Excel Begin

8/2/2019 Excel Begin

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University of Reading >IT Services>Documents >Training> Excel > Beginner

Microsoft Excel 2003 - A Beginners' Guide

http://www.reading.ac.uk/its/documents/training/excel/begin/

Contents:

Introduction

Starting the Computer

Starting Excelo The Excel Screen

o Getting Help

o Moving Around the Worksheet

Saving your Work

Data Entry

o Naming a Cell

o Examining the Cell Contents

Commands

o Changing Column Width

o Changing the Formato Clearing a Format

o Inserting Blank Rows and Columns

o Changing the Style of Text

o Storing Numbers as Text

o The Copy Command

o Realigning Titles

Functions

o Calculating Totals - the SUM Function

o The IF Function

Graphs and Charts

o Moving and Resizing a Charto Altering the Chart Type

o 3-D Rotation

Borders and Gridlines

o Removing the Gridlines

Printing your Work

o Print Preview

o Page Setup

Leaving Excel

Appendix

See Document Conventions for information on the meaning of the text formatting used below.

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Introduction

Spreadsheets were originally developed for book keeping, however, they are also useful for scientific

calculations, data manipulation and for producing graphs. Microsoft Excel includes some statistical

functions, but for serious research work a specialised package should be used - contact theStatistical

Computing Advisory Service for help. Excel can also sort and select data; however, for large amounts of

data or more complex tasks, a database program should be used instead.

Note: This document assumes that you are familiar with using a windowing system (with its icons,

menus and a mouse) and know the procedures ofpointing, clicking, double clickingand dragging.

Starting the Computer

If you are using an IT Services machine, press to activate the PC then login by

entering your University username and passwordas usual.

Starting Excel

To start up the program:

1. Open the Windows Start menu

2. Choose All Programs then Microsoft Office followed by Microsoft Office Excel 2003

Tip: You can create ashortcutto this software by dragging Microsoft Excel from this menu onto the

Desktop using the rightmouse button - select Create Shortcut(s) Here from the popup menu.

The Excel Screen

You will then be presented with an empty worksheet, as below, ready to enter your data:

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In the top left corner of the screen, Excel has given your work a name, Book1, which can comprise a set

of related data sheets and charts. This will change later when you save your work in a file, at which time

you will be asked to supply a real name.

The next line down the screen contains the command menus, which you'll be using later. Below this are

the toolbars with theirbuttons (pictures). These offer a convenient way of issuing commonly-used

commands. The top toolbar is known as the Standard Toolbar, the lower as theFormatting Toolbar.When you point to a button a tool-tip balloon appears, telling you what that button does. If ever a toolbar

disappears, you can redisplay it via the Toolbars... command in the View menu.

Below the toolbars is the command line. This is where you enter information to store in the main

worksheet below. Currently the line is empty apart from the characters A1 in theName Box.

The main body of the screen contains the worksheet. You are currently using Sheet1 ofBook1, as

denoted by thesheet tab at the bottom. The worksheet has numbers down the side, representing rows,

and letters across the top representing columns. Each intersection of a row and column is known as a cell

and has a unique name. The cell in the top left corner isA1 (the intersection of columnA and row 1) and

is currently the active cell. This is denoted by a darker border, with its identity shown in the Name Box.Any information you type is stored in the active cell.

Towards the right of the screen is thescroll bar, which is used for moving up and down your work. A

horizontal scroll bar, for moving left and right, appears to the right of thesheet tabs. At the far right is

the Task Pane. This can be hidden by clicking on its [Close] button (the [x] in the top right of the pane).

The mouse cursor should also be visible. This can have several different shapes, some of which you will

be meeting later in the course. Within the cells it appears as an outlined cross.

Getting Help

Help:

As with all the other Microsoft Office XP software, a quick link to the help system is provided by the

[Type a question for help] button to the right of the menus. The [Help] button (and the key) also

load up the help system. Alternatively, open the Help menu and choose Microsoft Excel Help. If you

like the Office Assistant, this can also be activated via the Help menu.

Moving Around the Worksheet

Various keys or key combinations can be used to move the active cellaround the worksheet. These

include , , and the keys (make sure is not turned on).You can also move directly to a cell using the mouse:

1. Using the mouse, point to any cell other thanA1

2. Click on the left mouse button to make this the active cell - note that the name of the cell in the

Name Box on the command line has changed accordingly

3. Move the active cell around the screen - try pressing the keys, (and ) and (and ), noting the names of the cells in theName Box

4. End by makingA1 the active cell

Tip: and moves the active cell to cellA1. To move to the left edge of a block of data,

hold down and press an key in the direction you wish to move. and

keeps the current cell the active cell useful when entering data or editing a formula.

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Saving your Work

Save:

It is important to save your work frequently - you never know when the computer might fail!

1. Click on the [Save] button or use Save As... from the File menu

Up until now your work has been known asBook1; you are now asked to give it a proper name.

2. Typetestinto theFile name: box

Note that the default drive is set to My Documents (on drive N: - yourhome directory on IT Services

PCs). Avoid working directly from/to floppy disks; always copy your files toMy Documents, work on

them there and then copy back to floppy, if required.

3. Press or click on [Save] to carry out the save

Note that once the file has been saved, the new name (test.xls) appears at the top of the screen.

Tip: Press every so often to save your file as you are working on it, thereby insuring you don't

lose any changes you have made. is a shortcut key for the Save command.

Data Entry

Undo:

Information can be entered into the active cell, either in the form of raw data or calculations. Excelrecognises various sorts of data - text, numbers, dates and times - which can then be used in formulae.

Before you begin typing, make sure you are at the top left corner, in cellA1 (when following this course

it is vital that you use the same cells as in the document).

1. InA1, type the wordIncomethen press to move toB1

Income is recognised as text and is stored as such in A1. By default, text is shown on the left of a cell.

Pressing completes the data entry and moves the active cell ready for the next item of

data. If you need to correct a typing error, click on [Undo] or simply move back to the cell in question

and retype the information.

2. InB1, enter22000 then press to move down toB2

22000 is stored as an ordinary number- on which the spreadsheet can perform calculations. By default,

numbers appear on the right of a cell.

3. Move back toA2 () and typeCoststhen move toB2 ()

4. InB2, type15000then move toA3 ( then )

5. InA3, typeProfitthen move toB3 ()

In cellB3 you are going to store aformula to subtract costs from income. Note that formulas in Excel

start with an equals (=) sign. As you type in a formula, any cell references are colour-coded to help youverify the correct cells are being used.

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6. InB3, type=B1-B2(or =b1-b2 - case doesn't matter) and press

Tip: When entering a formula into a cell you can pick up the cell references by clicking on the cells

themselves. Here inB3, for example, you would type=then click onB1 then type-before clicking on

B2 and pressing .

You are now presented with the result of the calculation rather than the formula itself, namely 7000.Note, however, that though Excel displays the answer, it is the formula which is stored in the cell.

Spreadsheets are designed to recalculate as they go along, so see what happens when you change one of

the original numbers.

7. Move up toB1 (press ) and type25000

8. Watch as you press and note that theProfit(inB3) is recalculated as 10000

The formula =B1-B2 knows thatB1 has changed and the display inB3 adjusts accordingly.

Next extend the example to bring tax into the calculations.

9. Change the text inA3 - move to the cell and enterPre-Tax Profitinstead

On pressing you will find the text is truncated (letters on the right are missing). Don't worry

about this, the column will be widened later to show all the letters.

10. In cellA4, typeTaxthen move toB4 (press )

Assume that tax is levied at 30% of Pre-Tax Profit; enter the following formula for this cell:

11. InB4, type =B3*30% (don't forget the leading=sign)

Note that Excel, in common with other computer software, uses an asterisk (*) for multiplication and a

slash (/) for division. Use the numeric keypadfor convenient access to these characters (if you want to

use the numbers too, turn on).

12. Press and the tax figure (3000) will be worked out for you

13. Work out a label and a formula to put in cellsA5 andB5 to show the After-Tax Profit, assuming

that this is Pre-Tax Profit minus Tax

Note how the words inA5 initially appear in full (they are only truncated whenB5 is filled). If you have

got the formula right (follow the links or look at the Appendix to check your answers), the screen shouldlook like this (don't be tempted to cheat by typing in the value of 7000):

Try altering the Income or Costs figures inB1 orB2 and notice how the Pre-Tax Profit, Tax and After-

Tax Profit figures are updated automatically. Use the [Undo] button (or retype the data) to reset the

values to 25000 and 15000 respectively.

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Naming a Cell

Sometimes it is useful to reference a cell by name rather than by column and row. For example, the tax

rate (of 30%) could be held in a cell named taxrate and then referred to as such in any formulae.

1. Move down to cellA10 (ie well away from the rest of your work)

2. Click on the active cell name (A10) in theName Box on the command line (just above theheading to columnA). The name will be highlighted

3. Type in the new name oftaxratethen press

4. Now, in cellA10, type in30%and press

5. Finally, amend the formula in cellB4 to read=B3*taxrate then press

Tip: It's easier to edit a formula on theFormula Barrather than retype it into the cell. Click at the end of

the bar then use to delete the 30%. Type in taxrate then press . If you ever

need to move the typing position along the formula, use the arrow keys.

Examining the Cell Contents

Often you want to view a formula rather than its result. You can examine an individual formula by

making its cell the active cell. Move to cellB5 and you will see =B3-B4 showing in theFormula Baron

the command line. This means that the content of the cellB5 is the formulaB3-B4 and not 7000, as

displayed.

Move the active cell around and see what has been stored in each cell. Take this opportunity to make

sure you understand what is happening.

Note that you can display all the formulae (rather than the results) by setting one of the many Options...

(on the View tab) via the Tools menu. This is very rarely needed, however.

Commands

Sometimes it is necessary to issue a commandto tell the program to do something to the worksheet, such

as altering its layout or saving it. The commands are to be found in the menus along the top of the screen.

These are opened using the mouse. They can also be activated from the keyboard by holding down the

key and typing the appropriate letter (the one underlined in the menu); once a menu is open, you

can issue a command simply by pressing the underlined letter. Some commands are also available

through key combinations, as shown in the menus, or by clicking the right button on the mouse.

The most commonly-used commands are also available from the toolbars and, in this course, you will beusing these whenever possible.

Changing Column Width

Before proceeding further, change the layout so there is enough room to fit the whole ofAfter-Tax Profit

into its column.

1. Move the mouse pointer onto the line between the letterA at the top of column A andB at the topof column B - the cursor changes becomes a double-headed arrow, as above

2. Hold down the mouse button and drag the column divider to the right - note that the current

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width is displayed as you move the divider (set the width to about 20.0 - 145 pixels)

3. Release the mouse button and the column is resized

Getting the column width right using this method can be very time consuming. To fit the column exactly

to the data:

4. Move the mouse pointer to the dividing line between the column headings as before

5. Double clickon the mouse button

Note: Column width can also be set precisely from the Format menu using Column then Width.... This

submenu also has a command Autofit Selection, which is equivalent to double-clickingon the column

border, if the column has first been selected.

If cells contain numeric data and the column width becomes too narrow to display the numbers then

Excel displays ####### instead. The first time you see this you will probably think an error has occurred,

so it's useful to demonstrate it here:

6. Move the mouse pointer to the dividing line separating columnB from C

7. Hold down the mouse button and drag the divider to the left - set the width to less than 5.08. Release the mouse button and ####### should appear in some or all the cells

9. Use the [Undo] button to restore the column to its original width

Changing the Format

Currency: Percent: Comma: Euro: Increase Decimal: Decrease Decimal:

The way data in a cell is displayed can be set using a format. For example, a date could be shown as 25-

12-04 or25 Dec 04 or25th December 2004 or in various other similar ways. The basic information held

in the cell is identical, however; it's up to you how you want it displayed. In this next exercise, you willadd a currency format to your data.

1. Change the Income figure inB1 to24444then press

The resulting Tax and After-Tax Profit figures are now displayed with a single decimal place. This looks

a bit untidy as the other figures have no decimal places. It would be neater if all the numbers were shown

as a currency, either with two decimal places (pounds and pence) or as whole numbers (pounds only). To

do this, you first have to select the cells (here, format the whole column).

2. Click once on the letterB at the top of the column. The column should be highlighted (except for

cellB1)

Six commonly-used formats are provided on theFormattingtoolbar.

3. Click on the first formatting button for a [Currency] style

What was 24444 should now be shown as 24,444.00. If ####### is displayed, widen the column.

4. To remove the decimal point and pence, clicktwice on the [Decrease Decimal] button

The figures should now be displayed as whole numbers. Note that you have only changed the displayformat; formats don't affect the stored data or accuracy to which calculations are made.

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A wider range of cell formats is available from the Format menu underCells.... Try this next:

5. Make sure columnB is still selected

6. Open up the Format menu and choose Cells...

Note that the current format being used (on the [Number] tab) is under the Category:Custom.

7. Click on Currency instead

8. Set the number ofDecimal places: to 0 and the currency Symbol: to (or choose your own)

9. Choose the last format forNegative numbers: -1234 in red

10. Apply the format - press or click on [OK]

This produces much the same result as before except that the pound sign will be next to the figures while

any negative values will appear in red (you'll see this later).

11. Reduce the column width by double clickingon the dividing line between the columnB and C

headings

Format Painter:

Columns C,D,EandF(which you will be using later) also need to be formatted similarly. The simplest

way to do this is to copy the format from columnB to the other columns.

12. Make sure columnB is still selected

13. Click on the [Format Painter] button

You will find that the blocked cells have a moving boundary while the mouse cursor now has a little

brush attached.

14. Select the other columns by dragging across the column headings CtoF

15. Release the mouse button and the new format is copied across (the brush disappears)

Only when you enter data into these cells will the new format become apparent.

16. Move toB1 (press ) and retype the original value of25000(Excel will add the

formatting) - press this time and note howB1 remains the active cell

Clearing a Format

Cell formats can sometimes cause confusion to the new Excel user. As an example:

1. Move to cellA7and type in 25/12then press

Because you forgot the equals sign denoting a calculation, Excel interprets this as a date.

2. Move back toA7and correct your mistake (type =25/12 and press )

You will find that the result is still translated into a date (Excel has assigned a date format to the cell). To

display the information as a number you have to clear the format. To do this:

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3. Check that you are in cellA7(you should be if you pressed at step 2)

4. Open the Edit menu and choose Clear followed by Formats

The number should now be properly displayed.

5. Finally, press to empty the cell - the data isn't needed

Inserting Blank Rows and Columns

Next add a title to your work. Unfortunately, there is insufficient room at the top of the sheet for this so

you will first have to insert some blank lines.

1. Move the active cell toA1 (you can do this by pressing and together)

2. Open the Insert menu and choose Rows - a blank row will be added

3. Repeat step 2 for a second blank row

Note that you can also insert columns (to the left of the active cell) from this menu. To delete rows or

columns, use Delete... from the Edit menu. Try this next:

4. Open the Insert menu and choose Columns - a blank column A will be added

5. Now open the Edit menu and choose Delete... from the

6. In the dialog box which appears, turn on the Entire column option then click on [OK]

7. Finally, enter the titleProfit and Lossin cellA1- press

Inserting rows and columns may seem trivial, but Excel has to adjust any formulae to take account of the

changes. For example, the Pre-Tax Profit formula inB5 now says =B3-B4 instead of =B1-B2. Had it

not been changed it would of course be invalid, as B1 and B2 are now empty cells. Note also that though

the taxrate has moved (to A12), it is still held in a cell named taxrate. This is one good reason for namingcertain cells - you do not have to keep a list (that has to be updated each time you insert a row or column)

of which values are held where.

Changing the Style of Text

Font: Font Size: Bold: Italic: Underline:

As in Microsoft Word, you can alter the font, font size and style of your data. For example, the title

would look better if it was bigger and bolder.

1. Check you are in cellA1

2. Click on the [Bold] button - the text will become bold

Tip: Bold (and other) styles are also available from the Format menu on the Fonttab in Cells.... You

have to use this if you want single special characters (such as a Greek or mathematical symbol or a

sub/superscript) within other text (select the text on theFormula Barthen apply the format).

Now make the text larger and change the font.

3. Click on the list arrow to the right of the [Font Size] box and choose 14

4. Click on the list arrow to the right of the [Font] box and choose Bookman Old Style

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Storing Numbers as Text

Next, extend the model over time. Imagine you want to project the profit and loss figures over a four

year period, based on some simple assumptions about what is going to happen to income and costs.

Firstly, you need some labels to show which year is which.

1. Move to cellB2 and type'2005then move to C2 (press )

Don't miss out the single quote (at the beginning) - this tells Excel that although 2005 looks like a

number, it should be treated as text. This will prevent the year2005 being displayed as 2,000 since the

display format for numeric data has been set to a currency. Also, numeric text isn't included in

calculations - if you were adding up a column of figures, for example.

2. Next type'2006,'2007and'2008into cells C2,D2 andE2

Assume that both income and costs will grow by 20% in 2006from their2005 figure.

3. In C3, enter =B3*120% - press

The Copy Command

Cut: Copy: Paste:

Where one formula is essentially exactly the same as another (except that the calculations are being

made in a different row or column, on different cells), you can copy it and Excel will automatically

adjust it to account for its new position. Assuming costs also rise by 20%, the formula forC4 is almost

identical to that forC3, and can be copied across:

1. Check you are in cell C3 then click on the [Copy] button (or press or use Copy from

the Edit menu) - the cells will be surrounded by a moving border

2. Move down to C4 then press

IMPORTANT: When pasting formulae in Excel, you don't have to use Paste at all. Instead, you can just

Copy a cell (or range of cells), move to where you want to paste and press . This completes the

copy/paste process, turning off the moving border and removing the data from the Clipboard. If you do

use Paste then the moving border is still displayed, indicating that you can Paste again (should you need

to). Get used to using for a single copy/paste and Paste for multiple ones (remembering to use

for the final one in the sequence).

Note how the formula which was =B3*120% in C3 has been modified to =B4*120% in C4.

You can copy a range of cells in the same way. Here, the Pre-Tax Profit, Tax and After-Tax Profit

formulae for 2006 are essentially the same as those for 2005:

3. Drag through the cells required (here fromB5 toB7)

The three cells should now be blocked(with a single darker border around them).

4. Click on the [Copy] button - the cells will be surrounded by a moving border5. Press to move to C5 and press

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Appropriately modified formulae appear in the cells with the results displayed. Note that you do nothave

to select a block of cells to paste a range; just paste in the top left cell of the destination area.

Copying formulae (or values) between cells is such a common requirement that Excel provides a special

facility (called autofill) for doing this. The key is the cell handle - the small black square at the bottomright corner of the active cell (or active range). Try using this for the 2007 and 2008 formulae:

6. The cells to be copied (C5 to C7) should still be selected - if not, drag through them

7. Move the mouse cursor over the small blackhandle at the bottom right of the selection (in cell

C7) - the cursor will change shape to a simple cross

8. Hold down the left mouse button and drag the handle over the area you wish to fill (across toE7).

Release the mouse button and the formulae are copied across

Your screen should now look like this:

Don't worry about the 0's for 2007 and 2008 because, although the formulae are there, there are noincome or costs figures inD3,D4,E3 orE4 to work on.

Examine the formulae which underlie the figures by moving the active cell around and looking at the

Formula Bar. Notice how the Pre-Tax Profit formula (which was =B3-B4 in 2005) has changed to

=C3-C4 in 2006, and =E3-E4 in 2008. Very occasionally you might want to copy the values themselves

rather than the formulae. This you can do via the Edit menu with Paste Special.

Next provide the model with some Income and Costs figures for 2007 and 2008.

9. Work out formulae forD3,D4,E3 andE4 yourself, given the following assumptions:

in 2007, Income and Costs will increase by 10% over the 2006 values in 2008, Income and Costs will increase by 5% over the 2007 values

Hint: Copy the formula from C3 toD3 andE3, amend these then copy down toD4 andE4.

The screen should look like this (see the Appendix or use the links above to check the formulae):

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Realigning Titles

Align Left: Center: Align Right: Merge and Center:

By default, text is displayed on the left of a cell, numbers (including dates and times) on the right. Your

model would look much neater if the year headings (2005, 2006 etc) were in bold text in the centre of the

columns and the main title (Profit and Loss) was centred across the figures below.

1. Select row 2 (by clicking on the number2 on the left hand side)2. Click on the [Bold] button to make the text bold

3. With the cells still highlighted, click on the [Center] button on the Formatting Toolbar

The justification commands are also available from the Format menu on the [Alignment] tab under

Cells.... Here you can justify cell contents vertically as well as horizontally. Another option, Wrap text,

allows text to flow onto several lines (the row height increases to accommodate it).

Tip: If you want to force text onto more than one line in a cell, hold down the key and press

where you want each new line to begin.

[Merge and Center] is used to centre text across several columns - try this for your main title:

4. Select cellsA1 toF1 (column F will be used shortly)

5. Clickon the [Merge and Center] button

The title will now appear in the centre of the selected range, even though it is still stored in cellA1.

Incidentally, cellsB1 toF1 no longer exist.

Functions

Insert Function: AutoSum:

Excel has hundreds of built-in functions which, as in mathematics, are denoted by using brackets after

the function name. These can be seen via the [Insert Function] button on theFormula Bar.

1. Move to an empty cell and click on the [Insert Function] button

2. From Or select a category: choose All

3. Scroll down the Select a function: list to get an idea of what's provided

Note that information about any function selected is given at the foot of theInsert Function Window,

while additional help is available via the Help on this function link. Don't try inserting any of thefunctions into your empty cell, just note what's available.

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4. Press or click on [Cancel] to close the window

Calculating Totals - the SUM Function

Imagine you want to work out four-year totals, so that your model looks like this:

1. Type the headingTotalsinto cellF2 and press

Next you need to add up the figures across each row. One way of calculating this for row 3 would be to

use the formula =B3+C3+D3+E3. This works - but imagine you had twenty items to add up, or a

thousand! Instead, you can use afunction to work out the value. To specify a function you type its name

then, in brackets, the cell or range of cells to which it is to be applied. To signify a cell range, a colon is

used to separate the starting cell from the end cell.

2. In cellF3 type=SUM(B3:E3) - press to carry out the calculation

If ####### appears, you will need to widen the column to display the answer.

The SUM() function (and other commonly-used ones) is also available from the [AutoSum] button.Using this, you can calculate the missing total figures in one go:

3. SelectF4 toF7

4. Click on the [AutoSum] button - the remaining totals are filled in

Sometimes Excel guesses the range of cells to be summed incorrectly. The default is to total down a

column rather than across a row. See what happens by recalculating the total inF7.

5. Move toF7( takes you straight there) and press to clear the cell

6. Click on the [AutoSum] button - note the range is incorrect

7. Drag through the correct cells (B7toE7) to amend the range then press to complete thecalculation

The IF Function

Another, slightly different, function isIF, which lets you test whether something is true or not and take

different action as appropriate. This next example shows you how it works.

What would happen if, in 2008, there was an exceptional Costs bill of 35,000 (for new equipment or

premises, for example). Income is only 34,650 so the business would make a small loss.

1. Type a new Costs figure of35000into cellE4 and press

Note that the Pre-Tax Profit is correctly shown as negative. However, the Tax figure is also negative - as

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if the tax collector was giving the business money for making a loss. This doesn't usually happen! To

make the model behave correctly you need to alter the formula in the 2008 Tax cell E6:

2. Move toE6

3. Type =IF(E5>0,E5*taxrate,0) and press

This means that if the contents of E5 (the Pre-Tax Profit) are more than (>) zero, the tax paid is equal to30% of Pre-Tax Profit, otherwise, the tax is zero. This produces a zero tax figure when the Pre-Tax

Profit is in fact a loss. This example should teach you that spreadsheet models, even if they behave

correctly in most circumstances, may break down under special conditions.

4. Copy the new formula fromE6intoD6toB6by dragging the cell handle backwards

5. Reset the original formula inE4 - move toE3 then drag the cell handle down toE4

Tip: If you use the [Insert Function] button you can see whether Excel has understood what you have

typed (and it also provides help). This can be very useful when entering a complicated function.

Graphs and Charts

Chart Wizard:

When plotting a graph, it's easiest to first select the data to be plotted. It's important to include the

column and row headings (if there are any) as these are used for the category (x) and value (y) names.

Tip: To select non-adjacent areas, you first drag through one area and then use control select(hold down

as you drag through further areas).

1. Select the required data area - cellsA2 toE7(ie missing out the Totals and main heading)2. Click on the [Chart Wizard] button

The Chart Wizard takes you through four steps before it draws the graph. These allow you to change the

default settings if you want. The stages are:

Step 1 - Chart Type

There are 14 different standard types (plus a further 20 built-in custom types) to choose from.

The default is for a column chart, of which there are 7 sub-types. To preview a particular chart, a

[Press and Hold to View Sample] button is provided.

3. Click on [Next>] to select the default Column graph

Step 2 - Chart Source Data

4. If you didn't previously select the data, typeA2:E7 as theData range:

The sample chart shows Income, Costs etc along the x-axis, with the various years shown by

different coloured bars. To graph by Year:

5. Change Series in: from Columns to Rows - press or click on [Next>]

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Step 3 - Chart Options

This allows you to change many different options on your chart - you can explore these later, in

your own time. Use the Titles tab to add titles to your graph:

6. Click in the Chart title: box then type Financial Statistics 2005/08 - press

7. In the Category (X) axis: box type Year - press or click on [Next>]

Step 4 - Chart Location

The final step of the wizard asks whether the chart is to be placed on a separate chart sheet or as

an object on the current worksheet. Often it's better to separate out charts from the rest of your

work but, here, accept the default:

8. Press or click on [Finish]

Your graph should now appear in the centre of the screen, as below:

Moving and Resizing a Chart

Don't worry if a chart partly covers the data, that is still all there; indeed the two are intricately linked. If

you were to alter any of the original data, the graph would immediately be updated. Further, you can

copy additional values directly from the worksheet and paste the data straight onto the graph. To move

and rescale the chart rectangle:

1. Point inside the chart rectangle, hold down the left mouse button and drag the chart to the

required position - here, move the top left corner into cell G12. Next, point the mouse to one of the corner or side handles, hold down the mouse button and drag

the rectangle to its required size - here, drag the bottom right handle to cellL23

To move the chart onto its own chart sheet:

3. Open the Chart menu and choose Location...

4. SetPlace chartto As new sheet: - press for[OK]

The chart is much bigger and clearer on a separate sheet, and is no longer dominated by the Legend.

Altering the Chart Type

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Chart Type:

There are over a hundred different styles of graph which Excel can produce. To change the type, use the

list arrow attached to the [Chart Type] button on the Chart Toolbar. This appears automatically when a

chart is active (on a chart sheet or when clicked on on a worksheet). If the toolbar isn't displayed, it can

be switched on via the View menu - choose Toolbars and then Chart. Using the mouse, select some of

the different chart types shown, to see what is available.

3-D Rotation

Excel allows you to rotate a 3-D graph to whatever angle and pitch you require, which can be very useful

when some data values are hidden behind others. The procedure is as follows:

1. Change the chart to a 3D-Area Column (the middle graph in the third row)

Sadly, theProfitfigures are hidden by theIncome and Costs. To rectify this:

2. Using the list arrow attached to the [Chart Objects] button (the first on the toolbar) chooseCorners - black corner handles should appear on the chart and the mouse pointer becomes a

cross when held over one of these handles

The mouse can now be used to rotate the graph.

3. Point to one of the Corners and hold down the mouse button. As you move the mouse around,

the graph will rotate

4. Point to a different corner, if necessary, to change the angle of tilt

Another way to display the profit figures would be to reverse the axis values:

5. [Undo] the rotation then double clickon the axis with the labelsIncome etc

6. Move to the Scale tab and turn onSeries in reverse order- press for[OK]

You should now be able to see the hidden values.Double clickingon chart elements like this is the way

to change their settings. This is covered in more detail in theIntermediate Guide.

Borders and Gridlines

Borders:

Another format you can apply to a range of cells (or single cell) is to put a border round them. For

example, you might want your screen to look like this:

1. Move back to Sheet1 by clicking on its tab on the left at the foot of the screen

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2. Select cellsA2 toF7(include the Totals this time)

3. Click on the [list arrow] attached to the [Borders] button

4. Choose the bottom right ([Thick Box Border]) border button

5. SelectA2 toF2 and add a [Bottom Border] line (second button in the top row)

6. SelectF2 toF7and add a [Left Border] (third button in the top row)

7. Finally, selectA2 toA7and add a [Right Border] (last button in the top row)

Removing the Gridlines

Thegridlines are the grey lines separating the rows and the columns. Excel gives you the choice as to

whether you want them displayed or not. To turn them off:

1. Open the Tools menu and select Options...

2. Click on Gridlines (underWindow options on the View tab) so the check box is emptied

3. Press or click on [OK] and the gridlines will vanish from the screen

Note: this only affects whether they are displayed on the screen. If you want them to be turned on/off

when printed, there is a matching option from the File menu in Page Setup... on the [Sheet] tab. The

default is that they aren't printed. To turn them back on, repeat steps 1 to 3 as above.

Printing your Work

Print: Print Preview:

General information about printing on IT Services machines is available in the Quick Guide to Printing

document. In Excel, you should also be familiar with the options available inPage Setup.

Print Preview

Before printing your work, you should preview it. This is particularly important in Excel if you want it to

fit neatly onto the page. In a minute you will look at thePage Setup but first:

1. Click on the [Print Preview] button

Ideally, it would look better to have the paper sideways and you wouldn't want all of the data shown (the

taxrate cell, for example, shouldn't appear).

2. Click on [Close] to quitPrint Preview

Page Setup

1. From the File menu choose Page Setup...

You will see various options grouped under four tab headings. The following exercise modifies some of

these to show you how they work:

ThePage tab: here you can set the paperOrientation, which can be Portrait or Landscape

(sideways). Note that you can always force your work to fit on a single page (or more than one, if

you require it) or adjust it to a percentage of normal size

2. Under Orientation choose [Landscape]

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3. Under Scalingset Adjust to: to 180 - this will magnify your data to fill the page

Note: thePaper size: should be A4 if you are printing from an IT Services machine.

TheMargins tab controls the left, right, top and bottom margins. Here, you can also use Center

on page to centre your work[Horizontally] and/or[Vertically]

4. Click on both [Horizontally] and [Vertically] to set them

TheHeader/Footertab is where you can set a header and footer - currently set to (none)

5. Click on the list arrow attached toFooter: and choose Page 1 (to add a page number)

TheSheettab lets you define the area to be printed, letting you split up your worksheet into

appropriate blocks and omit cells you don't want (here, you don't want the taxrate displayed). It

also controls whether[Row and column headings] and [Gridlines] are printed

6. In thePrint area: box type A1:F7

Tip:Sheetalso lets you setPrint titles - rows and/or columns which are automatically repeated on

subsequent pages for data which extends over several pages. To set this to the first row, for example, use

1:1; for the first two columns use A:B type the range or select the rows/columns to fill these in.

WithinPage Setup you have links toPrintandPrint Preview.

7. Click on [Print Preview] to view the modifications

8. Click on [Close] to return to the worksheet

9. Click on the chart sheet then repeat steps 7 and 8

Leaving Excel

To quit from Excel:

1. Choose Exit from the File menu

2. Press for[Yes] when asked whether you want to save the changes to test.xls.

Finally, to close down your session:

3. Open the WindowsStart menu and choose Log off

4. Press to confirm you want toLog OffWindows

Note: This document is an introduction to Microsoft Excel 2003, running under Microsoft Windows XP.

More advanced notes (Microsoft Excel 2003 - An Intermediate Guide andAdvanced Spreadsheet Topics

Using Microsoft Excel 2003) are also available.

Appendix

The formulae required to complete the test example are:

In A5 typeAfter-Tax Profit

B5 =B3-B4

D3 =C3*110%

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D4 =C4*110%

E3 =D3*105%

E4 =D4*105%

TM Trademark owned by Microsoft Corporation.

Screen shot(s) reprinted by permission from Microsoft Corporation.

Page last updated Friday, 17 August 2007

Email: [email protected] The University of Reading

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