Conditional Formatting

Imagine if your workbook has thousands of row data. Can you easily see trends and
patterns? One way to immediately see trends and patterns is through conditional
formatting. Conditional formatting is a way to automatically apply formatting depending on
conditions. Formatting maybe changing colors, icons and data bars.

For instance, you want to immediately see the top ten sellable products, then format it using
the conditional format so it will automatically change whenever data are modified.
Assuming we have the data. (see figure below)

Sample Data

To apply a conditional formatting

1. Select the range (for example: amount of sales) of values to format.

2. Click Conditional Formatting in the Home tab. A dropdown menu list appears.

3. Select the Conditional Formatting type to use. (for example: Top/Bottom Rules)

4. Select the desired rule to use. (for example: Top 10 items,)

5. Set some options or conditions for the conditional format. (see example below). The
data will format the top 10 items with a custom format (in this example: Bold and colored
blue)

6. Click OK button when done. The conditional formatting will be applied on the selected
range of cells.

Take note that there are different pre-defined rules to be used.

- For Highlight Cells Rules, options are: Greater than…, Less than…, Between…, Equal to…,
Text that contains…, A Date Occurring…, and Duplicate Values... Here, you need type the
value as basis for the format together with the format you want to apply

- For Top/Bottom Rules, options are: Top 10 items…, Top 10%..., Bottom 10 items…,
Bottom 10%... Above Average…, and Below Average…

Though it shows top/bottom 10/10%, the value can be changed by changing the value and
also its corresponding format to apply.

- For Data Bars, you select options from Gradient Fill or Solid fill. The data bars are
horizontal bars added to the selected cells, just like a bar graph. You can change the fill by
clicking on More Rules.

- For Color Scales, select from the color scales available. A Color scale will change the
color of the selected cells based on the values, normally on a two-three color gradient. For
example, if you use two-color scale, it is more likely that you format the highest and lowest
value. If you use three-color-scale, you may have the highest, midpoint and lowest value.

- For Icon Sets, select options either from Directional, Shapes, Indicators and Ratings. An
Icon Set will add an icon based on the value of the selected cells.

Below is a sample worksheet where Data Bars, Color Scales and Top/Bottom Items are used
for conditional formatting.

You can also use the New Rule… to create and apply the rule you set on your own. While,
you can use the Manage Rule… to edit, delete and even add new rules. Take note, that you
can set more than one conditional format in the same selected range of cells. For example: if
you intend to have a different font color for Male and Female in a column for sex, then you
set separate conditional format for the two values.

Using the New Formatting Rule dialog box

1. Select the cell/range of cells to format

2. Click Conditional Format then Select New Rule. The New Formatting Rule dialog box
will appear.

3. Select the Rule type

4. Edit the Rule Description. Note: The Rule description may differ. It is based on the rule
type chosen

5. Click OK button when done.

-----------------------------------------------

Sorting

Sorting data is a way to reorganize the content of worksheet, usually in alphabetical, and
numerical either from ascending or descending order.

To sort:

1. Select the range of cells (or columns) to sort.

- For ordinary worksheet, if you did not select the columns, then only the present
column will be sorted.

- For worksheet converted as table, you don’t need to select the entire table, you may
just position the active cell in the column to be used as criteria.

2. Select Sort A to Z, Sort Z to A or Sort Command.

- If Sort A to Z or Sort Z to A is selected, then automatically the range of cells will be

sorted from lowest to highest using the first column as basis.

- If Sort is selected, the Sort dialog box appears.

- With the Sort dialog box, you can set the column to use as criterion in the Sort by, then
the Sort On and Order. If you have another criterion (secondary) to use, then click Add Level
to add a new level. Click OK when done

-----------------------------------------------
Filtering

Filtering is a way of finding information quickly by narrowing down the data in the
worksheet. This is especially useful if your worksheet contains a lot of rows of data. Note:
Filtering will work well if your worksheet has headers that will be used to identify every
column.

To filter:

1. Be sure to position the active cell in the data you have in the worksheet.

2. Click Filter command in the Data tab. (see a sample worksheet below with filter drop
down arrow in every column of data.

3. Select the column you want the filter to apply by clicking the Drop down arrow. For
Example: Click on Category.

4. The Filter drop down list appears.

5. Click on the check box of (Select All), then select what to display only. For example, you
just click on HDD, then click OK button. The rows with HDD category will only appear on
your worksheet.

Note:

- You can have multiple filters, for example after filtering HDD, you can filter by Amount
of Sales, and so on.

- You can remove or clear a filter by clicking the column that you used for filtering and
click the (Select All) again.

- You can have advanced filtering, in the figure above, Text Filters (see figure below) can
be used. Number Filters, Date Filters are among the options for advance filtering. For
example, you will have an advance filtering in the Amount of Sales column, then you
click Number Filters. You will see the options for the filtering. (see figure below)

----------------------------------------------
Grouping and Ungrouping

Group is a way to organize data into sections. This command is very important if there are a
lot of columns or even rows in your worksheet. Grouping into section will help you view
certain portions of the worksheet at a time. For example, if we have the worksheet below,
we can group them by quarter.

To Group:

1. Select the columns (or rows) to group by click and dragging the column headings. For
example, Select Column Headings B to D.

2. Click Group command from Data tab. A grouping sign will appear on top of the
column. Repeat the same procedure to group other columns (or rows).

- To Hide a group, simply click the minus sign (Hide detail button).

- To Unhide (show) a group, simply click the plus sign.

- To remove a grouping (Ungroup), select the grouped column (or row), then
click Ungroup command from the Data tab.

----------------------------------------------

Formatting worksheet into table

Tables are very important in data management. In real DBMS, tables is where data are
stored and therefore it is very important to create a good table. In spreadsheet, a worksheet
is seen as a table but it does not have the other features of a real table. Converting the
worksheet as table gives you a better look of the workbook and it is a way to better
organize your data.

To format data as table:

1. Select the range of cells of data you want to format as table.

2. Click Format as Table in the Styles group of Home tab.

3. Select the Table Style you want to apply.

4. After selecting the table style, verify the range where data is; you may change if
necessary. Click check box in My table has headers if you included the headers of the
different columns of data.
5. Click OK when done.

NOTE: You can add a form, either in your Quick Access toolbar or in your ribbon. The Form
will allow you to manipulate the table created, such as adding, editing, viewing and editing
rows without scrolling through the content of the table.

To display the Form Command

1. Go to File, select Options.

2. Choose either Customize Ribbon or Quick Access Toolbar.

With Customize Ribbon, you can make modifications with your Ribbon’s content

Wit Quick Access Toolbar, you can add to or delete commands from the Quick Access
toolbar

- In this procedure, let us select Quick Access Toolbar

3. Set the Choose commands from:. Here, you may select All Commands or Commands
not in the Ribbon.

4. Search for Form and click Add>> button.

5. Click OK when done.

Notice that the form displays the different column headings and the individual content of
the row which we call record. In the form, you can add a new record, delete an existing
record, modify the content of a record, view record using the scroll bar or using the Find
command. You can also set criteria when searching for records.

Conditional Formatting

Imagine if your workbook has thousands of row data. Can you easily see trends and
patterns? One way to immediately see trends and patterns is through conditional
formatting. Conditional formatting is a way to automatically apply formatting depending on
conditions. Formatting maybe changing colors, icons and data bars.

For instance, you want to immediately see the top ten sellable products, then format it using
the conditional format so it will automatically change whenever data are modified.
Assuming we have the data. (see figure below)
 Sample Data

To apply a conditional formatting

1. Select the range (for example: amount of sales) of values to format.

2. Click Conditional Formatting in the Home tab. A dropdown menu list appears.

3. Select the Conditional Formatting type to use. (for example: Top/Bottom Rules)

4. Select the desired rule to use. (for example: Top 10 items,)

5. Set some options or conditions for the conditional format. (see example below). The
data will format the top 10 items with a custom format (in this example: Bold and colored
blue)

6. Click OK button when done. The conditional formatting will be applied on the selected
range of cells.

Take note that there are different pre-defined rules to be used.

- For Highlight Cells Rules, options are: Greater than…, Less than…, Between…, Equal to…,
Text that contains…, A Date Occurring…, and Duplicate Values... Here, you need type the
value as basis for the format together with the format you want to apply

- For Top/Bottom Rules, options are: Top 10 items…, Top 10%..., Bottom 10 items…,
Bottom 10%... Above Average…, and Below Average…

Though it shows top/bottom 10/10%, the value can be changed by changing the value and
also its corresponding format to apply.

- For Data Bars, you select options from Gradient Fill or Solid fill. The data bars are
horizontal bars added to the selected cells, just like a bar graph. You can change the fill by
clicking on More Rules.

- For Color Scales, select from the color scales available. A Color scale will change the
color of the selected cells based on the values, normally on a two-three color gradient. For
example, if you use two-color scale, it is more likely that you format the highest and lowest
value. If you use three-color-scale, you may have the highest, midpoint and lowest value.
- For Icon Sets, select options either from Directional, Shapes, Indicators and Ratings. An
Icon Set will add an icon based on the value of the selected cells.

Below is a sample worksheet where Data Bars, Color Scales and Top/Bottom Items are used
for conditional formatting.

You can also use the New Rule… to create and apply the rule you set on your own. While,
you can use the Manage Rule… to edit, delete and even add new rules. Take note, that you
can set more than one conditional format in the same selected range of cells. For example: if
you intend to have a different font color for Male and Female in a column for sex, then you
set separate conditional format for the two values.

Using the New Formatting Rule dialog box

1. Select the cell/range of cells to format

2. Click Conditional Format then Select New Rule. The New Formatting Rule dialog box
will appear.

3. Select the Rule type

4. Edit the Rule Description. Note: The Rule description may differ. It is based on the rule
type chosen

5. Click OK button when done.

-----------------------------------------------

Sorting

Sorting data is a way to reorganize the content of worksheet, usually in alphabetical, and
numerical either from ascending or descending order.

To sort:

1. Select the range of cells (or columns) to sort.

- For ordinary worksheet, if you did not select the columns, then only the present
column will be sorted.
- For worksheet converted as table, you don’t need to select the entire table, you may
just position the active cell in the column to be used as criteria.

2. Select Sort A to Z, Sort Z to A or Sort Command.

- If Sort A to Z or Sort Z to A is selected, then automatically the range of cells will be

sorted from lowest to highest using the first column as basis.

- If Sort is selected, the Sort dialog box appears.

- With the Sort dialog box, you can set the column to use as criterion in the Sort by, then
the Sort On and Order. If you have another criterion (secondary) to use, then click Add Level
to add a new level. Click OK when done

-----------------------------------------------

Filtering

Filtering is a way of finding information quickly by narrowing down the data in the
worksheet. This is especially useful if your worksheet contains a lot of rows of data. Note:
Filtering will work well if your worksheet has headers that will be used to identify every
column.

To filter:

1. Be sure to position the active cell in the data you have in the worksheet.

2. Click Filter command in the Data tab. (see a sample worksheet below with filter drop
down arrow in every column of data.

3. Select the column you want the filter to apply by clicking the Drop down arrow. For
Example: Click on Category.

4. The Filter drop down list appears.

5. Click on the check box of (Select All), then select what to display only. For example, you
just click on HDD, then click OK button. The rows with HDD category will only appear on
your worksheet.

Note:
- You can have multiple filters, for example after filtering HDD, you can filter by Amount
of Sales, and so on.

- You can remove or clear a filter by clicking the column that you used for filtering and
click the (Select All) again.

- You can have advanced filtering, in the figure above, Text Filters (see figure below) can
be used. Number Filters, Date Filters are among the options for advance filtering. For
example, you will have an advance filtering in the Amount of Sales column, then you
click Number Filters. You will see the options for the filtering. (see figure below)

----------------------------------------------

Grouping and Ungrouping

Group is a way to organize data into sections. This command is very important if there are a
lot of columns or even rows in your worksheet. Grouping into section will help you view
certain portions of the worksheet at a time. For example, if we have the worksheet below,
we can group them by quarter.

To Group:

1. Select the columns (or rows) to group by click and dragging the column headings. For
example, Select Column Headings B to D.

2. Click Group command from Data tab. A grouping sign will appear on top of the
column. Repeat the same procedure to group other columns (or rows).

- To Hide a group, simply click the minus sign (Hide detail button).

- To Unhide (show) a group, simply click the plus sign.

- To remove a grouping (Ungroup), select the grouped column (or row), then
click Ungroup command from the Data tab.

----------------------------------------------

Formatting worksheet into table

Tables are very important in data management. In real DBMS, tables is where data are
stored and therefore it is very important to create a good table. In spreadsheet, a worksheet
is seen as a table but it does not have the other features of a real table. Converting the
worksheet as table gives you a better look of the workbook and it is a way to better
organize your data.

To format data as table:

1. Select the range of cells of data you want to format as table.

2. Click Format as Table in the Styles group of Home tab.

3. Select the Table Style you want to apply.

4. After selecting the table style, verify the range where data is; you may change if
necessary. Click check box in My table has headers if you included the headers of the
different columns of data.

5. Click OK when done.

NOTE: You can add a form, either in your Quick Access toolbar or in your ribbon. The Form
will allow you to manipulate the table created, such as adding, editing, viewing and editing
rows without scrolling through the content of the table.

To display the Form Command

1. Go to File, select Options.

2. Choose either Customize Ribbon or Quick Access Toolbar.

With Customize Ribbon, you can make modifications with your Ribbon’s content

Wit Quick Access Toolbar, you can add to or delete commands from the Quick Access
toolbar

- In this procedure, let us select Quick Access Toolbar

3. Set the Choose commands from:. Here, you may select All Commands or Commands
not in the Ribbon.

4. Search for Form and click Add>> button.

5. Click OK when done.

Notice that the form displays the different column headings and the individual content of
the row which we call record. In the form, you can add a new record, delete an existing
record, modify the content of a record, view record using the scroll bar or using the Find
command. You can also set criteria when searching for records.

Data Visualization using Charts, Pivot Chart

Learning Objectives

At the end the lesson, you are expected to:

1. analyze data sets

2. use appropriate chart for a certain data set
3. create a pivot chart
4. create a dashboard to display summary reports

Presentation of Content

A chart is a way on how to interpret and present data in a graphical form. Basically, there are
three types of graphs, these are: Bar graph, Line Graph, and Pie Chart. Other charts emanate
from these three. When creating a graph, it is important to choose the appropriate graph
for a certain data sets. It is awful if you just use any of the graph types, each graph has its
purpose and use.

Bar graph. It is normally used to compare more than two data sets, for example: comparing
the sales of the different products or the monthly sales of the different sales agent.

Line graph. It is used to compare data over a period of time, for example: comparing the
monthly sales of your products from January to December.

Pie chart. It is used to show a portion of a whole. For example, what portion of the of the
total sales is coming from branch A, branch B, etc.?

Excel Chart Types

Below are the chart types that can be used

· A Column or Bar chart is best used when data are arranged in columns or rows. It is
useful for comparing two or more data sets or categories.

· A Line chart can be used to represent continuous data over a period of time.

· A pie or Doughnut chart can be used to represent a portion of a whole.

· A Scatter (X,Y) or Bubble chart is used to show relationships between data sets.

· A Statistical Chart is used to show statistical analysis

· A Hierarchy chart is used to compare parts of a whole or when different data

columns forms a hierarchy.

· A Combo chart is used when there are mixed data set values.

· A Surface or Radar chart is used to compare the aggregate values of a number of

data series.

Creating a Chart

1. Select the column range of the data for the chart, including the possible headings and
labels. Using the sample data below, select cell range Af:E11 (this includes the column
headings and names of agents)

Sample Data

2. Click Insert tab.

3. On the Charts grouping, select the appropriate chart type for the set of data. The
appropriate chart maybe Column or Bar chart. Click Insert Column or Bar chart button.

4. Select the chart subtype. Assuming you select 3D- Clustered Column under 3-D
Column grouping. Then a possible outcome may look like the figure below.

5. Take note that a Design and Format tabs will be added. Use the commands under
these tabs to edit the chart such as adding chart elements (Chart title, axis titles, data labels,
data table…), changing chart style, switching rows/columns, selecting another chart type,
formatting shapes and wordart styles… You can also move chart to a new sheet or as an
object of another sheet.

For example, you want to create a pie chart using the sample data above, where the names
of Sales agents and the total Sales (per agent) is placed in between other data columns. The
first thing you do is select the Names of Agent. After selecting, hold down control key then
select the total sales (per agent). Once you go into the process correctly, the sample pie
chart will look like this.

Just the same, edit the chart using the Design and Format tabs that appear when a chart is
selected.

-----------------------------------------------

Pivot Table and Pivot Chart

Preparing a summary report from a large data set may be time consuming and difficult
without using Pivot Table and Pivot Chart. With Pivot Table, preparing a summary and show
analysis, patterns and trends will be easier. A Pivot Table will allow you to prepare an
interactive and dynamic summary report. With Pivot Table, a Pivot Chart can be prepared as
a way to graphically present the summary table. For example, you want to know a summary
of sales per month of the different branches of the firm or summary of sales per product
sold, Pivot table and chart is a way to easily prepare such.

Let us use the sample data below to prepare a Pivot Table and Pivot Chart. The table below
is where sales transaction is recorded. (Note: Actually, the table below used data validation
for ProdID, when a ProdID is entered, automatically, the Product Name and its Category
appears, Sold As uses also a Data Validation (W for whole sale, R for Retail), the Unit Price
uses VLookup depending on the ProdID and the Sold As value, the QtySold and Amount is
computed using a formula)

How to prepare a Pivot Table & Chart

1. Select the cell range you want to create a Pivot Table. As much as possible, the data
values should be in a list form or in Excel Table. Moreover, the data sets should not have
empty rows or columns and have at least 1 heading. The above data set contains heading
names and it is Formatted as Table.
2. Select PivotChart command in the Insert tab. A Create PivotChart dialog box appears
(See figure below)