Working With Excel PDF

MICROSOFT EXCEL CONTENTS 1. Getting started with Excel 2. Building Formulae and Functions 3. Formatting and printing A Workbook 4. Analysing and Organising Data 5. Charting Data Getting Started with Excel 1) What is a Spreadsheet? 2) Spreadsheet programs and their applications...

MICROSOFT EXCEL CONTENTS 1. Getting started with Excel 2. Building Formulae and Functions 3. Formatting and printing A Workbook 4. Analysing and Organising Data 5. Charting Data Getting Started with Excel 1) What is a Spreadsheet? 2) Spreadsheet programs and their applications 3) What’s on the Screen? 4) The Worksheet 5) Moving around the workbook i) With the Keyboard 6) Understanding Ranges 7) Selecting Cells 8) Editing data 9) Rearranging Cell contents i) Inserting / Deleting Cells, Rows & Columns 10) Saving a Workbook 11) Opening an existing Workbook 12) Exiting Excel. 1  1. What is a Spreadsheet ? A Spreadsheet is a grid of rows and Columns also called as a worksheet. 2. Spreadsheet programs and applications. Spreadsheet programs are developed to automate tasks such as technical calculation, analysing data. They also have a powerful program for graphical preparations of numerical data. They are commonly used in the following areas:- i. Personal management. ii. Marketing. iii. Payroll. iv. Accounting. 3. What is on the Screen? When Excel is loaded, two windows appear which are nested one within the other. The larger is called the Application windows, which covers the entire screen. The Application window is used to communicate with the Excel program. The smaller window is called the Document window. This is used to create & edit Excel Worksheets & charts. (a) Application window:- (i) Title Bar (ii) Menu Bar (iii) Standard Tool Bars (iv) Formatting Tool Bars (v) Formula Bar (vi) Status Bar (b) Document Window:- (i) Title Bar:- It appears at the top of the document window. It displays the name of the worksheet (ii) Control Menu:- Maxmize / Restore and Minimise button (iii) Sheet tabs:- The tabs at the buttom of the document window. These are used to select different worksheets within the current workbook. (iv) Worksheet tab scroll buttons :- The set of four boxes to the left of the sheet tabs. These are used to scroll through the worksheet tabs. 2  (v) Split Bars:- Split bars can be used to split the document window in to several areas of the worksheet at once. (vi) Column Headings:- The letters at the top of the worksheet column. For e.g. A, B, C, D, ………IV (vii) Row Headings:- The number at the left of each worksheet row. For e.g. 1,2,3,4………65536 4. The Worksheet. The worksheet is displayed as a grid of 65536 rows and 256 columns. Across the top of the worksheet are column headers are labeled as A,B,C,D and so on till Z. After Z, the columns are labeled as AA, AB,AC……AZ, BA, BB, BC……BZ, ……… IA, IB,…..IV. Down the left side are row headers labeled 1,2,3 and so on till 65536. (i) Cell: The intersection of a row and a column is called as a cell. There are approximately over 4 million cells in a single worksheet and each can be hold up to 255 characters. Each cell is surrounded by light gray lines known as Gridlines. (ii) Cell Address: Each cell is identified by a Cell Address which is made up of a row and a column number. The address of the first cell is A1 and that of the last cell is IV65536. (ii) Active Cell: The Active cell is the cell in which one starts typing data. Only one cell can be active at a time and is shown by a heavy border. 5. Moving around the worksheet (i) With the Keyboard: The keyboard can be used to move quickly and easily on the worksheet. The direction keys comprises of eight keys: the four arrow keys, Home, End, Pgup, Pgdn keys. (a) One cell at a time: The simplest way to move about a single sheet is to go from cell to cell. The four arrow keys are used to perform this task. (b) One Screen at a time: press pgdn the active cell and the portion of the sheet displayed in the window move down one window height to the first cell. Press Alt-Pgdn ( Press and hold Alt while pressing Pgdn) The active cell moves one window-width to the right to the first cell. 3  Press pgup the active cell and the portion of the sheet shown in the window move up one window-height. Press Alt-Pgup the active cell moves left by one window-width. (c) To the first or the last cell of the active area: To move only to the first and the last cell in the active sheet, the key combination Ctrl-Home and Ctrl-End can be used. (d) One sheet at a time: Excel provides only two keys to move across sheets. These are Ctrl- PgDn and Ctrl-PgUp. 6. Understanding Ranges: A range is a rectangular group of cells. The smallest rang is a single cell, while the largest encompasses all the cells in the workbook. Defining Ranges: Ranges are defined by the addresses of two opposite or diagonally paired corner cells separated by a colon (: ) or two dots(..) E.g. A1:H4 or H4:A1. 7. Selecting Cells: A cell or a range of cells can be selected by the mouse or the keyboard. Entire Rows or Columns can also be selected with a single mouse-click. To select a cell: With the mouse, move the pointer over the required cell and click. The heavy border then surrounds the new active cell, indicating it is selected. With the key board Press F5 and type the cell address in the dialog box and enter to move to that cell. To select a range of cells: With the mouse, move the mouse pointer to one corner of the range, hold down the mouse button, and drag the pointer to the opposite corner of the range. The marked range will be highlighted. With the keyboard, select the cell in any corner of the range and hold down the shift key while pressing any of the direction keys. To select entire columns and rows: With the mouse, click on the column header, to select an entire row click its row header. To select multiple rows and columns, drag the mouse pointer through their headers. With the keyboard, To select an entire row / row(s), 4  select any cell in that row, hold down the Shift key and press Spacebar. To select an entire column / column(s), select any cell in that column, hold the Ctrl key and press Spacebar. 8. Editing data : One of the advantages of electronic spreadsheets is that changes can be made easily and often. Changes to the information entered can be made in four ways :- 1. Editing the entry as it is being entered. 2. Immediately after changing an entry, the changes can be removed by pressing one of the undo keys. 3. Replace a completed entry in a cell by typing over the original entry. 4. Pressing the F2 key or clicking the edit area of the formula bar. 5. Using the spell check feature. 9. Rearranging Cell Contents : The cell contents can not only be changed or edited, but they can also be rearranged. Rearranging involves copying, moving, clearing cells or even inserting and deleting rows. 10. Saving a Workbook : After the required data is entered in the worksheet, and the worksheet is rearranged it should be saved so that the user can open it later and resume working with it. The worksheet can be saved by using the file, Save command. 11. Opening an existing workbook : To open an existing workbook File, Open command is used. 12. Protecting a workbook: If worksheets contain personal or other confidential information, Excel has the facility of protecting them from unauthorized access. Requiring a password to Open a workbook : (i) Execute the File, Save command (ii) Choose the Options button and the following dialog box is displayed :- (iii) Type a password in the protection password box. (iv) Reenter the same password, click OK (v) Close the worksheet, using File, close command. (vi) Retrieve the worksheet, using File, Open only after entering the correct password. Removing password protection : To remove a password, the user has to know the password. It can then be removed by deleting the password from the particular password box of the “Save Options” dialog box. 5  o Open the workbook and supply the password. o Choose the File, Save As command. o Choose the options button o Press the Del key to remove the password from the Protection password box. 13. Exiting Excel: When the user finishes working with Excel, he can exit by using the File, Exit command. A spreadsheet is the computer equivalent of a paper ledger sheet. It consists of a grid made from columns and rows. It is an environment that can make number manipulation easy and somewhat painless. The math that goes on behind the scenes on the paper ledger can be overwhelming. If you change the loan amount, you will have to start the math all over again (from scratch). But let's take a closer look at the computer version. Looking at our previous example it seems pretty evenly matched. Right? WRONG! The nice thing about using a computer and spreadsheet is that you can experiment with numbers without having to RE-DO all the calculations. Lets change the interest rate and then the number of months. Let the COMPUTER do the calculations! Once we have the formulas set up, we can change the variables that are called from the formula and watch the changes. Change the Interest Rate Change the Number of Months Do that on paper and you better get your calculator back out and get an Eraser and hope you punched all the right keys and in the right order. Spreadsheets are instantly updated if one of the entries is changed. NO erasers! NO new formulas! NO calculators! So let's get started digging into what makes a spreadsheet work. Spreadsheets are made up of 6   columns  rows  and their intersections are called cells In each cell there may be the following types of data  text (labels)  number data (constants)  formulas (mathematical equations that do all the work) In a spreadsheet the COLUMN is defined as the vertical space that is going up and down the window. Letters are used to designate each COLUMN'S location. In the above diagram the COLUMN labeled C is highlighted. In a spreadsheet the ROW is defined as the horizontal space that is going across the window. Numbers are used to designate each ROW'S location. In the above diagram the ROW labeled 4 is highlighted. In a spreadsheet the CELL is defined as the space where a specified row and column intersect. Each CELL is assigned a name according to its COLUMN letter and ROW number. 7 In the above diagram the CELL labeled B6 is highlighted. When referencing a cell, you should put the column first and the row second. In a spreadsheet there are three basic types of data that can be entered.  labels - (text with no numerical value)  constants - (just a number -- constant value)  formulas* - (a mathematical equation used to calculate) data types examples descriptions LABEL Name or Wage or Days anything that is just text CONSTANT 5 or 3.75 or -7.4 any number FORMULA =5+3 or = 8*5+3 math equation *ALL formulas MUST begin with an equal sign (=).Labels are text entries. They do not have a value associated with them. We typically use labels to identify what we are talking about. In our first example: the labels were  computer ledger  car loan  interest  # of payments  Monthly Pmt. Again, we use labels to help identify what we are talking about. The labels are NOT for the computer but rather for US so we can clarify what we are doing. Constants are entries that have a specific fixed value. If someone asks you how old you are, you would answer with a specific answer. Sure, other people will have different answers, but it is a fixed value for each person. In our first example: the constants were    $12,000  9.6%  60 As you can see from these examples there may be different types of numbers. Sometimes constants are referring to dollars, sometimes referring to percentages, and other times referring to a number of items (in this case 60 months).These are typed into the computer with just the numbers and are changed to display their type of number by formatting (we will talk about this later). Again, we use constants to enter FIXED number data. 8  Formulas are entries that have an equation that calculates the value to display. We DO NOT type in the numbers we are looking for; we type in the equation. This equation will be updated upon the change or entry of any data that is referenced in the equation. In our first example, the solution was $252.61 This was NOT typed into the keyboard. The formula that was typed into the spreadsheet was: =PMT(C4/12,C5,-C3) C4 (annual interest rate) was divided by 12 because there are 12 months in a year. Dividing by 12 will give us the interest rate for the payment period - in this case a payment period of one month. It is also important to type in the reference to the constants instead of the constants. Had I entered =PMT(.096,60,- 12000) my formula would only work for that particular set of data. I could change the months above and the payment would not change. Remember to enter the cell where the data is stored and NOT the data itself. Formulas are mathematical equations. There is a list of the functions available within Excel under the menu INSERT down to Function. Formulas OR Functions MUST BEGIN with an equal sign (=). Again, we use formulas to CALCULATE a value to be displayed. When we are entering formulas into a spreadsheet we want to make as many references as possible to existing data. If we can reference that information we don't have to type it in again. AND more importantly if that OTHER information changes, we DO-NOT have to change the equations. If you work for 23 hours and make $5.36 an hour, how much do you make? We can set up this situation using  three labels  two constants  one equation Let's look at this equation in B4:  = B1 * B2  = 23 * 5.36 Both of these equations will produce the same answers, but one is much more useful than the other. DO YOU KNOW which is BEST and WHY? It is BEST if we can Reference as much data as possible as opposed to typing data into equations. Change in Formulas In our last example, things were pretty straightforward. We had number of hours worked multiplied by wage per hour and we got our total pay. Once you have a working spreadsheet you can save your work and use it at a later 9  time. If we referenced the actual cells (instead of typing the data into the equation) we could update the entire spreadsheet by just typing in the NEW Hours worked. And -- you're done! Let's look at the new spreadsheet:  hours have been changed to 34  wage is the same  total pay would now be = 34 * 5.36  but would still be = B1 * B2 If we had typed in ( = 23 * 5.36 ) the first time and just changed the hours worked, our equation in B4 would still be ( = 23 * 5.36 ) INSTEAD we typed in references to the data that we wanted to use in the equation. We typed in ( = B1 * B2 ). These are the locations of the data that we want to use in our equation. It is BEST if we can Reference as much data as possible as opposed to typing data into equations. Basic Math Functions Spreadsheets have many Math functions built into them. Of the most basic operations are the standard multiply, divide, add and subtract. These operations follow the order of operations (just like algebra). Let's look at some examples. For these following examples lets consider the following data:  A1 (column A, row 1) = 5  A2 (column A, row 2) = 7 A B  A3 (column A, row 3) = 8 1 5 3  B1 (column B, row 1) = 3  B2 (column B, row 2) = 4 2 7 4 3 8 6  B3 (column B, row 3) = 6 Constant Referenced Operation Symbol Answer Data Data Multiplication * =5*6 = A1 * B3 30 Division / =8/4 = A3 / B2 2 Addition + =4+7 = B2 + A2 11 Subtraction - =8-3 = A3 - B1 5 Methods of Selecting Cells Selecting cells in an equation is a very important concept of a spreadsheet. We need to know how to reference the data in other parts of the spreadsheet. When entering your selection you may use the keyboard or the mouse. We can select several cells together if we can specify a starting cell and a stopping cell. This will select ALL the cells within this specified BLOCK of cells. If the cells that we want to work with are not together (non-contiguous cells) we can use the comma to separate the cells or by holding down the control-key (command key on a MAC) and selecting cells or blocks of cells the comma will be inserted automatically to separate these chunks of data. For the following examples lets consider the table below: 10   A1 (column A, row 1) = 5  A2 (column A, row 2) = 7 A B  A3 (column A, row 3) = 8 1 5 3  B1 (column B, row 1) = 3  B2 (column B, row 2) = 4 2 7 4 3 8 6  B3 (column B, row 3) = 6 This is just a discussion of selection methods. If we wanted to add the cells in the (To Select) you would type in =sum(Type In) or =sum(Click On) To Select Type In Click On A1 A1  click on A1  click on A1  with button down A1, A2, A3 A1:A3  drag to A3  click on A1  with button down A1, B1 A1:B1  drag to B1  click on A1  type in comma (or hold down the control key on a PC) A1, B3 A1, B3 (or hold down the command key on a MAC)  click on B3  click on A1  with button down A1, A2, B1, B2 A1:B2  drag to B2 SUM FUNCTION Probably the most popular function in any spreadsheet is the SUM function. The Sum function takes all of the values in each of the specified cells and totals their values. The syntax is:  =SUM(first value, second value, etc) In the first and second spots you can enter any of the following (constant, cell, range of cells).  Blank cells will return a value of zero to be added to the total.  Text cells can not be added to a number and will produce an error. Lets use the table here for the discussion that A Example Cells to ADD Answer follows: 1 25 =sum (A1:A3) A1, A2, A3 150 We will look at several different specific examples 2 50 =sum (A1:A3, A1, A2, A3 and 100 250 that show how the typical function can be used! 3 75 100) Notice that in A4 there is a TEXT entry. This has =sum (A1+A4) A1, A4 #VALUE! 4 test NO numeric value and can not be included in a 5 =sum (A1:A2, total. A1, A2, A5 75 A5) Average Function 11 There are many functions built into many spreadsheets. One of the first ones that we are going to discuss is the Average function. The average function finds the average of the specified data. (Simplifies adding all of the indicated cells together and dividing by the total number of cells.) The syntax is as follows.  =Average (first value, second value, etc.) Text fields and blank entries are not included in the calculations of the Average Function. A Lets use the table here for the Example Cells to average Answer 1 25 discussion that follows: =average 2 50 A1, A2, A3, A4 62.5 We will look at several (A1:A4) different specific examples 3 75 =average that show how the average A1, A2, A3, A4 and 300 110 4 100 (A1:A4, 300) function can be used! 5 =average A1, A2, A3, A4, A5 62.5 (A1:A5) =average A1, A2, A4 58.33 (A1:A2, A4) MAX FUNCTION The next function we will discuss is Max (which stand for Maximum). This will return the largest (max) value in the selected range of cells.  Blank entries are not included in the calculations of the Max Function.  Text entries are not included in the calculations of the Max Function. A Lets use the table here for the Example of Max Cells to look at Ans. Max 1 10 discussion that follows. =max (A1:A4) A1, A2, A3, A4 30 We will look at several different 2 20 specific examples that show =max (A1:A4, 3 30 A1, A2, A3, A4 and 100 100 how the Max functions can be 100) 4 test used! =max (A1, A3) A1, A3 30 5 =max (A1, A5) A1, A5 10 Min Function The next function we will discuss is Min (which stands for minimum). This will return the smallest (Min) value in the selected range of cells.  Blank entries are not included in the calculations of the Min Function.  Text entries are not included in the calculations of the Min Function. Lets use the table here A for the discussion that 1 10 Example of min Cells to look at Ans. min follows. We will look at several 2 20 =min (A1:A4) A1, A2, A3, A4 10 different specific 3 30 =min (A2:A3, 100) A2, A3 and 100 20 examples that show 4 test =min (A1, A3) A1, A3 10 how the min functions can be used! 5 A1, A5 (displays the smallest =min (A1, A5) 10 number) 12 Count Function The next function we will discuss is Count. This will return the number of entries (actually counts each cell that contains number data) in the selected range of cells.  Blank entries are not counted.  Text entries are NOT counted. Lets use the table here for A Example of the discussion that Cells to look at Answer 1 10 Count follows. We will look at several 2 20 =Count (A1:A3) A1, A2, A3 3 different specific 3 30 =Count (A1:A3, A1, A2, A3 and 100 4 examples that show how 100) 4 test the Count functions can =Count (A1, A3) A1, A3 2 be used! 5 =Count (A1, A4) A1, A4 1 =Count (A1, A5) A1, A5 1 COUNTA……. The next function we will discuss is CountA. This will return the number of entries (actually counts each cell that contains number data OR text data) in the selected range of cells.  Blank entries are not Counted.  Text entries ARE Counted. Example of A Cells to look at Answer Lets use the table here for the CountA 1 10 discussion that follows. =CountA (A1:A3) A1, A2, A3 3 We will look at several 2 20 =CountA (A1:A3, different specific examples 3 30 A1, A2, A3 and 100 4 100) that show how the CountA 4 test =CountA (A1, A3) A1, A3 2 functions can be used! 5 =CountA (A1, A4) A1, A4 2 =CountA (A1, A5) A1, A5 1 IF FUNCTION……The next function we will discuss is IF. The IF function will check the logical condition of a statement and return one value if true and a different value if false. The syntax is  =IF (condition, value-if-true, value-if-false)  value returned may be either a number or text  if value returned is text, it must be in quotes Lets use the table here for the A B discussion that follows. We will look at several different specific 1 Price Over a dollar? examples that show how the IF 2 $.95 No functions can be used! 3 $1.37 Yes 13  Example of IF Compares Answer typed into column B =IF is (.95 > 1) No (A2>1,"Yes","No") 4 comparing # returning # =IF (A3>1, "Yes", is (1.37 > 1) Yes 0.08 "No") 5 14000 =IF is (14000 > 6 8453 0.05 (A5>10000,.08,.05.08 10000) ) =IF is (8453 > (A6>10000,.08,.05.05 10000) ) 14  To calculate trig functions in degrees you must convert them - otherwise excel will calculate them in radians. You can type in either an actual number for the REF or you can also type in a reference from the excel spreadsheet (like A2). Function Wizard ….In Excel there is a help tool for functions called the Function Wizard. There are two ways to get the function wizard. If you look at the Standard Toolbar, the function wizard icon looks like the icon on the right. The other way to get to the function wizard is to go to the Menu INSERT -- down to FUNCTION. Either way you get there, at this point Excel will list all of the functions available. Upon choosing the function, Excel will prompt you for the information it needs to complete the function. Mini descriptions are available for each of the cells. It is often necessary for you to understand the functions in order to be able to figure out these descriptions. Yeah, I know it would have been nice to know this earlier, but it is important for you to understand how the functions work before you start using the Function Wizard. It is faster to type the basic function in from the keyboard as opposed to going through the steps of this tool. Well, that is all of the functions we are going to cover. On to the next phase. Copying Formulas ……Sometimes when we enter a formula, we need to repeat the same formula for many different cells. In the spreadsheet we can use the copy and paste command. The cell locations in the formula are pasted relative to the position we Copy them from. A B Cells information is copied from its relative C position. In other words in the original cell (C1) 1 5 3 =A1+B1 the equation was (A1+B1). When we paste the 2 8 2 =A2+B2 function it will look to the two cells to the left. 3 4 6 =A3+B3 So the equation pasted into (C2) would be (A2+B2). And the equation pasted into (C3) 4 3 8 =? + ? would be (A3+B3). If you have a lot of duplicate formulas you can also perform what is referred to as a FILL DOWN. (discussed next). Fill Down Often we have several cells that need the same formula (in relationship) to the location it is to be typed into. There is a short cut that is called Fill Down. There are a number of ways to perform this operation. One of the ways is to 1. select the cell that has the original formula 2. hold the shift key down and click on the last cell (in the series that needs the formula) 3. under the edit menu go down to fill and over to down A B C 1 5 3 =A1+B1 Cells information is copied from its relative position. In other words in the original cell (C1) the equation 2 8 2 fill down was (A1+B1). When we paste the function it will look to the two cells to the left. So the equation pasted 3 4 6 fill down into (C2) would be (A2+B2). And the equation pasted into (C3) would be (A3+B3). And the equation pasted into (C4) would be(A4+B4). 4 3 8 fill down Absolute Positioning Sometimes it is necessary to keep a certain position that is not relative to the new cell location. This is possible by inserting a $ before the Column letter or a $ before the Row number (or both). This is called Absolute Positioning. 15  A B C 1 5 3 =$A$1+$B$1 If we were to fill down with this formula we would have the exact same formula in all of the cells 2 8 2 =$A$1+$B$1 C1, C2, C3, and C4. The dollar signs Lock the cell location to a FIXED position. When it is copied 3 4 6 =$A$1+$B$1 and pasted it remains EXACTLY the same (no relative). 4 3 8 =$A$1+$B$1 Fill Right We can also fill right. We must select the original cell (and the cells to the right) and select from the Edit menu -- Fill and Right. A B C 1 =A2+$B$3 =B2+$B$3 =C2+$B$3 If we were to fill right from A1 to C1 we would get the formulas displayed to 2 6 2 5 the left. Notice that the second part of the equation is FIXED or (ABSOLUTE 3 7 10 4 REFERENCE so always references B3 which is 10). 4 9 8 7 Answers would be A1=16, B1=12, C1=15. Formatting Text Spreadsheets can be pretty dry, so we need some tools to dress them up a little. We can use most of the tricks in our word processor to do the formatting of text. We can use : bold face, italics, underline, change the color, align (left, right, center), font size, font, etc. We need to select the cell (or group of cells) that we wish to change the formatting and then go from the FORMAT menu -- down to CELLS -- click on FONT. Here is a picture of what you will see there. Notice that you can choose to change the alignment as well as several other options. Formatting Numbers We often need to format the numbers to display the appropriate number of decimals, dollar signs, percentage, red (for negative dollars), etc. It is best to keep numbers describing similar items as uniform as possible. If we have the number 3.53262624672423, we would probably have to make the column wider and at the least bore most people. We need to set the number of decimal places to what is important. If this was a dollar figure that had calculated tax it should be $3.53. Here is a screen displaying what you would see if you select a cell (or group of cells) and from the FORMAT menu -- go down to format -- click on number. 16 Column Width A question that everyone (who has ever worked on a spreadsheet) has asked at one time or another is, "Where did all my numbers go?" or same question, "Where did all of those ####### come from and why are they in my spreadsheet?" The problem is the number trying to be displayed in a particular cell does not have enough width to display properly. To clear up the problem we just need to make the column wider. You can do this many ways. Here are two ways to change the column width Select the column (or columns) with the problem by clicking on their labels (letters). Then you choose the MENU FORMAT. Go down to COLUMN and over to WIDTH and type in a new number for the column width. Move the arrow to the right side of the column label and click and drag the mouse to the right (to make wider) or left (to make smaller). Let up on the mouse button when the column is wide enough. Notice the cursor changes to a vertical line with arrows pointing left and right. In many spreadsheets you can also change the vertical height of a row by moving the lower edge of the row title (number). Inserting A Column Sometimes we (all) make mistakes or things change. If you have a spreadsheet designed and you forgot to include some important information, you can insert a column into an existing spreadsheet. What you must do is click on the column label (letter) and choose in Columns from the Insert menu. This will insert a column immediately left of the selected column. As you can see from this example there was a blank column inserted into the spreadsheet. You might wonder if this will affect your referenced formulas. Yes, the Referenced cells are changed to their new locations. For example: Cell C4 was =C3+B4 and now is =D3+B4 Inserting A Row Likewise, we can also insert rows. With the row label (number) selected you must choose the Row from the Insert menu. Again this will insert a row before the row you have selected. 17  Charts or Graphing Numbers can usually be represented quicker and to a larger audience in a picture format. Excel has a chart program built into its main program. The Chart Wizard will step you through questions that will (basically) draw the chart from the data that you have selected. There are many types of charts. The two most widely used are the bar chart and the pie chart. The BAR Chart is usually used to display a change (growth or decline) over a time period. You can quickly compare the numbers of two different bar charts to each 18 The PIE Chart is usually used to look at what makes up a whole Something. If you had a pie chart of where you spent your money you could look at the percentages of dollars spent on food (or any other category). You can add legends, titles, and change many of the display variables. 19