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Excel in MS Excel (advanced tutorial)
The tutorial's second part on advanced formatting, is presented here.
Note:
- The screen reading software referred to in this document is JAWS for Windows 4.0.
- The menu commands and other features explained here are as found in Excel 9.0 of Microsoft Office 2000.
- The screen reader keystrokes have been prefixed with ‘Screen reader command’ to distinguish them from the application keystrokes.
- Range (colon): produces one reference to the cells enclosed between a rectangular area using the cell addresses of the two cells at the edges. It is written as
(Top Cell Address : Bottom Cell Address)
For example, if you want to refer to cells A1, A2, A3 & A4 then the range will be written as (A1:A4)
- Similarly, if cells A1, A2, A3, B1, B2 & B3 are to be referred, the range will be written as (A1:B3)
4. Writing Formulas
5. Formatting Data
6. Printing & Other Topics
Adding and Removing Page Breaks
7. Charting Your Data
8. Appendix
4. Writing Formulas
You can perform calculations with your data using formulas, which are made up of data operators and often functions. Microsoft Excel offers you a variety of functions that makes calculations easier for you.
To tell Excel that you're entering a formula in a cell, you must begin the entry with an equal sign (=).
Lets create a simple formula with adds the value 25 to 35. In a blank cell let's say A1 enter
= 25 + 35
After entering the formula, press the Enter key for Excel to accept the formula. The result 60 will appear in A1. The formula however is displayed in the formula bar. While navigating around in a worksheet, whenever the pointer selects a cell which has a formula, the screen reader announces this message. The formula can be read by giving the command **CONTROL + F2.
Your formulae can use any of the numeric operators: plus (+) for addition, minus (-) for subtraction, asterisk (*) for multiplication, and slash (/) for division. Other kinds of numeric operators include percent (%) which divides the preceding value by 100, and caret (^) which multiplies the preceding value by itself the number of times specified by the following value .
For example, if you type = 23 ^ 3 in cell A1 and press enter, Excel multiplies 23 by itself there times and displays the result: 12167 in the cell.
Excel performs a rigid set of rules, known as order of evaluation, when performing multiple computations in a single formula. Table 4.1 lists the Microsoft Excel numeric operators in order to evaluate, from first to last. When two operators have equal precedence (for example, division and multiplication), Excel performs the computations from left to right
- Negation
^ Exponentiation
/,* Division, Multiplication
+,- Addition, Subtraction
Let's take a look at this example
84 * 0.7 ^ 2 /24 * 3.26 - 29
Stepwise evaluation
1. Exponentiation = 84 * 0.7 ^ 2 /24 * 3.26 - 29
2. Multiplication = 84 8 0.49 / 24 * 3.26 - 29
3. Division = 41.16 / 24 * 3.26 - 29
4. Multiplication = 1.715 * 3.26 - 29
5. Subtraction = 5.5909 - 29
6. Result = -23.4091
You can override Excel's order of evaluation by enclosing parts of the formulae in parentheses. Excel then performs enclosed computations before proceeding with the usual order of evaluation.
For example:
= (19+2) / 3
The sequence of evaluation will be as follows:
1. Addition = (19+2) / 3
2. Division = (21) / 3
3. Result = 7
Using Cell Addresses in Formulas
So far, the formulas we have used consist solely of values and operators. Formulas can also refer to the other cells. For example, the formula
= A1 + A2 + A3
Returns the sum of the values in cells A1, A2, A3
Excel offers a variety of functions that take a lot of the hard work out of creating and entering formulas. Refer back to the above formula. Instead of typing
= A1+ A2 + A3
We could use the SUM function, that is
= SUM (A1:A3)
For finding out the maximum value in a range of cells, the following formula should be written.
=max (Range)
Similarly, for finding the minimum value
=min (Range)
For evaluating the average
=average (Range)
Some other important formulas are discussed below:
the IF formula
For logical purposes like allotting Grades to students on the basis of
percentage/total marks the IF function is used.
=IF(CONDITION, "OPTION 1", "OPTION 2")
Here CONDITION refers to the basis on which distinction will be made and
OPTIONS refer to the grades/remarks to be given.
If the number of options is more than two then two or more IF arguments
are used in the same formula.
=IF(CONDITION 1, "OPTION 1", IF(CONDITION 2, "OPTION 2", IF(CONDITION
3, " OPTION 3", "OPTION 4")))
The number of Ifs USED is ALWAYS one less than the number of options AVAILABLE.
For inserting current date and time
=NOW ()
For counting the number of occurrence of certain text in data:
=COUNTIF(RANGE, "TEXT")
For calculating the future value or the maturity value of an investment:
=FV(RATE%, PERIOD,, PRINCIPAL AMOUNT)
For calculating the payments to be made for repayment of a loan:
=PMT(RATE%, NUMBER OF INSTALMENTS, LOAN AMOUNT)
For knowing the weekday "weekday" function is used. Syntax =weekday ("date of birth")
You can copy formulas into a range of cells just as you can copy data into a range. To copy a formula, select the cell containing the formula and use the copy and paste command as explained earlier.
Totaling Rows and Columns Automatically
One of the tasks that you need to frequently do is total rows and columns. You could create a new formula every time you needed to total a row or column, but Microsoft Excel provides an easier way. The AutoSum button on the Standard toolbar automatically creates a formula to total the rows and columns for you.
To use the AUTOSUM formula from the keyboard, press ALT = in the cell where you want the total. Excel then displays a SUM formula containing the range for which totaling will be done. If the range is acceptable, press ENTER. The result of the AUTOSUM formula is displayed in the cell.
AutoSum can be used in three ways:
- locate and total the rows and columns in the range nearest to the current cell, or
- total any range you select or
- add grand total to a range containing other totals
To automatically total the nearest range, you type the AUTOSUM formula or click AutoSum bottom and press Enter, or double click the AutoSum button.
To total a specific range, you select a range and then use the AUTOSUM command or click the AutoSum button.
When you use the AutoSum button or type in ALT = once, the formula is created, and then have the option of accepting it (by pressing Enter), or modify it.
Whichever method you use, be sure that there is a blank row and column around your data for the cells you want to total.
5. Formatting Data
Excel allows you to format worksheet cells before or after you enter data. You can-
- Change the row height and column width to fit the contents of the row and columns.
- Change the font, font-size and font-style of individual characters in the cell.
- Change the alignment of text
- Change the format of numeric data
- Add borders and colours
Changing the Column Width and Row height
When an entry is too long to be fully displayed you can remedy the situation by widening the column. To widen any column (example column A) follow the instructions given below.
You can adjust several columns at once by first selecting the columns and then adjusting the width of any one of the selected columns.
Using the Format menu to change the column width
- Select any cell in the column A. (You need to select only one cell in a column to change the width for entire column).
- Choose the Column command from the format menu. Then select the appropriate option from the following choices available in its sub menu.
Width Command: Displays the Column Width dialog box. You can enter the number 0 through 255 in the Column Width box.
AutoFit Selection Command: Sets the column to the minimum width necessary to display the contents of the selected cells.
Hide Command: hides the selected columns. The hidden column is then not displayed on the screen.
Unhide Command: Unhide hidden columns within the selection. To select hidden columns, select cell in the columns immediately to the left and right of the hidden one.
Standard Width Command: Displays the Standard Width dialog box. To return the selected columns to the standard width choose the OK button.
Adjusting Row Height
It is similar to changing the width of columns. You can select the Row command from the Format menu, and then choose a command to
- Set a numeric row height (Height command)
- Automatically fit the row to the largest font in the row (AutoFit Command)
- Hide or unhide rows (Hide or Unhide command)
Alternatively, when you double-click the lower border
of a row heading, the row-height adjusts to fit the tallest entry in the
row.
You can adjust several rows at once by selecting rows and then adjusting
the height on any one of the selected rows.
When you open a new sheet and begin entering data, your text is automatically left-aligned your numbers are automatically right-aligned. However you may decide to change the alignment of the text to be centered in the cells. You can easily align text to the right, left, or centre text across columns.
- Select the cell or range that you want to change
- Select the CELLS command from the FORMAT menu. CONTROL + 1 is the shortcut for this command.
- A dialog box opens. Switch to the ALIGNMENT tab page (CONTROL + TAB can be used).
- Select from the HORIZONTAL & VERTICAL combo box the alignment you want for the selected data.
- This dialog box also has the following three checkboxes:
- Orientation combo box-It can be used to change the orientation of the text that is make it inclined. It sets the amount of text rotation in the selected cell. Use a positive number in the Degree box to rotate the selected text from lower left to upper right in the cell. Use negative degrees to rotate text from upper left to lower right in the selected cell.
- Select OK button to apply the changes.
Wrap text-Wraps text into multiple lines in a cell. The number of wrapped lines is dependent on the width of the column and the length of the cell contents.
Shrink to fit-Reduces the apparent size of font characters so that all data in a selected cell fits within the column. The character size is adjusted automatically if you change the column width. The applied font size is not changed.
Merge cells-Combines two or more selected cells into a single cell. The cell reference for a merged cell is the upper-left cell in the original selected range.
To change the alignment quickly, Click the Align Left, Centre, or Align Right buttons on the Formatting toolbar.
If you want to align a title across several columns, you select the cells across which you want the text to be centered in and click the CENTRE ACROSS COLUMNS button on the formatting toolbar. This command is also available in the HORIZONTAL combo box on the ALIGNMENT tab discussed above.
You can change fonts and font size with the Font and Font Size boxes on the Formatting toolbar, or you can use the Format cells command. You can also use the Bold, Italic, or Underline button on the toolbar.
Changing Fonts and Sizes
-
Select the cells whose font you want to change. The entire worksheet should be selected to apply the same font for the whole sheet.
-
Select the CELLS command from the FORMAT menu. Switch to FONT TAB.
-
select a font and font style of choice from the FONT combo box and FONT STYLE combo box.
-
The FONT SIZE combo box Changes the size of the selected text. The sizes available depend on the printer and the selected font.
-
This dialog box also provides choices for UNDERLINE STYLE, FONT COLOUR & STRIKE THROUGH.
-
Select OK to apply the changes.
You emphasize particular areas of the sheet and specific cells by using borders and colors. Borders add lines above, below, or to either side of the cell or around it, you can shade a cell in one of many patterns or colors.
The BORDER and PATTERNS TABS of the FORMAT CELLS dialog box(CONTROL +1) provide numerous options for making the worksheet look more attractive.
On the BORDER TAB page use the following.
-
BORDER STYLE: Select an option under Style to specify the line size and style for a border.
-
COLOUR BUTTON MENU: Select a color from the list to change the color of the selected text or object.
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PRESET BUTTONS: Select NONE button to remove existing border. Choose from OUTLINE, INSIDE buttons to apply border outside or the inside the edge of the cells selected.
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BORDER CHECK BOX: Use them to apply or remove border on any side of the selection. When the checkbox is checked (using SPACEBAR) the border is applied.
The PATTERNS TAB offers the following choices:
-
PATTERN COLOUR PALETTE- Select a color to change the background color of the selection.
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PATTERN MENU- Select a background color in the Color box, and then select a pattern in the Pattern box to format the selection with color patterns.
To apply borders, or colors through mouse, select the cell you want to change and then use the following buttons on the toolbar.
Border buttons
Colour buttons
The default number format for all cells on a new worksheet is the General format. In the General format, Excel displays numbers as integers (789), decimal fraction (7.89) or a scientific notation (7.89E+08) if the number is longer than the width of the cell. The General format displays up to 11 digits.
You can format the numbers in a cell by using the Currency style, Percent Style, and Comma Style buttons on the toolbar. Each of these styles has a default number of decimal points that you can change with the increase Decimal and Decrease buttons.
Numbers can be formatted by either selecting the Style button on the formatting toolbar or selecting the FORMAT CELLS COMMAND.
The advantage of using the FORMAT CELLS COMMAND is that you can use more choices of number formats than you can do with the buttons on the toolbar.
To add currency style
-
Select the cells to be formatted.
-
Select CELLS command in the FORMAT menu to open the dialog box. Change to NUMBER TAB.
-
It has a CATEGORY LIST BOX. Use it to select an option in the list, and then select the options that you want to specify with this number format. The Sample box shows how selected cells will look with the formatting you choose.
-
Choose currency from the list. Then specify the number of digits you want after decimal in the edit box that follows.
-
Choose a symbol for the currency from the SYMBOL combo box.
-
You also need to choose a format for the negative numbers from the list box. Do OK to apply the currency format.
Alternatively, click the currency style button on the formatting toolbar.
To add percent style
-
Select the cells to be formatted to the percent style.
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Select PERCENT from the CATEGORY LIST box(discussed above).
-
Specify the number of decimal places in the following edit box and press OK button.
From the mouse, click the percent style button on the toolbar
Applying the percent style causes the number .12 to be displayed as 12%
To format dates you would have to use FORMAT CELLS option and then select DATE from the category list. You have a variety of date option to select from.
For example, if you have entered July 5, 1994 in a cell and from the Format Codes list, you select dd-mm-yy the date would be displayed as 5-Jul-94
6. Printing & Other Topics
Previewing your worksheet shows you what you need to change before you print. This option is helpful because you don't waste a lot of time and paper checking to see whether the necessary rows and columns appear on the sheet.
To preview the worksheet:
-
Select the Print Preview option from the FILE MENU or
-
Click the PRINT PREVIEW BUTTON on the toolbar
-
Your sheet appears in the Preview window. You can use the Zoom button which allows you to magnify the contents of the worksheet.
-
4. To use the screen reader to check the preview , activate the JAWS CURSOR using **INSERT + -(DASH). Then use PAGEUP to take the cursor to the top of the window. Now read the screen using the arrow keys. This way you can get an idea of the text on the page.
Page Setup
Before printing a worksheet, the margins, the paper size and headers and footers need to be fixed according to requirement. The PAGE SETUP command provides various options which are discussed below.
From the File menu, choose PAGE SETUP. The PAGE SETUP dialog box opens. It has THE FOLLOWING four tab pages
1) MARGINS TAB: This page has the following fields.
-
TOP, BOTTOM, LEFT & RIGHT margins- These are in the form of spin boxes that is a value can be written or chosen using the arrow keys. Enter margin settings and see results in the Preview box. Adjust measurements in the Top, Bottom, Left, and Right boxes to specify the distance between your data and the edge of the printed page.
-
HEADER & FOOTER- Enter a number in the Header or Footer box to adjust the distance between the header and the top of the page or between the footer and the bottom of the page. The distance should be smaller than the margin settings to prevent the header or footer from overlapping the data.
-
CENTER OF PAGE- Center the data on the page within the margins by selecting the vertically check box, the horizontally check box, or both.
-
PRINT & PRINT PREVIEW buttons- These can be used to preview the output and then print the pages.
-
OPTIONS button- Use Options to set options specific to your selected printer.
-
Ok & CANCEL BUTTONS- OK button closes this dialog box and applies any changes you've made. CANCEL button closes the dialog box and does not apply any change.
Choosing paper size
2) PAGE TAB: This page has options for setting the paper size and orientation. The options are-
-
PORTRAIT/LANDSCAPE radio button- In portrait position the height of the page is more than the width whereas in landscape position the width is more than the height.
-
SCALING - Reduces or enlarges the printed worksheet. Select the Adjust to check box, and then enter a percentage number in the % normal size box. You can reduce the worksheet to 10 percent of normal size or enlarge it to 400 percent of normal size.
-
Fit to option reduces the worksheet or selection when you print so that it fits on the specified number of pages. Select the Fit to check box, enter a number in the page(s) wide by box, and enter a number in the tall box. To fill the paper width and use as many pages as necessary, type 1 in the pages(s) wide by box and leave the tall box blank.
-
PAPER SIZE (combo box) - Select Letter, Legal, or other size options to indicate the size you want your document printed.
-
PRINT QUALITY - Click the resolution you want to specify print quality for the active worksheet. Resolution is the number of dots per linear inch (dpi) that appear on the printed page. Higher resolution produces better quality printing in printers that support high-resolution printing.
-
FIRST PAGE NUMBER- Enter Auto to start numbering pages at "1" (if it is the first page of the print job) or at the next sequential number (if it is not the first page of the print job). Enter a number to specify a starting page number other than "1."
-
OK, CANCEL, PRINT & PRINT PREVIEW buttons- Like the previous tab page these options are here also and perform the same functions.
Defining print area
3) SHEET TAB: It is used to specify the printing area. It has the following fields.
-
PRINT AREA (EDIT BOX) - Click the Print area box to select a worksheet range to print, and then drag through the worksheet areas that you want to print. The Collapse Dialog button at the right end of this box temporarily moves the dialog box so that you enter the range by selecting cells in the worksheet. When you finish, you can click the button again to display the entire dialog box.
-
ROWS TO REPEAT AT TOP & COLUMNS TO REPEAT AT TOP- Select an option under Print titles to print the same columns or rows as titles on every page of a printed worksheet. Select Rows to repeat at top if you want specific rows as your horizontal title for each page. Select Columns to repeat at left if you want vertical titles on each page. Then on the worksheet, select a cell or cells in the title columns or rows you want. The Collapse Dialog button at the right end of this box temporarily moves the dialog box so that you enter the range by selecting cells in the worksheet. When you finish, you can click the button again to display the entire dialog box.
-
GRID LINES (CHECK BOX) - Select the Gridlines check box to print horizontal and vertical cell gridlines on worksheets.
-
BLACK & WHITE (CHECK BOX) - Select the Black and white check box if you formatted data with colors but are printing on a black-and-white printer. If you are using a color printer, selecting this option may reduce printing time.
-
DRAFT QUALITY (CHECK BOX) - Select the Draft quality check box to reduce printing time. When this option is selected, Microsoft Excel does not print gridlines and most graphics.
-
ROW & COLUMN HEADINGS (CHECK BOX) - Select the Row and column headings check box to print row numbers and column letters in the A1 reference style or numbered rows and columns in the R1C1 reference style.
-
COMMENT (COMBO BOX) - Select at end of sheet option to print comments beginning on a separate page at the end of the document. Select the As displayed on sheet option to print comments where they are displayed when you view them on the worksheet. If you click As displayed on sheet, Microsoft Excel will print only the comments that are displayed. To display all comments, click Comments on the View menu. To display an individual comment, right-click the cell that contains the comment, and then click Show Comment on the shortcut menu.
-
PAGE ORDER (RADIO BUTTON) - Click Down, then over or Over, then down to control the order in which data is numbered and printed when it does not fit on one page. The sample picture previews the direction your document will print when you choose one of these options.
-
OK, CANCEL, PRINT & PRINT PREVIEW buttons - They perform the same function as in MARGINS & PAGE tab pages.
Header & Footers
4) HEADER /FOOTER TAB: It has options to create the desired header and footer for the pages to be printed.
-
Select a built-in header or footer in the HEADER/FOOTER BOX. The built-in header or footer is copied to the Header/Footer dialog box where you can format or edit the selected header. Or use CUSTOM HEADER OR FOOTER BUTTONS to create a custom header for your worksheet.
-
The CUSTOM HEADER/FOOTER button opens a dialog box. The dialog box has three sections for typing in the text of the header.
-
Enter the text you want in the Left section box to display or print the header in the top-left corner of the worksheet or the footer in the bottom-left corner of the worksheet.
-
Enter the text you want in the Center section box to display or print the header or footer centered at the bottom of the worksheet.
-
Enter the text you want in the Right section box to display or print the header in the top-right corner of the worksheet or the footer in the bottom-right corner of the worksheet.
-
The FONT BUTTON Changes the font, font size, and text style of the selected text in the Left section, Center section, or Right section box.
-
Page Number button inserts page numbers in the header or footer when you print the worksheet. Microsoft Excel updates the page numbers automatically when you add or delete data, or set page breaks.
-
Total Pages button inserts the total number of pages in the active worksheet and adjusts the page numbers automatically when you print the worksheet. For example, if you want to use the format "Page 1 of 12," "Page 2 of 12," and so on, click where you want to insert the first page number, and then click where you want to insert the total page number.
-
Date button inserts the current date.
-
Time button inserts the current time.
-
File Name button inserts the file name of the active workbook.
-
Sheet Name button inserts the name of the active worksheet.
-
OK, CANCEL, PRINT & PRINT PREVIEW buttons are provided in this tab page also and perform the same function as discussed above.
There are some buttons in this dialog box:
When you print a large worksheet, page breaks are automatically added. You might not always like where you page breaks occur. If you want to insert your own page breaks at specific rows
Select a row and use the Page Break command on the Insert menu. The Page break is inserted above the selected rows.
To add a vertical page break that is to print only a particular number of columns on a page select the column to the right of the place where you want the page break and then select the PAGE BREAK command from the INSERT menu.
To add both vertical and horizontal page breaks, select a cell at the bottom right corner of the place where you want the page break. Then select the PAGE BREAK command from the INSERT menu. Horizontal and vertical page breaks will be inserted along the top and left borders of the selected cell.
To remove a page break added manually, you select the row below the page break, and use the Remove Page Break on the insert menu. The same should be done to remove vertical page breaks after selecting the column to the right of the page break.
After you have setup your worksheet, you've can print them. Use the Print command from the File menu.
When you use the Print command, you can make additional choices before you print, such as select the number of copies or select the pages to print. You can also print a selected range, a selected sheet, or your entire workbook.
Copying and Pasting Cells for Special Results
After you have copied cells using the Copy command, you can choose the Paste Special command from the Edit menu to select several options for pasting the copied cells
You can perform the following operations using the Paste Special dialog box:
- Paste only a cell's formula, value, format, or note by selecting an option button under Paste.
- Combine the contents of the copy and paste areas in selecting the Formulas or Values option under Paste and then, under operation , selecting the operation you want to use to combine each copied cell and its paste area
For example, if you select the subtract option button, the copied formula or value will be subtracted from the special area formula or value
- Transpose the copied rows and columns in the paste area by selecting the paste area and then selecting the Transpose check box. For example, if the data in the copy area is arranged in columns, the data will be pasted in rows.
Creating Formulas with Relative and Fixed References
Excel follows two types of cell addresses: relative and fixed. Relative cell addresses identify cells by their position in relation to the active cells. This means that when you copy or move a formula, unless you specify otherwise, the addresses of the cells in the formula will be adjusted automatically to fit the new location.
As an example of relative addressing, suppose that you want to sum the contents of several columns of cells, but you don't want to enter =SUM() function over and over again. Only column C is summed, using the formula =SUM(C5:C8) in the cell C10. You want to add the contents of the cells in column D, E, F and G in the same manner that the contents of cells in column C were added. Copy the Formula over cells D10, E10, F10 and G10. The column address in the formula =SUM(C5:C8) changes from Column C to D,E,F and G respectively.
Fixed Cell addresses, on the other hand, refer to the fixed or absolute position of cells. Fixed addresses use dollar signs ()$) to indicate absolute position of the cells addresses. For example, the formula
=$A$1*C3
will multiply the contents of cell C3 with that of A1. this formula if copied to other cells will only change the address of second cell that is C3 in reference to the active cell.
Mixed cell addressing refers to a combination of relative and absolute addressing. Because a cell address has two components a column and a row It is possible to fix either portion while leaving the other unfixed or relative
$D10 Column address fixed
D$10 Row address fixed
To change the relative address to a fixed address or absolute address, select the reference in the formula and press F4. Or you can type a dollar sign ($) before both column and row indicators in the cell.
Removing Sheets
Assuming you have 16 sheets in your workbook and you want to delete a sheet. The first thing you have to do is to make sure that the sheet you want to delete is the active sheet. Follow these steps.
-
From the Edit menu, choose Delete Sheet. A dialog box opens informing you that the sheet will be deleted permanently.
-
Choose OK to confirm the deletion. The dialog box closes and the sheet is deleted.
Adding Sheets
Just as you remove sheets from the workbook you can also add new sheets. As discussed earlier you can have a maximum of 255 sheets in a workbook. To insert a sheet before Sheet 3.
-
Make sheet 3 active.
-
From the Insert menu, choose Worksheet.
A new sheet is inserted before Sheet3.
Naming Sheets
The Sheets are named as Sheet1, Sheet2, etc. To change the name of Sheet1 to a more meaningful name.
-
Select the RENAME command from inside the SHEET sub menu which is in the FORMAT menu, or alternatively, double click the Sheet1 tab. The Rename Sheet dialog box opens.
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In the Name box, type 1994 Sales and then press Enter. Sheet1 is renamed to 1994 Sales. Sheet1 will now be renamed to 1994 Sales.
7. Charting Your Data
A worksheet calculates and presents differences and similarities between numbers. It also displays the changes in numbers over time. But data by itself cannot illustrate these effectively. With charts, you make your data visual. You can create charts in Excel using ChartWizard.
You can create charts in two ways:
- either on the same sheet as your data;
- or on a separate chart sheet in the same workbook
When you create a chart on the same sheet as your data, you can view both the data and the chart at the same time. When you create a chart on separate chart sheet in the same workbook, you still have easy access to the chart, but you can print the chart separately.
To create a chart
-
Select the data that you want to use in the chart.
-
Select CHART from the INSERT menu.
-
A wizard opens. It is called the chart wizard and it has four steps for creation of a chart.
FIRST STEP
-
The first dialog box that opens is the CHART TYPE dialog box with two tab pages, namely STANDARD TYPES & CUSTOM TYPES.
-
In the first step you have to choose the chart type you want from the CHART TYPE LIST BOX which appears on the STANDARD TYPE TAB. A brief description of the various chart types available has been provided in the next section.
-
Each chart type selected has few sub-types. You need to select one. The screen reader provides a description of the various sub-types.
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PRESS AND HOLD TO VIEW (button)- Previews the currently selected chart type as it looks when applied to your data.
-
The CUSTOM TYPES TAB page of this dialog box can be used to create a new type of chart.
SECOND STEP
-
On pressing the NEXT button the wizard opens the CHART SOURCE dialog box. This dialog box has two tab pages, DATA RANGE & SERIES. Do the following on the DATA RANGE tab-
-
DATA RANGE (edit box)- Click in the Data range box, and then select the data on your worksheet that you want to plot. If you select the data before you start the Chart Wizard, or if you change the existing source data, the range may already appear in this box. The Collapse Dialog button at the right end of this box temporarily moves the dialog box so that you enter the range by selecting cells in the worksheet. When you finish, you can click the button again to display the entire dialog box.
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SERIES (radio button)- It has two options: columns and rows. You specify in which series the data should be used for creation of the chart.
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The SERIES list box on the SERIES TAB page lists existing data series names. You can add and remove data series from the chart without affecting the data on your worksheet. You can also give names to the different series.
THIRD STEP
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In the third step the CHART OPTIONS dialog box opens. It has six tab pages.
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In the TITLES TAB you give the title for the chart, x-axis and y-axis.
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In the AXIS TAB you specify whether you want the categories for x-axis and y-axis to be displayed.
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The GRIDLINES TAB page has options for display of gridlines on the chart.
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The LEGEND TAB provides options for placement and positioning of legend which contains the names of the series on the chart.
FOURTH STEP
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The CHART Location dialog box opens in this step. Here you specify the sheet in which the chart is to be placed. You can choose (from the radio button) whether you want the chart to be placed on a particular sheet in the workbook or you want to create a separate chart sheet.
-
The new chart sheet is added to the active workbook, to the left of the active worksheet containing the associated data. The Chart Sheets you create in a workbook are named Chart1, Chart2 and so on by default. You can rename these using the Rename Command.
-
Press FINISH BUTTON to insert the chart on the worksheet.
Excel's ChartWizard includes several chart types. The type of chart you can create depends on the data you select. Your selection can include only one data series in the chart, that is, either a single Row, or column, or it can contain multiple series multiple rows and columns.
Examples of chart types
Area chart
An area chart emphasizes the magnitude of change over time. By displaying the sum of the plotted values, an area chart also shows the relationship of parts to a whole.
Column chart
A column chart shows data changes over a period of time or illustrates comparisons among items. Categories are organized horizontally, values vertically, to emphasize variation over time.
Stacked column charts show the relationship of individual items to the whole. The 3-D perspective column chart compares data points along two axes.
Bar chart
A bar chart illustrates comparisons among individual items. Categories are organized vertically, values horizontally, to focus on comparing values and to place less emphasis on time.
Stacked bar charts show the relationship of individual items to the whole.
Line chart
A line chart shows trends in data at equal intervals. The data series is plotted on the charts as points and then they are joined by lines.
Pie chart
A pie chart shows the proportional size of items that make up a data series to the sum of the items. It always shows only one data series and is useful when you want to emphasize a significant element.
To make small slices easier to see, you can group them together as one item in a pie chart and then break down that item in a smaller pie or bar chart next to the main chart.
Scatter chart
An xy (scatter) chart either shows the relationships among the numeric values in several data series or plots two groups of numbers as one series of xy Coordinates. This chart shows uneven intervals - or clusters - of data and is commonly used for scientific data.
When you arrange your data, place x values in one row or column, and then enter corresponding y values in the adjacent rows or columns.
Bubble chart
A bubble chart is a type of xy (scatter) chart. The size of the data marker indicates the value of a third variable.
To arrange your data, place the x values in one row or column, and enter corresponding y values and bubble sizes in the adjacent rows or columns.
Surface chart
A surface chart is useful when you want to find optimum combinations between two sets of data. As in a topographic map, colors and patterns indicate areas that are in the same range of values.
Radar chart
In a radar chart, each category has its own value axis radiating from the center point. Lines connect all the values in the same series.
A radar chart compares the aggregate values of a number of data series. In this chart, the data series that covers the most area, Brand A, represents the brand with the highest vitamin content.
8. Appendix
Appendix A: Excel Application keystrokes
Keys for moving and scrolling in a worksheet or workbook
Press
To
Arrow keys
Move one cell up, down, left, or right
CONTROL+ ARRW key
Move to the edge of the current data region
HOME
Move to the beginning of the row
CONTROL+HOME
Move to the beginning of the worksheet
CONTROL+END
Move to the last cell on the worksheet, which is the cell at the intersection
of the rightmost used column and the bottom-most used row (in the lower-right
corner), or the cell opposite the home cell, which is typically A1
PAGE DOWN
Move down one screen
PAGE UP
Move up one screen
ALT+PAGE DOWN
Move one screen to the right
ALT+PAGE UP
Move one screen to the left
CONTROL+PAGE DOWN
Move to the next sheet in the workbook
CONTROL+PAGE UP
Move to the previous sheet in the workbook
CONTROL+F6 or CONTROL+TAB
Move to the next workbook or window
CONTROL+SHIFT+F6 or CONTROL+SHIFT+TAB
Move to the previous workbook or window
F6
Move to the next pane in a workbook that has been split
SHIFT+F6
Move to the previous pane in a workbook that has been split
CONTROL+BACKSPACE
Scroll to display the active cell
F5
Display the Go to dialog box
SHIFT+F5
Display the Find dialog box
SHIFT+F4
Repeat the last Find action (same as Find Next)
TAB
Move between unlocked cells on a protected worksheet
Keys for previewing and printing a document
CONTROL+P or CONTROL+SHIFT+F12
Display the Print dialog box
Work in print preview
Arrow keys
Move around the page when zoomed in
PAGE UP or PAGE DOWN
Move by one page when zoomed out
CONTROL+UP ARROW or CONTROL+LEFT ARROW
Move to the first page when zoomed out
CONTROL+DOWN ARROW or CONTROL+RIGHT ARROW
Move to the last page when zoomed out
Keys for working with worksheets, charts, and macros
SHIFT+F11 or ALT+SHIFT+F1
Insert a new worksheet
F11 or ALT+F1
Create a chart that uses the current range
ALT+F8
Display the Macro dialog box
ALT+F11
Display the Visual Basic Editor
CONTROL+F11
Insert a Microsoft Excel 4.0 macro sheet
CONTROL+PAGE DOWN
Move to the next sheet in the workbook
CONTROL+PAGE UP
Move to the previous sheet in the workbook
SHIFT+CONTROL+PAGE DOWN
Select the current and next sheet in the workbook
SHIFT+CONTROL+PAGE UP
Select the current and previous sheet in the workbook
Keys for entering data
Keys for entering data on a worksheet
ENTER
Complete a cell entry and move down in the selection
ALT+ENTER
Start a new line in the same cell
CONTROL+ENTER
Fill the selected cell range with the current entry
SHIFT+ENTER
Complete a cell entry and move up in the selection
TAB
Complete a cell entry and move to the right in the selection
SHIFT+TAB
Complete a cell entry and move to the left in the selection
ESC
Cancel a cell entry
BACKSPACE
Delete the character to the left of the insertion point, or delete the
selection
DELETE
Delete the character to the right of the insertion point, or delete the
selection
CONTROL+DELETE
Delete text to the end of the line
Arrow keys
Move one character up, down, left, or right
HOME
Move to the beginning of the line
F4 or CONTROL+Y
Repeat the last action
SHIFT+F2
Edit a cell comment
CONTROL+SHIFT+F3
Create names from row and column labels
CONTROL+D
Fill down
CONTROL+R
Fill to the right
CONTROL+F3
Define a name
Keys for working in cells or the formula bar>
BACKSPACE
Edit the active cell and then clear it, or delete the preceding character
in the active cell as you edit cell contents
ENTER
Complete a cell entry
CONTROL+SHIFT+ENTER
Enter a formula as an array formula
ESC
Cancel an entry in the cell or formula bar
CONTROL+A
Display the Formula Palette after you type a function name in a formula
CONTROL+SHIFT+A
Insert the argument names and parentheses for a function after you type
a function name in a formula
CONTROL+K
Insert a hyperlink
ENTER (in a cell with a hyperlink)
Activate a hyperlink
F2
Edit the active cell and position the insertion point at the end of the
line
F3
Paste a defined name into a formula
SHIFT+F3
Paste a function into a formula
F9
Calculate all sheets in all open workbooks
CONTROL+ALT+F9
Calculate all sheets in the active workbook
SHIFT+F9
Calculate the active worksheet
= (equal sign)
Start a formula
ALT+= (equal sign)
Insert the AutoSum formula
CONTROL+; (semicolon)
Enter the date
CONTROL+SHIFT+: (colon)
Enter the time
CONTROL+SHIFT+" (quotation mark)
Copy the value from the cell above the active cell into the cell or the
formula bar
CONTROL+` (single left quotation mark)
Alternate between displaying cell values and displaying cell formulas
CONTROL+' (apostrophe)
Copy a formula from the cell above the active cell into the cell or the
formula bar
ALT+DOWN ARROW
Display the AutoComplete list
Keys for formatting data
ALT+' (apostrophe)
Display the Style dialog box
CONTROL+1
Display the Format Cells dialog box
CONTROL+SHIFT+~
Apply the General number format
CONTROL+SHIFT+$
Apply the Currency format with two decimal places (negative numbers appear
in parentheses)
CONTROL+SHIFT+%
Apply the Percentage format with no decimal places
CONTROL+SHIFT+^
Apply the Exponential number format with two decimal places
CONTROL+SHIFT+#
Apply the Date format with the day, month, and year
CONTROL+SHIFT+@
Apply the Time format with the hour and minute, and indicate A.M. or P.M.
CONTROL+SHIFT+!
Apply the Number format with two decimal places, thousands separator,
and minus sign (-) for negative values
CONTROL+SHIFT+&
Apply the outline border
CONTROL+SHIFT+_
Remove outline borders
CONTROL+B
Apply or remove bold formatting
CONTROL+I
Apply or remove italic formatting
CONTROL+U
Apply or remove an underline
CONTROL+5
Apply or remove strikethrough formatting
CONTROL+9
Hide rows
CONTROL+SHIFT+( (opening parenthesis)
Unhide rows
CONTROL+0 (zero)
Hide columns
CONTROL+SHIFT+) (closing parenthesis)
Unhide columns
Keys for editing data
F2
Edit the active cell and put the insertion point at the end of the line
ESC
Cancel an entry in the cell or formula bar
BACKSPACE
Edit the active cell and then clear it, or delete the preceding character
in the active cell as you edit the cell contents
F3
Paste a defined name into a formula
ENTER
Complete a cell entry
CONTROL+SHIFT+ENTER
Enter a formula as an array formula
CONTROL+A
Display the Formula Palette after you type a function name in a formula
CONTROL+SHIFT+A
Insert the argument names and parentheses for a function, after you type
a function name in a formula
F7
Display the Spelling dialog box
Keys for inserting, deleting, and copying a selection
CONTROL+C
Copy the selection
CONTROL+X
Cut the selection
CONTROL+V
Paste the selection
DELETE
Clear the contents of the selection
CONTROL+HYPHEN
Delete the selection
CONTROL+Z
Undo the last action
CONTROL+SHIFT+PLUS SIGN
Insert blank cells
Keys for moving within a selection
ENTER
Move from to bottom within the selection (down), or move in the direction
that is selected on the Edit tab (Tools menu, Options command)
SHIFT+ENTER
Move from bottom to within the selection (up), or move opposite to the
direction that is selected on the Edit tab (Tools menu, Options command)
TAB
Move from left to right within the selection, or move down one cell if
only one column is selected
SHIFT+TAB
Move from right to left within the selection, or move up one cell if only
one column is selected
CONTROL+PERIOD
Move clockwise to the next corner of the selection
CONTROL+ALT+RIGHT ARROW
Move to the right between nonadjacent selections
CONTROL+ALT+LEFT ARROW
Move to the left between nonadjacent selections
Keys for selecting data and cells
CONTROL+SHIFT+* (asterisk)
Select the current region around the active cell (the current region is
a data area enclosed by blank rows and blank columns)
SHIFT+arrow key
Extend the selection by one cell
CONTROL+SHIFT+arrow key
Extend the selection to the last nonblank cell in the same column or row
as the active cell
SHIFT+HOME
Extend the selection to the beginning of the row
CONTROL+SHIFT+HOME
Extend the selection to the beginning of the worksheet
CONTROL+SHIFT+HOME
Extend the selection to the beginning of the worksheet
CONTROL+SHIFT+END
Extend the selection to the last used cell on the worksheet (lower-right
corner)
CONTROL+SPACEBAR
Select the entire column
SHIFT+SPACEBAR
Select the entire row
CONTROL+A
Select the entire worksheet
SHIFT+BACKSPACE
Select only the active cell when multiple cells are selected
SHIFT+PAGE DOWN
Extend the selection down one screen
SHIFT+PAGE UP
Extend the selection up one screen
CONTROL+SHIFT+SPACEBAR
With an object selected, select all objects on a sheet
CONTROL+6
Alternate between hiding objects, displaying objects, and displaying placeholders
for objects
CONTROL+7
Show or hide the Standard toolbar
F8
Turn on extending a selection by using the arrow keys
SHIFT+F8
Add another range of cells to the selection; or use the arrow keys to
move to the start of the range you want to add, and then press F8 and
the arrow keys to select the next range
SCROLL LOCK, SHIFT+HOME
Extend the selection to the cell in the upper-left corner of the window
SCROLL LOCK, SHIFT+END
Extend the selection to the cell in the lower-right corner of the window
Tip : When you use the scrolling keys (such as PAGE UP and PAGE DOWN) with SCROLL LOCK turned off, your selection moves the distance you scroll. If you want to keep the same selection as you scroll, turn on SCROLL LOCK first.
Keys for selecting cells that have special characteristics
CONTROL+SHIFT+* (asterisk)
Select the current region around the active cell (the current region is
a data area enclosed by blank rows and blank columns)
CONTROL+/
Select the current array, which is the array that the active cell belongs
to
CONTROL+SHIFT+O (the letter O)
Select all cells with comments
CONTROL+\
Select cells in a row that don't match the value in the active cell in
that row. You must select the row starting with the active cell.
CONTROL+SHIFT+|
Select cells in a column that don't match the value in the active cell
in that column. You must select the column starting with the active cell.
CONTROL+[ (opening bracket)
Select only cells that are directly referred to by formulas in the selection
CONTROL+SHIFT+{ (opening brace)
Select all cells that are directly or indirectly referred to by formulas
in the selection
CONTROL+] (closing bracket)
Select only cells with formulas that refer directly to the active cell
CONTROL+SHIFT+} (closing brace)
Select all cells with formulas that refer directly or indirectly to the
active cell
ALT+; (semicolon)
Select only visible cells in the current selection
Keys for selecting charts and chart items
CONTROL+PAGE DOWN
Select the next sheet in the workbook, until the chart sheet you want
is selected
CONTROL+PAGE UP
Select the previous sheet in the workbook, until the chart sheet you want
is selected
Keys for selecting an embedded chart
Note: The Drawing toolbar must already be displayed. Press F10 to make the menu bar active.
Press CONTROL+TAB or CONTROL+SHIFT+TAB
to select the Drawing toolbar.
Press the RIGHT ARROW key
to select the Select Objects button on the Drawing toolbar.
Press CONTROL+ENTER
to select the first object.
Press the TAB key
to cycle forward (or SHIFT+TAB to cycle backward) through the objects
until sizing handles appear on the embedded chart you want to select.
Press CONTROL+ENTER
to make the chart active.
Keys for selecting chart items
DOWN ARROW
Select the previous group of items
UP ARROW
Select the next group of items
RIGHT ARROW
Select the next item within the group
LEFT ARROW
Select the previous item within the group
Keys for menus and toolbars
F10 or ALT
Make the menu bar active, or close a visible menu and submenu at the same
time
TAB or SHIFT+TAB (when a toolbar is active)
Select the next or previous button or menu on the toolbar
CONTROL+TAB or CONTROL+SHIFT+TAB (when a toolbar is
active)
Select the next or previous toolbar
ENTER
Open the selected menu, or perform the action assigned to the selected
button
SHIFT+F10
Show a shortcut menu
ALT+SPACEBAR
Show the program icon menu (on the program title bar)
DOWN ARROW or UP ARROW (with the menu or submenu displayed)
Select the next or previous command on the menu or submenu
LEFT ARROW or RIGHT ARROW
Select the menu to the left or right or, with a submenu visible, switch
between the main menu and the submenu
HOME or END
Select the first or last command on the menu or submenu
ESC
Close the visible menu or, with a submenu visible, close the submenu only
CONTROL+DOWN ARROW
Display the full set of commands on a menu
Tip: you can select any menu command on the menu bar or on a visible toolbar with the keyboard. To select the menu bar, press ALT. (Then to select a toolbar, press CONTROL+TAB repeatedly until you select the toolbar you want.) Press the underlined letter in the menu name that contains the command you want. In the menu that appears, press the underlined letter in the command name that you want.
Insert an AutoShape by using the keyboard
-
Press ALT+U to select the AutoShapes menu on the Drawing toolbar.
-
Use the arrow keys to move to the category of AutoShapes you want, and then press the RIGHT ARROW key.
-
Use the arrow keys to select the AutoShape you want.
-
Press CONTROL+ENTER.
Note: To edit the AutoShape, select the AutoShape, and then use the keyboard to select AutoShape on the Format menu. Select the options you want on the available tabs.
Insert a text box by using the keyboard
Use the keyboard to select the Text Box button on the Drawing toolbar.
Press CONTROL+ENTER.
Type the text you want in the text box.
When you finish typing and want to switch back to the worksheet, press ESC twice.
Note: To format the text box (add a
fill color or change the size, for example) select the text box.
Select Text Box on the Format menu, and then select the options you want
on the available tabs.
Appendix B: JAWS keystrokes for Excel
DESCRIPTION
KEYSTROKE
Informational Keystrokes for Columns
List cells in current column
CTRL+SHIFT+C
Read column total
INSERT+NUM PAD ENTER
Say column title
ALT+SHIFT+C
Say FIRST cell in current column
ALT + 1
ALT + 2 Say SECOND cell in current column
ALT + 3 Say THIRD cell in current column
ALT + 4 Say FOURTH cell in current column
Set column titles to row range
ALT+CTRL+SHIFT+C
Set current column to the column containing row totals
CTRL+INSERT+ENTER
Informational Keystrokes for Rows
List cells in current row
CTRL+SHIFT+R
Read row total
INSERT+DELETE
Say row title
ALT+SHIFT+R
Say FIRST cell in current row
ALT + CONTROL + 1
ALT + CONTROL + 2 SECOND cell
ALT + CONTROL + 3 THIRD cell
ALT + CONTROL + 4 FOURTH cell
Set row titles to column
ALT+CTRL+SHIFT+R
Set current row to the row containing column totals
CTRL+INSERT+DELETE
Miscellaneous Informational Keystrokes
Describe cell border
ALT+SHIFT+B
Lists cells at page break
CTRL+SHIFT+B
List cells with comments
CTRL+SHIFT+' (APOSTROPHE)
Read cell comment
ALT+SHIFT+' (APOSTROPHE)
List cells with data visible on screen
CTRL+SHIFT+D
List defined monitor cells
CTRL+SHIFT+M
List worksheets
CTRL+SHIFT+S
Say range of cells visible in active window
ALT+SHIFT+V
Read hyperlink
ALT+SHIFT+H
Report gridline status
ALT+SHIFT+G
Say active cell coordinates
INSERT+C
Say excel version (Excel 95 only)
CTRL+SHIFT+V
Say contents of focus rectangle
INSERT+N
Say cell font and attributes
INSERT+F
Say formula
CTRL+F2
Read spelling error and suggestion
INSERT+F7
Navigation Keystrokes
Move to prior screen in spreadsheet
ALT+PAGE UP
Move to next screen in spreadsheet
ALT+PAGE DOWN
Next Sheet
CTRL+PAGE DOWN
Prior Sheet
CTRL+PAGE UP
Move down to the edge of current data region
CTRL+DOWN ARROW
Move up to the edge of current data region
CTRL+UP ARROW
Move left to the edge of current data region
CTRL+LEFT ARROW
Move right to the edge of current data region
CTRL+RIGHT ARROW
Selection Keystrokes
Select column
CTRL+SPACEBAR
Select hyperlink
CTRL+SHIFT+H
Select region
CTRL+SHIFT+8
Select row
SHIFT+SPACEBAR
Select worksheet objects
CTRL+SHIFT+O
Collapse selection to current cell
SHIFT+BACKSPACE
Configuration Keystrokes
Set monitor cell
ALT+CTRL+SHIFT+1 THROUGH 0
Read monitor cell
ALT+SHIFT+1 THROUGH 0
Formula input mode
= (EQUALS)
AutoFilter
CTRL+SHIFT+A
AutoSum
ALT+= (EQUALS)
Date stamp
CTRL+; (SEMICOLON)
Time stamp
CTRL+SHIFT+; (SEMICOLON)
Close Office Assistant
CTRL+INSERT+F4
ALT+SHIFT+V
Read hyperlink
ALT+SHIFT+H
CTRL+SHIFT+O
Source: N.A.B., New Delhi
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