click Format >>

Row >> Height.3.In the Row height

box, type the new height you want.


1. Select the row 2.Click the row 2 heading.

2. From the menu, click Format >> Row >> Height. In the Row height box, type 40.A Row Height dialog box appears, as shown below.

3. Click the OK button.The row height is now adjusted.

SUMMARY


How To Hide / Unhide Rows / Columns

To Hide Rows1.Select a cell or cells

in the rows that you want to hide.

2.Click Format >>Row >> Hide.

To Hide Columns1.Select a cell or cells

in the columns that you want to hide.

2.Click Format >>Column >> Hide.

To Unhide Rows1.Select the cells on

either side of the hidden rows.

2.Click Format >>Row >> Unhide.

To Unhide Columns1.Select the cells on

either side of the hidden columns.

2.Click Format >>Column >> Unhide.

1. Click cell A4.You will hide Mary's data.

2. From the menu, click Format >> Row >> Hide.The entire row 4 disappears.

3. Click and drag to select A3:A5.You need to select the cells on either side of the hidden row or column.

4. From the menu, click Format >> Row >> Unhide.Row 4 reappears, as shown below.

SUMMARY


How To Freeze A Column / A Row

To Freeze Panes1.Click the cell to the

right of the columns you want to freeze, or/and below the rows you want to freeze.

2.Click Window >>Freeze Panes.

To Unfreeze Panes1.Click Window >>

Unfreeze Panes.

You will only see the Unfreeze Panes command after freezing panes.

1. Click cell B3.You will freeze column A and row 2, so that when you scroll down, the sales person names and the column titles remain on your screen.

2. From the menu, click Window >> Freeze Panes.Black lines appear on the left and above the active cell.

3. Scroll down your screen.The column titles remain on your screen.

4. Scroll to the right.The sales person names remain on your screen.

5. From the menu, click Window >> Unfreeze Panes.The freeze panes are removed.

SUMMARY

TIPS


How To Split A Worksheet Into Panes

1.Click the cell where you want to split the worksheet.

2.Click Window >>Split.

3.Click Window >>Remove Split to remove the panes.

Splitting a worksheet into panes is useful when you want to view different parts of the data on a large worksheet.

You can also remove the split or adjust the proportions of the panes by dragging the separators between the panes.

1. Click cell E8.The worksheet will split at the position of the active cell E8.

2. From the menu, click Window >> Split.The worksheet window splits into 4 panes, as shown below.

Use the vertical and horizontal scroll bars to show the data in the empty panes. You can fill the other panes with the data from different parts of the worksheet.

3. From the menu, click Window >> Remove Split.The panes are removed.

SUMMARY

TIPS


Formatting Cells Using The ToolbarExcel allows you to control the appearance of the cells. This includes the data format, font, alignment, border, and pattern of the cells.

How ToChange The Font

1.Select the cell, in which you want to change the font.

2.Click the Font drop-down arrow on the Formatting toolbar.

3.Click the font you want from the list.

1. Select the range B2:D2, in which you want to change the font.The cells are highlighted.

2. Click the Font drop-down arrow on the Formatting toolbar.A list of the font types appears.

3. Click Times New Roman from the list.Note that the font in the range B2:D2 has changed.

SUMMARY


How To Change The Font Size

How to make text bold:Click or press <Ctrl>+<B>

How to Italicize text:Click or press <Ctrl>+<I>

How to underline text:Click or press <Ctrl>+<U>

How to change the font color:

Click the drop-down arrow and click the color you want.

1. Select the range A3:A5.You want to format the sales persons’ names.

2. Click the Font Size drop-down arrow on the Formatting toolbar. A list of the font sizes appears.

3. Click 12 from the list.The font size in the range A3:A5 has changed.

How To Make Text Bold

4. Click the Bold button.

How To Italicize Text

5. Click the Italic button.

How To Underline Text

6. Click the Underline button.

SUMMARY


How To Change The Font Color

If the formatting buttons are not visible on the formatting toolbar, you can click

at the right of the formatting toolbar to show more buttons.

7. Click the Font color drop-down arrow on the Formatting toolbar. The Font Color Palette appears.

8. Click the Blue color.The font is formatted as shown below.

TIPS


How To Align Data In A Cell

1. Select the range you want to align.

2. Click the Alignment button you want on the Formatting toolbar.

To align to the center,

click To align to the left, click

To align to the right, click

You can also Justify Align the data in the cell.Select the range. From the menu, click Format >> Cells. Click the Alignment tab. Under Text alignment, in the Horizontal box, click Justify.

1. Select the range B2:C2. You will align the content in the range to the center.

2. Click the Center button.The cell content is aligned to the center horizontally.

Alignment Button Description

Align Center Aligns cell content to the center.

Align Left Aligns cell content to the left.

Align Right Aligns cell content to the right.

SUMMARY

TIPS


How To Indent Data In A Cell

To Increase indent,

click

To decrease indent,

click

1. Select the cell D2. You want to increase the indentation of the content in the cell.

9. Click the Increase Indent button. The indentation in the cell has increased. Click the Increase Indent button a few times to increase the indentation further.

To decrease the indentation, click the decrease indent button.

SUMMARY


How To Merge Cells And Center Data

1. Select the cells you want to merge.

2. Click on the Formatting toolbar.

1. Select the range A1:D1.You will align the title of the table to the center of the entire table width.

10. Click the Merge And Center button.The selected cells are merged and the title of the table is aligned to the center of the merged cells.

SUMMARY


How To Change Numbers To Percentages

1.Select the cells containing the numbers you want to change to percentages.

2.Click .

1. Select the range D3:D5.The selected numbers will be changed to percentage format.

11. Click the Percentage button. The Numbers are changed to percentages with no decimal places.

SUMMARY


How To Increase / Decrease Decimal Places

To increase decimal places1.Select the cells,

containing the numbers you want to change.

2.Click .

To decrease decimal places1.Select the cells,

containing the numbers you want to change.

2.Click .

1. Select the range D3:D5.You will increase and decrease the decimal places.

2. Click the Increase Decimal button twice.The numbers now have two decimal places.

12. Click the Decrease Decimal button.The numbers change to one decimal place.

SUMMARY


How To Copy A Format Using Format Painter

1.Click the cell, for which you want to copy the format.

2.Click .3.Select the cells, to

which you want to paste the format.

You can only paste the copied format once if you click the Format Painter button once.

If you want to paste the format you copy to multiple non-adjacent cells or ranges, double-click the Format Painter when you copy the format. After you finish, press <Esc> to disable the format painter.

1. Select the cell A3.You will copy the format of the cell A3.

13. Click the Format Painter button. The format of the cell A3 is copied and your mouse pointer changes to a format painter.

14. Click the cell A6 to paste the format.The format of cell A3 is pasted to cell A6, as shown below. You can also click and drag to paste the format onto a range of cells.

SUMMARY

TIPS


Formatting Cells Using Menu OptionsYou can format cells using the Format Cells dialog box from the menu. From the menu, click Format >> Cells, and the Format Cells dialog box appears as shown below.

Tab Description

Number Specify the format style of the context in a cell.

Alignment Specify text alignment, text control and text orientation.

Font Specify font, font style, font size, font color, font effect and underlining.

Border Specify border color and line style.

Patterns Specify the cell pattern and color.

Protection Protect the cell by locking it to avoid changes and hiding the formula from the users.


How To Double Underline Using The Menu Option

1.Select the cell.2.Click Format >>

Cells.3.Click the Font tab.4.Click the Underline

drop-down arrow and click Double.


1. Select the range A3:A5.You will format the text to have double underlining.

15. From the menu, click Format >> Cells. Click the Font tab.The Format cells dialog box appears.

16. Click the Underline drop-down arrow, and click Double from the list.The text in the cells will be double underlined.

17. Click the OK button.The cells format changes as shown below.

SUMMARY


How To Align Cell Data Vertically


Cells.3.Click the Alignment

tab.4.Click the Vertical

drop-down arrow and click Center.


1. Select the range B2:C2.You will align the months to the middle of the cell.

18. From the menu, click Format >> Cells. Click the Alignment tab.The Format Cells dialog box appears.

19. Click the Vertical drop-down arrow, and click Center.You can also try other options, if you want.

20. Click the OK button.The months align to the middle of the cells.

SUMMARY


How To Change Text Orientation



tab.4.In the Degrees box,

type the degrees of rotation you want.


1. Select the range B2:C2.You will change the text orientation.

21. From the menu, click Format >> Cells. Click the Alignment tab.The Format Cell dialog box appears.

22. In the Degrees box, type 45. You can also click and drag the red diamond shape to change the degrees.

23. Click the OK button.The month’s text orientation changes to 45 degrees anti-clock wise.

24. Change the Text Orientation again to 90 degrees anti-clock wise.The text orientation of the months changes again, as shown below.

SUMMARY


How To Wrap Text In A Cell



tab.4.Under Text control,

click to check the Wrap text check box.


If you want the word `US’ to appear on the third line, click at the left of the word `US’ in formula bar and press <ALT>+<Enter> to insert a line break.

1. In cell A9, type Unit Price in US currency. Then click the confirm button on the formula bar. If you click the confirm button, the active cell remains in cell A9.

25. From the menu, click Format >> Cells. Click the Alignment tab.The Format Cell dialog box appears.

26. Under Text control, click to check the Wrap text check box.The Shrink to fit option is disabled if the Wrap text option is checked.

Text control options

Description

Wrap text Wraps text into multiple lines, depending on the column width and the length of the cell contents in a cell.

Shrink to fit Adjusts the font size so that all data in a selected cell fits within the column.

Merge cells Combines two or more selected cells into a single cell.

27. Click the OK button.The text wraps within the cell A9.

SUMMARY

TIPS


How To Format Numbers As Currency

1.Select the cells.2.Click Format >>

Cells.3.Click the Number

tab.4.In the Category box

click Currency from the list.


If the cell displays ####### as shown below,

you need to enlarge the column width in order to see the cell content.

1. Select the range C3:C6.You will format the numbers to currency.

28. From the menu, click Format >> Cells. Click the Number tab. The Format Cell dialog box appears.

29. In the Category box, click Currency from the list. The detailed options for the category appear on the right. Change the options if necessary.

30. Click the OK button.The numbers change to currency. Note: The column is too small to display the contents. You need to enlarge the column width to show the contents, as shown below.

SUMMARY

TIPS


How ToFormat Dates

1.Select a cell that contains a date.

2.Click Format >> Cells.

3.Click the Number tab.

4.In the Category box, click Date.

5.In the Type box, click the format you want.


1. In the cell B10, type Report Date and in the cell C10, type 9/20/03.The cell changes to a date format automatically.

31. From the menu, click Format >> Cells. Click the Number tab. The Format Cell dialog box appears.

32. In the Category box, click Date. In the Type box, click the 14-Mar-01 format.A preview of the data appears in the Sample area.

33. Click the OK button.The date format changes, as shown below.

.

SUMMARY


How To Change The Background Color Of A Cell


Cells.3.Click the Pattern tab.4.Under Color, click the

color you want.5.Click the OK button.

1. Select the range A6:C6.You will change the background color of the cells to yellow.

34. From the menu, click Format >> Cells. Click the Pattern tab. The Format Cells dialog box appears.

35. Under Color, click Yellow from the color palette.You may choose a pattern if you want.

36. Click the OK button.The background of the cells changes to yellow.

SUMMARY


How To Add An Outline Border

1.Select the cells.2.Click Format >>

Cells.3.Click the Borders

tab.4.In the Line Style box,

click the line style you want.

5.Under Presets or the Border area, set the border using the buttons available.


If you want to remove all borders, under Presets, click the None button.

1. Select the range A2:D6.You will draw an outline around the selected range.

37. From the menu, click Format >> Cells. Click the Borders tab. The Format Cells dialog box appears.

38. In the Line Style box, click the thick line style. Click the Color drop-down arrow and select blue. Under Presets, click the Outline button.The selected options appear as shown below.

39. Click the OK button.An outline is added to the selected range.

SUMMARY

TIPS


How To Add A Double Line Border


Cells.3.Click the Borders

tab.4.In the Line Style box,

click the Double Line style.

5.Under the Presets or Border area, set the border using the buttons available.


To remove the border, click the Border button again.

1. Select the range A3:D3.You will draw a double border at the top of the selection.

40. From the menu, click Format >> Cells. Click the Border tab. The Format Cells dialog box appears.

41. In the Line Style box, click the Double Line style. Under Border, click the Top Border button.The border settings are shown below.

42. Click the OK button.A double borderline appears at the top of the selection.

SUMMARY

TIPS


How To Format A Table Using AutoFormat

1.Select the table range.

2.Click Format >>AutoFormat.

3.Click the table style you want.


1. Select the table range A1:D6.You will apply a predefined table format to the selected table.

43. From the menu, click Format >> AutoFormat. Click the Classic 2 table style.The AutoFormat dialog box appears.

44. Click the OK button.The Classic 2 style is applied to the selected table.

SUMMARY

Creating Charts


Use the chart wizard Move and resize chart Change the chart type Change the chart source data Swap labels in a legend with the X-axis Move an existing chart to another

worksheet Change the chart title, X-axis and Y-

axis Change the gridlines Change the legend options Change the data labels Add a data table Delete a data series Format a chart Use a combination of chart types Create a pie chart Use the 3-D view to rotate a chart Explode a wedge in a Pie chart Create a picture chart


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MicrosoftExcel 2003 Module 2CREATING CHARTS

Creating A Chart Using The Chart Wizard

Excel provides an easy way to create charts quickly using the Chart Wizard. The Chart Wizard leads you thought a series of steps that allows you to specify the options for the chart. There are 4 steps involved.

Chart Wizard Steps Description

Step 1: Chart Type Select the chart type and sub-type.

Step 2: Source Data Select or verify the range of data for the chart.

Step 3: Chart Options Set various chart options.

Step 4: Location Select where to place the chart.

Without Using The Chart Wizard. You can also create a chart without using the wizard quickly. However, the chart is created using the default chart type and is created onto a new chart sheet. To do that, select the data, for which you want to create a chart, and then press <F11>.


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Normally, you select the range of data for the chart prior to running the wizard.

The wizard helps you to produce the chart as shown below.


How To Use The Chart Wizard

1.Select the data range, for which you want to create a chart.

2.Click .3.In the Chart Type

box, click the chart type you want.

4.In the Chart sub-type box, click the chart sub-type you want.

5.Click the Next button twice.

6.In the Title box, type the title of the chart.

7.Click the Next button.8.Select the location

where you want to place the chart.

9.Click the Finish button.

1. Select the range A2:D5.Select only the data and labels. Do not select any data that you do not want to appear in the chart. (such as the total)

45. Click the Chart Wizard button on the Standard toolbar. Chart Wizard – Step 1 of 4 Chart Type dialog box appears.

46. In the Chart Type box, click the Column chart type. In the Chart sub-type, click the first chart sub-type.Make the selection as shown below.


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SUMMARY


47. Click the Next button. The Chart Wizard – Step 2 of 4 Chart Source Date dialog box appears. You may select the data range again if you have not selected the range or you may want to select another range instead.

48. Click the Next button. The Chart Wizard – Step 3 of 4 Chart Options dialog box appears.

49. In the Chart title box, type the chart title Sales for 2001.You may want to add X-axis and Y-axis titles as well.


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50. Click the Next button. In the As object in list box, click Sheet1.The Chart Wizard – Step 4 of 4 Chart Location dialog box appears. By default, the chart is created as an object in the worksheet where the chart data is located. Here, the chart data is located on sheet1.

51. Click the Finish button.The chart is created on the same worksheet as shown below. When you click on the chart, the Chart menu appears on the menu bar and the Chart toolbar appears as well.


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How To Move A Chart

1.Position your mouse pointer over the Chart Area.

2.Click and drag the chart to the new location.

1. Position your mouse pointer over the Chart Area.The Chart Area is the white space in the chart. Do not point to any other elements in the chart.

2. Click and drag the chart to the new location.A dotted outline appears when you drag the chart to indicate the new chart location.

How ToResize A Chart

1.Position your mouse over any resize handle on the chart object.

2.Click and drag to resize.

1. Position your mouse pointer over any resize handle on the chart object.The mouse pointer changes to a double-headed arrow pointer. The corner resize handle changes both the height and width of the chart object while the others change either the height or the width.

52. Click and drag the resize handle to the size you want.A dotted outline appears when you drag the resize handle to indicate the new chart size.


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SUMMARY

SUMMARY


How To Change The Chart Type

1.Select the chart.2.Click Chart >> Chart

Type.3.In the Chart Type

box, click the new chart type you want.


1. Click the chart to select it.If you do not click the chart, the Chart menu does not appear.

53. From the menu, click Chart >> Chart Type.The Chart Type dialog box appears.

54. In the Chart Type box, click Bar.You will change the chart to a Bar chart.

55. Click the OK buttonThe Column chart changes to a Bar chart, as shown below.


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SUMMARY


How To Change The Source Data Of A Chart

1.Select the chart.2.Click Chart >>

Source Data.3.In the Data range

box, select the new data range you want.


You can press <Ctrl> to select non-adjacent cell ranges.

1. Click the chart. From the menu, click Chart >> Source Data.Before you begin, change the previous chart back to a column chart, as shown below.

56. In the Data range box, select the new source data range.Click and select the new range, then press <Enter> to return to this dialog box.

57. Click the OK button.The chart is updated.


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SUMMARY

TIPS


How To Swap Labels In Legend With The X-axis


Source Data.3.For the Series in

options, click the option you want.


1. Select the chart. From the menu, click Chart >> Source Data.The Source Data dialog box appears.

58. For the Series in options, click the Columns option button.This specifies that the data series are in columns. The chart in the preview area is updated when you select a new option.

59. Click the OK button.The chart is updated, as shown below. Change the chart back to Series in Column option.


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SUMMARY


How To Move An Existing Chart To A New Worksheet


Location.3.Click the As new

sheet option and type the new worksheet name.


If you want to move the chart to another existing worksheets, click the As object in option and select the worksheet you want to move the chart to.

1. Select the chart. From the menu, click Chart >> Location.The Chart Location dialog box appears.

60. Click the As new sheet option and type Sales Chart.Excel will create the ‘Sales Chart’ worksheet and move the chart to the new worksheet.

61. Click the OK button.The chart moves to the ‘Sales Chart’ worksheet.

Note that the new worksheet is inserted on the left of the selected worksheet.


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Changing Chart OptionsAfter the chart is created, you can still change the chart options. The chart contains several object elements.

Chart Object Description

Chart area The entire chart area. If you want to format this area, double-click at the white space instead of any objects in the chart.

Plot area The area where the data is plotted.

Chart Title The title of the chart.

Category (X) axis The axis that contains the categories being plotted.

Value (Y) axis The axis that contains the values being plotted.

Legend The description of the data series.

Series Marker Graphic elements for the data series in the chart like bars, columns, lines etc.

Gridlines Lines that extend from the axis across the plot area.


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How To Change Chart, X axis And Y axis Titles


Chart Options.3.Click the Titles tab.4.In the Chart Titles,

Category (X) axis and Value (Y) axis boxes, type the titles you want.


You can also click on the title in the chart to rename it.

1. Select the chart. From the menu, click Chart >> Chart Options. Click the Titles tab.Using the chart from the previous lesson, go to the Data Source dialog box and change the data series in rows, so that the Month appears in the x-axis.

62. Change the Chart title to Sales for 1st Qtr 2001. In the Category (x) axis box, type 2001 and In the Value (Y) axis box, type Sales.Note that the preview area on the right is updated when you change the Titles.

63. Click the OK button.The chart is updated as shown in the preview area.


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How To Change The Gridlines


Chart Options.3.Click the Gridlines

tab.4.Click the gridlines

check boxes you want.


1. Select the chart. From the menu, click Chart >> Chart Options. Click the Gridlines tab.The Chart Options dialog box appears.

64. Click the gridlines check boxes for the gridlines you want to show in the chart.You can see the preview area on the right for the gridlines you select.

Category (X) axis

Major gridlines Displays gridlines at the major intervals on the category (x) axis.

Minor gridlines Displays gridlines at the minor intervals on the category (x) axis.

Value (Y) axis

Major gridlines Displays gridlines at the major intervals on the series (y) axis.

Minor gridlines Displays gridlines at the minor intervals on the series (y) axis.

65. Click the OK button.The chart gridlines are updated.


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How To Change The Legend


Chart Options.3.Click the Legend tab.4.Under Placement,

click the location option you want.


If you want to hide the legend, uncheck the Show legend check box in the Chart Options dialog box.

You can also move or delete the legend in the chart without opening the Chart Options dialog box. Click the legend in the chart and drag it to a new location or press <Delete> to delete the Legend.

1. Select the chart. From the menu, click Chart >> Chart Options. Click the Legend tab.The Chart Options dialog box appears.

66. Under Placement, click Bottom.The legend moves to the bottom of the chart in the preview area.

67. Click the OK button.The legend moves to the new location.


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How To Insert Data Labels


Chart Options.3.Click the Data Labels

tab.4.Under Label

Contains, check the option you want to show.


Click to check the Legend key check box if you want to place the legend keys, next to the data labels in the chart.

1. Select the chart. From the menu, click Chart >> Chart Options. Click the Data Labels tab.The Chart Options dialog box appears.

68. Under Label Contains, check the Value option button.The sales values appear in the chart.

69. Click the OK button.The data labels are added to the chart.


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How To Add A Data Table


Chart Options.3.Click the Data Table

tab.4.Click to check the

Show data table check box.


1. Select the chart. From the menu, click Chart >> Chart Options. Click the Data Table tab.The Chart Options dialog box appears.

70. Click to check the Show data table option.Note that the data table appears below the chart as shown in the preview area.

71. Click the Cancel button.Here, you will not add the data table.


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How To Delete A Data Series

1.In the chart, click the data series you want to delete.

2.Press <Delete>.

1. Click on any data series for Steve in the chart.You want to delete Steve’s data series. A dot appears at the center of each bar.

72. Press <Delete>.Steve’s data series are removed from the chart, as shown below.

.


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How To Add A Data Series Using The Mouse

1.Select the range.2.Position the mouse

pointer over the border of the highlighted range.

3.Drag the selected range to the chart area.

1. Select the range A5:D5.You are selecting the source data series for Steve.

73. Position the mouse pointer over the border of the highlighted range.The pointer changes to an arrow.

74. Drag the selected range into the chart area.Steve’s data is added to the chart.

How To Delete A Chart

1.Click the chart.2.Press <Delete>.

75. Select the chart. Press <Delete>.The chart is deleted from the worksheet.


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Formatting A ChartYou can format a chart to according to your own requirements, as below.

Before the chart formatting:

After the chart formatting:


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You can continue formatting the chart which you created in the previous lesson. Or, you can create a new chart based on the following Sales data, which was also used in the previous lesson.

Insert the following titles for your chart.

Sales for 2001

0

100

200

300

Jan Feb Mar

2001

Sale

s JohnMarySteve


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How To Change The Font Format

1.Double-click the chart title in the chart.

2.Click the Font tab.3.Change the font

format and click the OK button.

You can format any objects in the chart by double-clicking the objects.

You can also right-click the chart titles. Then, from the shortcut menu, click Format Chart Title.

1. Double-click the chart title Sales for 2001 in the chart. Click the Font tab.The format chart title dialog box appears.

76. Make the necessary changes to the font format and click the OK button.The format of the title changes.


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How To Change The Text Orientation

1.Double-click the text object.

2.Click the Alignment tab.

3.Under Orientation, in the Degrees box, enter the new text orientation.


1. In the chart, double-click Jan or any other label on the x-axis. Click the Alignment tab.The Format Axis dialog box appears.

77. Under Orientation, in the Degrees box, enter 90.You can use the arrow button to increase the number in the box or drag the red diamond shape handle to change the text orientation.

78. Click the OK button.The text orientation of the x-axis changes, as shown below.


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How To Change The Color Of An Object

1.Double-click the object you want to change.

2.Click the Patterns tab.

3.From the Area color palette. Click the color you want.


You can change color of the chart area, plot area, legend etc. Just double-click the object and select the color in the dialog box.

1. In the chart, double-click John’s data series. Click the Patterns tab.The Format Data Series dialog box appears.

2. Under Area, click the Green color.The Sample area shows the selected color.

Click the Fill Effects button to select gradient, texture, pattern or picture effects for the object. The Fill Effects dialog box is shown, as below.

79. Click the OK button.The object’s color changes.


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How To Change The Order Of A Data Series

1.In the chart, double-click the data series.

2.Click the Series Order tab.

3.In the Series order box, click the data series you want to move.

4.Click the Move Up or Move Down button to rearrange the data series.


1. In the chart, double-click John’s data series. Click the Series Order tab.The Format Data Series dialog box appears.

80. In the Series order box, click John. Click the Move Down button once to move one step down.You can see that the John’s data series appears after Mary’s data series in the preview area.

81. Click the OK button.John’s data series appears after the Mary’s data series.


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How To Use A Combination Of Chart Types

1.Click the data series.2.Click Chart >> Chart

Type.3.Click the Standard

Types tab.4.In the Chart type

box, click the chart type you want.

5.Under Chart sub-type, click the sub-type you want.


1. Select all Mary’s data series.You will change the column chart to a line chart for Mary only. Make sure a dot appears in each of Mary’s data series.

82. From the menu, click Chart >> Chart Type. Click the Standard Types tab.The Chart Type dialog box appears.

83. In the Chart type box, click Line. Under Chart sub-type, click the Line with marker displayed in each data value sub-type.Your selection appears as shown below.

84. Click the OK button.The Chart changes to a combination chart as shown below.


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How To Create A Pie Chart

1.Select the data range.2.Click the Chart

Wizard button.3.Click the Standard

Types tab.4.In the Chart types

box, click Pie.5.Under Chart sub-

type, click the Chart sub-type you want.

6.Click the Finish button or click the Next button to continue the wizard.

1. Select the range A2:B5 as the chart data series.For a pie chart, only one data series can be displayed.

85. Click the Chart Wizard button on the toolbar. The Chart Wizard dialog box appears.

86. Click the Standard Types tab. In the Chart types box, Click Pie. Under Chart sub-type, click the Pie with a 3-D visual effect sub-type.The dialog box appears as shown below.

87. Click the Finish button. The pie chart is created.


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How To Use The 3-D View To Rotate A Chart


3D View.3.Set the Elevation,

Rotation and Height.4.Click the OK button.

1. Click to select the chart. From the menu, click Chart >> 3D View. The 3-D view dialog box appears.

88. In the Elevation box, type 30. In the Rotation box, type 90. In the Height box, type 50.You can also click the up and down arrow buttons to change the elevation. In addition, the rotation buttons are used to rotate the position of the pie.

3-D Options DescriptionElevation Indicates the height you want to view the chart

from. (From -90 to 90 degrees)Rotation Controls the rotation of the chart. (From 0-360

degrees)Height Controls the height of the z-axis and the chart walls

relative to the length of the x-axis or the width of the chart at its base. The height is measured as a percentage of the x-axis length.

89. Click the OK button. The pie changes to the following.


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How To Explode A Wedge In A Pie Chart

1.Click to select the pie chart.

2.Click the wedge that you want to pull out.

3.Drag the wedge away from the pie chart.

1. Click to select the pie chart.A dot appears at each data series (wedge) of the pie chart.

90. Click the wedge you want to explode. Dots appear only around the selected wedge.

91. Drag the selected wedge away from the pie.The gray outline indicates the new location of the data series.

The data series is pulled out as shown below.


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How To Create A Picture Chart

1.Click the picture.2.Click the Copy

button.3.In the chart, click the

data series, that you want to replace with a picture.

4.Click the Paste button.

1. Click the picture you want to use to replace the column bar in column chart. Click the Copy button to copy the picture.You can insert the picture from the clipart gallery or draw the picture manually using graphical software.

92. Click the John column bar.You will replace John’s data series in the chart with the copied picture.

93. Click the Paste button.The chart is changed, as shown below.


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Setting Up A Page And Printing


Insert and remove a page break Set the print area Setup Page Orientation Change the scaling and paper size Control the page margins Align to the center of the page Add a header and footer Preview the worksheet Print active sheets Print selected cells Print charts


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MicrosoftExcel 2003 Module 2SETTING UP A PAGE AND PRINTING

Setting Up A Page Page formatting allows you to control features that will affect the entire page such as page orientation, the scaling, paper size, page margins, header and footer of the page etc. Your settings are applicable to the worksheet where you set the page properties.


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FooterFooter

Left Margin

Right Margin

Top Margin

Bottom Margin

Page Orientation: Portrait Page Orientation: LandscapeScaling: 150% of original.Alignment: Center on page Vertically and Horizontally

Header


How To Insert And Remove A Page Break

To Insert A Page Break1.Click the cell, above

which you want to insert a page break.

2.Insert >> Page Break.

To Remove A Page Break1.Click the cell, which is

below or on the right of the page break you want to remove.

2.Insert >> Remove Page Break.

1. Click cell A8.This is where you will insert the page break.

94. From the menu, click Insert >> Page Break.A page break indicator (dashed line) appears above the active cell. If you print or preview the page, you will find that the first table is printed on the first page, while the second table is printed on the second page.

95. Click cell A8.You will remove the page break. To remove a page break, you need to click on the cell below or on the right of the page break line.

96. From the menu, click Insert >> Remove Page Break.The page break is removed.


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How To Set And Clear The Print Area

To Set The Print Area1.Select the range,

which you want to set as the Print Area.

2.Click File >> Print Area >> Set Print Area.

To Clear The Print Area1.Click File >> Print

Area >> Clear Print Area

If you want to set a print area which contains non-adjacent cells, press <Ctrl> while selecting the cells.

1. Select the range A2:B6.You will set this range as the print area. Whenever you print your worksheet, only the contents in this area will be printed.

97. From the menu, click File >> Print Area >> Set Print Area.A dashed outline appears around the Print Area, as shown below

Click the print preview button to preview the printout. Only the cells in the print area would be printed.

98. From the menu, click File >> Print Area >> Clear Print Area.By default, if you do not set a print area, the entire worksheet will be printed.


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How To Change The Page Orientation

1.Click File >> Page Setup.

2.Click the Page tab.3.Under Orientation,

click the option you want.


You will not be able to preview your worksheet if you have not setup your printer.

1. From the menu, click File >> Page Setup. Click the Page tab.The Page Setup dialog box appears, as shown below.

99. Under Orientation, click the Landscape option.The default orientation is portrait.

100. Click the OK button.The orientation of the page is set to landscape (horizontal).

How To Change The Scaling


2.Click the Page tab.3.Under Scaling, in the

Adjust to box, enter the percentage.



101. Under Scaling, in the Adjust to box, type 150.You can click the up arrow in the box to increase the number.

102. Click the OK button.The size of the worksheet on the printout increases.


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How To Change The Paper Size


2.Click the Page tab.3.Click the Paper Size

drop-down arrow, and then click the paper size from the list.



103. Click the Paper size drop-down arrow. Click the paper size you want from the list.The number of options on the list depends on the printer you are using.

104. Click the OK button.The paper size changes.

How To Change The Page Margin


2.Click the Margins tab.

3.In the Top, Left, Right and Bottom boxes, type the margin sizes you want.


1. From the menu, click File >> Page Setup. Click the Margins tab.The Page Setup dialog box appears, as shown below.

105. In the Top, Left, Right and Bottom boxes, type the margin size you want. The margin is in inches in this example.

106. Click the OK button.The margins are set.


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How To Align To The Center Of The Page


2.Click the Margin tab.3.Under Center on

page, click to check the Horizontally and Vertically check boxes.


1. From the menu, click File >> Page Setup. Click the Margins tab.The Page Setup dialog box appears, as shown below.

107. Under Center on page, click to check the Horizontally and Vertically check boxes. This is to set the content to the center of the page.

108. Click the OK button.The content appears in the middle of the printout.


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How To Add A Header / Footer


2.Click the Header/Footer tab.

3.Click the Custom Header or Custom Footer button.

4.Type in the text or use the buttons to insert self-updated information.


1. From the menu, click File >> Page Setup. Click the Header/Footer tab.The Page Setup dialog box appears.

2. Click the Custom Header button.If you want to change the footer, click the Custom Footer button.

109. In the Left section box, type Microsoft Training. Click the Right section box and then click the Date button to insert the current date.The header is set as shown below.


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If you want to display page numbering in the format Page 1 of 6, type Page &[Page] of &[Pages]

If you want to start the page numbering from a number other than 1, use &[Page]+.

E.g. Number 3 is displayed if you use &[Page]+2

110. Click the OK button.The header dialog box closes and the contents in the header appear in the Page Setup dialog box, as shown below. Your date is different from the illustration as it shows the current date.

Other buttons to customize the header and footer:

Button Functions Syntax

Format Text

Insert Page Numbering &[Page]

Insert Total Page Number &[Pages]

Insert Current Date &[Date]

Insert Current Time &[Time]

Insert File Path &[Path]&[File]

Insert Current File Name &[File]

Insert Current Worksheet Name &[Tab]

Insert Picture &[Picture]

Format Picture


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TIPS


Previewing and PrintingTo get a better idea of how your worksheet will look when you print it, Excel provides you with a Print Preview mode. The Print Preview mode allows you to view your worksheet as a reduced image of how it will print. Print Preview is the most accurate way of displaying your worksheet and is useful to check if any obvious layout changes are necessary before printing.

You can select what you want to print from the worksheets: print the whole worksheet, all active worksheets, only the selected range or only the chart, as shown below.


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Print whole worksheet Print selected range Print the chart


How To View The Print Preview

1.Click File >>Print Preview.

2.Click the Close button to exit the preview.

You can also click the

Preview buttonto go into Print Preview mode.

1. From the menu, click File >> Print Preview.The Print Preview window appears.

Use the command buttons in the Print Preview window to carry out more actions.

Button Action

Next Display the next page

Previous Display the previous page

Zoom Enlarge / reduce the content in the preview screen

Print Print the current selection with printing options

Setup Setup the page

Margins Display or hide margin handles

Page Break Preview

Display page break preview for you to adjust the page break

Normal View Display in normal view

Close Close the print preview window

111. Click the Close button.The preview window closes and you return to the worksheet.


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How To Print Active Sheets

1.Select the sheets you want to print.

2.Click File >>Print.

3.Under Print What, click to select the Active sheet(s) option.


1. Select the sheet that you want to printClick the sheet tab. To select multiple sheets, hold down the <Ctrl> key and click the worksheets tab for the worksheets you want to print.

112. From the menu, click File >> Print.The Print dialog box appears.

113. Under Print What, click the Active sheet(s) option button.This is the default setting.

114. Click the OK button.All the selected sheets are sent to the printer.


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How To Print Selected Cells

1.Select the cells that you want to print.

2.Click File >> Print.

3.Under Print What, click the Selection option button.


1. Select the range A2:B6.To select multiple ranges, hold down the <Ctrl> key and select subsequent ranges.

115. From the menu, click File >> Print.The Print dialog box appears.

116. Under Print What, click the Selection option.Only the selected cells are printed.

.

117. Click the OK button.The selected cells are printed.


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How ToPrint A Chart

1.Select the chart.2.Click File >>

Print.3.Click the OK button.

1. Click to select the chart.Make sure the dots appear when you select the chart.

118. From the menu, click File >> Print.The Print dialog box appears. The Selected Chart option is selected automatically.

.

119. Click the OK button.The chart is sent to the printer.


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How To PrintMultiple Copies

1.Click File >>Print.

2.Under Copies, in the Number of copies box, enter the number of copies you want to print.


1. From the menu, click File >> Print.Make sure you have deselected the chart. The Print dialog box appears.

120. Under Copies, in the Number of copies box, enter 2.This is to print 2 copies of the selected worksheets.

121. Click the OK button.If you check the Collate check box, a complete copy of the document is printed before the first page of the next copy is printed.


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