Simon Fraser University Faculty of Business Administration

FORMATTING AND CHARTING

Objectives:
1. Formatting • setting up worksheets • copy and fill options • examples of cell format options • linking two worksheets 2. Creating Charts with the Chart Wizard • selecting chart contents • chart types • chart options • editing chart options • adding data to an existing chart

1. Formatting
An example (Uncle Eddy’s HotDawg Emporium) will be used to illustrate the different formatting techniques available in Excel. In the example, Uncle Eddy is interested in making some predictions about the revenue his hot-dog stand will be making over the next four months.

A) Setting up worksheets You begin by defining the cells that you want to use to display your revenue estimates. These are provided below and were placed in a worksheet entitled “Revenues”:

This information is captured in a separate worksheet labeled “Assumptions”. The careful and thoughtful planning of data throughout the sheets can significantly reduce your work as you build more functionality into your workbook. Highlight what you want to copy with the mouse. Select Cells to Copy Select what you want to copy by clicking on the first cell and dragging the mouse while holding down the right mouse button When you have selected what you want to copy. and the price charged for the item. Select the “Copy” option from the “Edit” menu item. The area should still appear highlighted. Think about the final product before you start placing items in worksheets. and 3. This is done using the “Copy” option. let go of the mouse button.0 Introduction . Three steps are required for copying an item: 1.Formatting and Charting The results of the revenue estimates will depend on the assumptions that Uncle Eddy makes regarding the number of items sold per month. 2. © Andrew Gemino 2 . “Paste” the copy into the new area in the workbook. the growth rate of sales per month. The “Copy” procedure is pictured below: 1.Excel 5. B) Copy and Fill Techniques One way of preserving the order of the items across the sheets is to copy the list of items from one sheet to another sheet. This worksheet is shown below: Note that the items are in the same order and the orientation of the itemes in both sheets are the same.

0 Introduction . the “Fill” option can be used in the “Revenue” worksheet to automatically fill in the months associated with the revenue estimates. © Andrew Gemino 3 . Instead of selecting “Copy” from the “Edit” menu.Formatting and Charting 2. These shortcuts make editing faster. To fill in the months use the following procedure: 1. Start off by entering two months (example Mar and Apr).0 also has some interesting “Fill” features that reduce the amount of work required to develop and design your worksheets. you could simply press the “CTRL” and “c” simultaneously.Excel 5. select the first cell where you want to place the copy and then select “Paste” from the “Edit” Menu (or hit “Ctrl” and “v”) Excel 5. For example. 3. Select the new location for data and select “Paste” To complete the copy. One of the more convenient techniques is the “Fill” option that can be used to fill formulas or series of data. Select the “Copy” from the “Edit” Menu The “Cut” command will move the selected data to a new location The “Copy” command creates a new copy of the selected data This side of the menu suggests “shortcut” keys for the operations.

click in this corner after cursor changes shape 2.Formatting and Charting To “extend” the selection. Extend the Selection Grab the bottom right hand corner of the selection (notice how the cursor changes shape) and drag out the required number of months. Make sure to let go of the mouse button after the selection. 3. C) Cell Formatting Options Excel 5. To open this toolbar. it is a good idea to open up the “Format” toolbar provided by Excel. You can do the same with numbers too. select the “Toolbar” option from the “View” menu. If you are doing a large amount of formatting. Voila! A quick way to create a series. Selecting the “Toolbar” option provides you with the following box: © Andrew Gemino 4 .0 has a variety of options available for formatting the contents of a cell. Select the two months you entered Select March and April using the click and drag technique with the mouse.0 Introduction .Excel 5.

To format a cell for “Word Wrap”.0 Introduction . first select the cell. Further tabs. An example of one of these options is “Word Wrap”. To select a toolbar. Word Wrap allows text to wrap around a cell width creating several lines of text in a single cell. then select “Cell” from the “Format” menu. Then press the “OK” button © Andrew Gemino 5 .Formatting and Charting Selecting the “Formatting” toolbar will give you easier access to the following options: Use this button to choose font type Centering Bold.Excel 5. formatting options are available in the “Cells” option in the “Format” Menu. and Underline Percentage or currency formats Cell Border Options Cell color options Font Size Select the format options by clicking on the Some formatting options are not available directly from the formatting toolbar. click the box so that an X appears next to the toolbar you want. This will give you the following options box: “Word Wrap” is enable by placing an X in this box. Italics.

The only thing to remember is to select the cells you want to format. The question is. Fortunately. the two worksheets are provided below (with a little more formatting): The Revenues Worksheet © Andrew Gemino 6 . many other options for cell formats also exist . D) Linking Spreadsheets Through Formulas Our example currently has 2 worksheets. As a reminder.0 Introduction . and a second to hold the assumptions behind the predictions. The best way to discover how these formatting options work is to try them yourself .too many to go through in this introduction. “How can these two sheets be hooked together to create the required predictions”. before you apply the options.Formatting and Charting As you can see. We link the two worksheets through formulas.Excel 5. one set up to display revenue predictions. the answer is simple.

Formatting and Charting The Assumptions Worksheet To link these two worksheets together we create a formula in the “Revenues” worksheet that utilizes the assumptions Uncle Eddy has made about sales. The formula for April is somewhat different due to the growth rate in demand. The formula for April is (note the absolute cell addressing for cell C5 in the assumptions worksheet. but also the worksheet reference. the total revenue generated by Big Dawg’s is equal to the initial demand multiplied by the price. Why is this necessary?): Using the “Fill” option in the “Edit” menu. Formulas can therefore extend through several Excel worksheets.Excel 5.0 Introduction . This formula is shown below: Note that the formula now includes not only the cell references. the rest of the formulas are filled in without having to type. For March. The result is the following “Revenues” worksheet: © Andrew Gemino 7 .

0 Introduction .Excel 5.Formatting and Charting © Andrew Gemino 8 .

0 Introduction . It is a good idea to include both the headings for the data along with the data itself when creating a graph using the wizard. To select the data for graphing. Creating Graphs using the Graph Wizard Creating graphs has been simplified in Excel 5. This change in shape of the cursor is indicating that the “Chart Wizard” wants to know where you want to place the chart you are about to create. It’s a good idea to keep your data and charts separate.Formatting and Charting 2. This will give you a fresh worksheet to work from. The selection for the month of March is shown below: Once you have selected the data for graphing. use the same procedures you learned for copying and pasting. Now. hold and drag out a rectangle with the chart wizard wand. We’ll use our example to show how graphs can be created. A) Selecting graph data The first step is to select the data that you want to grab. Your chart will be placed in this rectangle. To select a new worksheet. move your cursor back into the worksheet area and then click. We will start easy and just graph a single month from our example. let go of the mouse button and the wizard will display the following box: © Andrew Gemino 9 . The “Graph Wizard” provides an easy step by step set of instructions for creating a graph. your arrow cursor will change its shape to something similar to the “Chart Wizard” icon shown above. When you are happy with the size of the rectangle.Excel 5. so a good suggestion is to place the chart in a new worksheet.0 with the introduction of the “Graph Wizard”. move your cursor to the bottom left-hand corner of your display and click on one of the unused worksheet tabs. you then select the “Chart Wizard” icon. It is located on the standard toolbar and looks like this: After pressing the “Chart Wizard” icon.

The second step asks for the type of graph you want. If the data is incorrect. click the “Next” button and the following box appears: © Andrew Gemino 10 .Formatting and Charting This box indicates the data that will be used in the chart. If everything is “OK” then hit the “Next” button.Excel 5. Hitting the next button produces the second step in the process. where you select the type of column chart that you want. just hit the “Cancel” button and start again. After selecting the type of chart. Clicking on the graph you want and then pressing the next button moves you to the third step. but for our data a column graph will do nicely. There are many types.0 Introduction .

colors. press the “Finish” button and the chart will be drawn in the rectangular box you created for it previously. and legends can be edited. B) Editing the Chart All of the features in the chart can be edited.Formatting and Charting This step shows you an example of the chart and gives you the opportunity to rearrange the axis and choose the columns and rows that indicate the headings for your data. titles. After you have double clicked on the chart. To edit the chart you must first select it for editing by double clicking on the chart itself. When you are satisfied with the chart. gives you the choice of a Legend and displays an example of the finished graph so you can judge the results of your work. the chart border will change to a hatched design (see diagram below) and all of the chart features including axes.0 Introduction .Excel 5. We can move on to the final step by pressing the “Next” button: This box provides the ability to add Chart and Axis titles. © Andrew Gemino 11 .

Excel 5. select the data you wish to add. There are two ways to accomplish this. To add other months of data to an existing graph. This indicates chart options can be edited. Since we have already seen the wizard. The example below selects the next two months of additional data. Fortunately. The first way is to redraw the chart starting with a larger selection (2 or more months of data) and using the wizard as described above. C) Adding Data to a Chart The chart shown above could be altered to include more than just a single month of data.0 Introduction . Excel 5. © Andrew Gemino 12 . Note.Formatting and Charting Note thatched border. Most of the editing options are straightforward and are left to the inquisitive to explore.0 makes it easy to add additional data. after double clicking on the graph. the “Format” and “Insert” menus have changed to reflect Charting Options. we will choose the second method: adding data to an existing graph.

While the data is selected.Formatting and Charting To add the selected data to the previous chart you simply copy the new data into the chart.Excel 5. the following box will appear: © Andrew Gemino 13 . just select “Copy” from the “Edit” menu as shown below: After selecting “Copy”. This can be done using “Copy” and “Paste” procedure.0 Introduction . the new data is pasted into the existing chart by first selecting the chart (use a single click) and then selecting the “Paste Special” option from the “Edit” Menu as shown below: After selecting the “Paste Special” option.

we have chosen to select data that were adjacent to each other.Formatting and Charting Indicates the selected data are to be added to the current data Indicates that first row contains the “month” heading. These non-adjacent cells are shown below: © Andrew Gemino 14 . what if I wanted to graph the data for the month of July ONLY. press the “OK” button. The new graph will then be displayed with the additional information as shown below: : Selecting Non-adjacent Cells for Graphing Up to this point.Excel 5. but I wanted to include the item titles in the first column. For instance.0 Introduction . This may not always be possible. When you are satisfied with the options for the paste.

before selecting the July column. First. and allows new selections to be made. Your selection should look like this: You can now press of the “Graph Wizard” icon and impress your friends by producing a graph displaying only July data (like the one shown below). Holding down the “Ctrl” key enables any previous selections to be maintained.Formatting and Charting Selecting two non-adjacent columns in the same selection can be accomplished using the click and drag mouse selection in conjunction with the “Ctrl” key. select the first column of item names: Now. How can you select only these two columns at the same time? © Andrew Gemino 15 .Excel 5. For example. let go of the mouse button and “Ctrl” key. start a selection using the same techniques (click and drag) as used previously. Next.0 Introduction . HOLD DOWN the “Ctrl” key and then click and drag the mouse in the July column. The process is simple.

0 Introduction .Excel 5.Formatting and Charting © Andrew Gemino 16 .

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