Excel: Part Two

Spreadsheet Presentation
As a spreadsheet is used to
present information, being able to
present it WELL, is a skill in itself.
Presentation can be enhanced by
such things as setting text and
cell attributes, use of borders and
shading and setting printing
options.
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Text & Cell Attributes

Be consistent with alignment in
columns, particularly decimal
points.
Highlight totals or summary
figures
bold, coloured, shaded

Text & Cell Attributes

Headings should be a
consistent style
The addition of
graphics/charts can
significantly improve a
worksheet.

Text & Cell Attributes

Use cell formatting techniques such as:
merging cells,
wrapping text within a cell
adjusting the vertical as well as the
horizontal alignment of cells

All of these options are available

through the Format/Cells menu option.
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Spreadsheet Printing
Printing a worksheet properly can
sometimes be a complex task.
Some options that can solve these
problems are:
decreasing/increasing margins
reducing/increasing column
widths
changing the layout from portrait
to landscape.
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Spreadsheet Printing
Headers and/or footers should be added
and page numbers MUST be included if
more than one page is used.
Where there is a large amount of
information to be shown, then gridlines
should also be printed.
All of these options can be selected
through the Page Setup menu choice.
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Charts
Charts are used to present information
so that it can be quickly and easily
understood.

Advantages of Charts
Easier to identify trends.
Easier to identify interrelationships in
data.
Chart is linked to the data so that
changes to the data are shown
immediately in the chart.

Chart Types
Bar & Column Charts
Show values of data
and allow
comparison
between categories
Bar - horizontal
Column - vertical

90
90
80
80
70
70
60
60
50
50
40
40
30
30
20
20
10
10
00

East
East
West
West

1st
1st 2nd
2nd 3rd
3rd 4th
4th
Qtr
Qtr Qtr
Qtr Qtr
Qtr Qtr
Qtr

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Chart Types
Stacked Charts
Show more than
one item for each
category, allowing
comparison within
the category.
Bar - horizontal
Column - vertical

140
140
120
120
100
100
80
80

West
West
East
East

60
60
40
40
20
20
00
1st
1st 2nd
2nd 3rd
3rd 4th
4th
Qtr
Qtr Qtr
Qtr Qtr
Qtr Qtr
Qtr

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Chart Types
Pie Charts
Show values of data
and allow comparison to
the whole.
The area of each slice
represents the fraction
of the whole
It allows only one data
series

1st
1stQtr
Qtr
2nd
2ndQtr
Qtr
3rd
3rdQtr
Qtr
4th
4thQtr
Qtr

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Chart Types
Line Charts
Show the
relationship between
values.
They can be used to
show the rate of
change.

100
100
90
90
80
80
70
70
60
60
50
50
40
40
30
30
20
20
10
10
00

East
East
West
West

1st
1st 2nd
2nd 3rd
3rd 4th
4th
Qtr
Qtr
Qtr
Qtr
Qtr Qtr Qtr Qtr

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Chart Types
Picture Charts
They are bar or
column charts that
have been filled
with a graphic.
Select a bar and
then choose Fill
effects from the
Format menu.

100
100
90
90
80
80
70
70
60
60
50
50
40
40
30
30
20
20
10
10
00

East
East

1st
1st
Qtr
Qtr

2nd
2nd
Qtr
Qtr

3rd
3rd
Qtr
Qtr

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Chart Components
Number
Number of
of Cars
Cars Sold
Sold
100
100
90
90
80
80
N 70
N 70
o
o
. 60
. 60
50
C
50
C
a 40
a 40
r
r
s 30
s 30
20
20
10
10
0
0

Value axis
(Y-axis)

Chart
Title
Legend

Values in a
data series

East
East
West
West

Category axis
(X- axis)
1st Qtr
1st Qtr

2nd Qtr
3rd Qtr
2nd Qua
Qtr rte rs
3rd Qtr
Qua rte rs

4th Qtr
4th Qtr

Category labels
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Creating Charts
To create a chart first select (by
clicking and dragging) the data
to be charted.
Monday
Include column and row labelsTuesday
if
Wednesday
you want those included as well.
Thursday
Select Insert/Chart, follow theFriday
instructions and then your chart
Saturday
will be done!

Sales
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12
14
12
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Creating Charts
Embedded charts are those that are
included in the worksheet that contains
the data, otherwise you can include it as
a separate sheet.

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Creating Charts
Once the chart has been created it is
possible to edit any part of the chart.
Select the component that needs to be
changed and choose the selected item
from the Format menu or use the chart
toolbar.
The chart type can also be changed by
selecting Chart Type from the Chart menu.
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Printing Charts
You can elect to print a
chart as a separate sheet
or as part of the worksheet
containing the data.
To print a chart as a
separate sheet if it is
embedded, select the chart
first and choose Print.
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Supporters
We would like to express our thanks
for the continued support from:
Accelerate

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