IT74 – IT Application Tools in Business

BY: FNA
CHAPTER 6: SPREADSHEET (CHARTS) (MICROSOFT EXCEL 2016)
Learning Objectives:

● Understand and apply the precedence rule in making a formula

● Create complex formulas using user-defined, functions and/or a combination of both.
● Identify and explain the different commonly used chart/graph types.
● Create charts in a spreadsheet application.
● Use the sparklines feature in the spreadsheet workbook.

THE ORDER OF OPERATIONS

Excel calculates formulas based on the following order of operations:

1. Operations enclosed in parentheses

2. Exponential calculations (3^2, for example)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first

A mnemonic that can help you remember the order is PEMDAS

CREATING COMPLEX FORMULAS

To calculate the cost of sales tax for a catering invoice. To do this, write our formula as
=(D3+D4+D5)*0.075 in cell D6. This formula will add the prices of our items, and then
multiply that value by the 7.5% tax rate (which is written as 0.075) to calculate the
answer.

Excel follows the order of operations and first adds the values inside the
parentheses: (45.80+68.70+159.60) = 274.10. It then multiplies that value by the tax
rate: 274.10*0.075. The result will show that the sales tax is $20.56.

It's especially important to follow the order of operations when creating a formula. Otherwise, Excel
won't calculate the results accurately. In our example, if the parentheses are not included, the
multiplication is calculated first and the result is incorrect. Parentheses are often the best way to define
which calculations will be performed first in Excel.
 To create a complex formula using the order of operations:

Use cell references along with numerical values to create a complex formula that will calculate
the subtotal for a catering invoice. The formula will calculate the cost of each menu item first, then add
these values.

1. Select the cell that will contain the formula. In our example, we'll select cell C5.

2. Enter your formula. In our example, we'll type =B3*C3+B4*C4. This formula will follow the
order of operations, first performing the multiplication: 2.79*35 = 97.65 and 2.29*20 = 45.80.
It then will add these values to calculate the total: 97.65+45.80.

3. Double-check your formula for accuracy, then press Enter on your keyboard. The formula will
calculate and display the result. In our example, the result shows that the subtotal for the order
is $143.45.
You can add parentheses to any equation to make it easier to read. While it won't change the result of
the formula in this example, we could enclose the multiplication operations within parentheses to
clarify that they will be calculated before the addition.

Note: Excel will not always tell you if your formula contains an error, so it's up to you to check all of
your formulas.

UNDERSTANDING CHARTS

Excel has several different types of charts, allowing you to choose the one that best fits your data. In
order to use charts effectively, you'll need to understand how different charts are used.

Types Of Charts

1. Column Chart

Data that’s arranged in columns or rows on a worksheet can

be plotted in a column chart. A column chart typically
displays categories along the horizontal (category) axis and
values along the vertical (value) axis, as shown in this chart:

Types of column charts

● CLUSTERED COLUMN AND 3-D CLUSTERED COLUMN

A clustered column chart shows values in 2-D columns. A 3-D

clustered column chart shows columns in 3-D format, but it
doesn’t use a third value axis (depth axis). Use this chart
when you have categories that represent:
o Ranges of values (for example, item counts).

o Specific scale arrangements (for example, a Likert scale with entries like Strongly agree, Agree,
Neutral, Disagree, Strongly disagree).
o Names that are not in any specific order (for example, item names, geographic names, or the
names of people)
● STACKED COLUMN AND 3-D STACKED COLUMN

A stacked column chart shows values in 2-D stacked columns. A

3-D stacked column chart shows the stacked columns in 3-D
format, but it doesn’t use a depth axis. Use this chart when you
have multiple data series and you want to emphasize the total.

● 100% STACKED COLUMN AND 3-D 100% STACKED COLUMN

A 100% stacked column chart shows values in 2-D columns that are stacked to represent 100%. A 3-D
100% stacked column chart shows the columns in 3-D format, but it doesn’t use a depth axis. Use this
chart when you have two or more data series and you want to emphasize the contributions to the
whole, especially if the total is the same for each category.
● 3-D COLUMN

3-D column charts use three axes that you can change (a horizontal axis, a vertical axis, and a depth
axis), and they compare data points along the horizontal and the depth axes. Use this chart when you
want to compare data across both categories and data series.

2. Line charts

Data that's arranged in columns or rows on a worksheet can

be plotted in a line chart. In a line chart, category data is
distributed evenly along the horizontal axis, and all value data
is distributed evenly along the vertical axis. Li ne charts can
show continuous data over time on an evenly scaled axis, so
they're ideal for showing trends in data at equal intervals, like
months, quarters, or fiscal years.

Types of line charts

● LINE AND LINE WITH MARKERS

Shown with or without markers to indicate individual data values, line charts can show trends over time
or evenly spaced categories, especially when you have many data points and the order in which they are
presented is important. If there are many categories or the values are approximate, use a line chart
without markers.
● STACKED LINE AND STACKED LINE WITH MARKERS

Shown with or without markers to indicate individual data values,

stacked line charts can show the trend of the contribution of each
value over time or evenly spaced categories.
● 100% STACKED LINE AND 100% STACKED LINE WITH MARKERS

Shown with or without markers to indicate individual data values, 100% stacked line charts can show
the trend of the percentage each value contributes over time or evenly spaced categories. If there are
many categories or the values are approximate, use a 100% stacked line chart without markers.
● 3-D LINE

3-D line charts show each row or column of data as a 3-D ribbon. A
3-D line chart has horizontal, vertical, and depth axes that you can
change.

Notes:

▪ Line charts work best when you have multiple data series in your chart—if you have only one
data series, consider using a scatter chart instead.

▪ Stacked line charts sum the data, which might not be the result you want. It might not be easy to
see that the lines are stacked, so consider using a different line chart type or a stacked area chart
instead.

3. Pie charts
Data that's arranged in one column or row on a worksheet can be
plotted in a pie chart. Pie charts show the size of items in one data
series, proportional to the sum of the items. The data points in a
pie chart are shown as a percentage of the whole pie.

Consider using a pie chart when:

 ▪ You have only one data series.

▪ None of the values in your data are negative.

▪ Almost none of the values in your data are zero values.

▪ You have no more than seven categories, all of which represent parts of the whole pie.

Types of pie charts

● PIE AND 3-D PIE

Pie charts show the contribution of each value to a total in a 2-D

or 3-D format. You can pull out slices of a pie chart manually to
emphasize the slices.

● PIE OF PIE AND BAR OF PIE

Pie of pie or bar of pie charts show pie charts with smaller
values pulled out into a secondary pie or stacked bar chart,
which makes them easier to distinguish.

4. Doughnut Charts

Data that's arranged in columns or rows only on a worksheet

can be plotted in a doughnut chart. Like a pie chart, a doughnut
chart shows the relationship of parts to a whole, but it can
contain more than one data series.

Types of doughnut charts

● DOUGHNUT

Doughnut charts show data in rings, where each ring represents a

data series. If percentages are shown in data labels, each ring will total
100%.

Note: Doughnut charts aren't easy to read. You may want to use a stacked column charts or Stacked bar
chart instead.

5. Bar Chart

Data that's arranged in columns or rows on a worksheet can be

plotted in a bar chart. Bar charts illustrate comparisons among
individual items. In a bar chart, the categories are typically
organized along the vertical axis, and the values along the
horizontal axis.

Consider using a bar chart when:

▪ The axis labels are long.

▪ The values that are shown are durations.

Types of bar charts

▪ CLUSTERED BAR AND 3-D CLUSTERED BAR

A clustered bar chart shows bars in 2-D format. A 3-D clustered bar
chart shows bars in 3-D format; it doesn’t use a depth axis.

▪ STACKED BAR AND 3-D STACKED BAR

Stacked bar charts show the relationship of individual items to the whole in 2-D bars. A 3-D stacked bar
chart shows bars in 3-D format; it doesn’t use a depth axis.

▪ 100% STACKED BAR AND 3-D 100% STACKED BAR

A 100% stacked bar shows 2-D bars that compare the percentage
that each value contributes to a total across categories. A 3-D 100%
stacked bar chart shows bars in 3-D format; it doesn’t use a depth axis.

6. Area Chart

Data that's arranged in columns or rows on a worksheet can be plotted in an area chart. Area charts can
be used to plot change over time and draw attention to the total value across a trend. By showing the
sum of the plotted values, an area chart also shows the relationship of parts to a whole.

Types of area charts

▪ AREA AND 3-D AREA

Shown in 2-D or in 3-D format, area charts show the trend of values over
time or other category data. 3-D area charts use three axes (horizontal,
vertical, and depth) that you can change. As a rule, consider using a line
chart instead of a non-stacked area chart, because data from one series
can be hidden behind data from another series.

▪ STACKED AREA AND 3-D STACKED AREA

Stacked area charts show the trend of the contribution of each value
over time or other category data in 2-D format. A 3-D stacked area chart
does the same, but it shows areas in 3-D format without using a depth
axis.

▪ 100% STACKED AREA AND 3-D 100% STACKED AREA

100% stacked area charts show the trend of the percentage that each value contributes over time or
other category data. A 3-D 100% stacked area chart does the same, but it shows areas in 3-D format
without using a depth axis.

7. XY (Scatter) And Bubble Chart

Data that's arranged in columns and rows on a worksheet can be plotted in an xy (scatter) chart. Place
the x values in one row or column, and then enter the corresponding y values in the adjacent rows or
columns.

A scatter chart has two value axes: a horizontal (x) and a vertical
(y) value axis. It combines x and y values into single data points
and shows them in irregular intervals, or clusters. Scatter charts
are typically used for showing and comparing numeric values,
like scientific, statistical, and engineering data.
Consider using a scatter chart when:

▪ You want to change the scale of the horizontal axis.

▪ You want to make that axis a logarithmic scale.

▪ Values for horizontal axis are not evenly spaced.

▪ There are many data points on the horizontal axis.

▪ You want to adjust the independent axis scales of a scatter chart to reveal more information
about data that includes pairs or grouped sets of values.

▪ You want to show similarities between large sets of data instead of differences between data
points.

▪ You want to compare many data points without regard to time—the more data that you include
in a scatter chart, the better the comparisons you can make.

Types of scatter charts

▪ SCATTER

This chart shows data points without connecting lines to compare pairs
of values.

▪ SCATTER WITH SMOOTH LINES AND MARKERS AND SCATTER WITH

SMOOTH LINES

This chart shows a smooth curve that connects the data points. Smooth
lines can be shown with or without markers. Use a smooth line without markers if there are many data
points.

▪ SCATTER WITH STRAIGHT LINES AND MARKERS AND SCATTER WITH STRAIGHT LINES

This chart shows straight connecting lines between data points. Straight
lines can be shown with or without markers.

8. Bubble Chart

Much like a scatter chart, a bubble chart adds a third column to

specify the size of the bubbles it shows to represent the data
points in the data series.

Type of bubble charts

▪ BUBBLE OR BUBBLE WITH 3-D EFFECT

Both of these bubble charts compare sets of three values

instead of two, showing bubbles in 2-D or 3-D format (without
using a depth axis). The third value specifies the size of the
bubble marker.

9. Stock Chart

Data that's arranged in columns or rows in a specific order on a

worksheet can be plotted in a stock chart. As the name
implies, stock charts can show fluctuations in stock prices.
However, this chart can also show fluctuations in other data,
like daily rainfall or annual temperatures. Make sure you organize your data in the right order to create
a stock chart.

For example, to create a simple high-low-close stock chart, arrange your data with High, Low, and Close
entered as column headings, in that order.

Types of stock charts

▪ HIGH-LOW-CLOSE

This stock chart uses three series of values in the following order: high,
low, and then close.

▪ OPEN-HIGH-LOW-CLOSE This stock chart uses four series of

values in the following order: open, high, low, and then close.

▪ VOLUME-HIGH-LOW-CLOSE This stock chart uses four series of values in the following order:
volume, high, low, and then close. It measures volume by using two value axes: one for the
columns that measure volume, and the other for the stock prices.

▪ VOLUME-OPEN-HIGH-LOW-CLOSE This stock chart uses five series

of values in the following order: volume, open, high, low, and then
close.

10.Surface Chart

Data that's arranged in columns or rows on a worksheet can

be plotted in a surface chart. This 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. You can create a
surface chart when both categories and data series are
numeric values.

Types of surface charts

▪ 3-D SURFACE

This chart shows a 3-D view of the data, which can be imagined as a rubber sheet stretched over a 3-D
column chart. It is typically used to show relationships between large amounts of data that may
otherwise be difficult to see. Color bands in a surface chart do not represent the data series; they
indicate the difference between the values.

▪ WIREFRAME 3-D SURFACE

Shown without color on the surface, a 3-D surface chart is called a wireframe 3-D surface chart. This
chart shows only the lines. A wireframe 3-D surface chart isn’t easy to read, but it can plot large data
sets much faster than a 3-D surface chart.

▪ CONTOUR

Contour charts are surface charts viewed from above, similar to 2-D topographic maps. In a contour
chart, color bands represent specific ranges of values. The lines in a contour chart connect interpolated
points of equal value.
 ▪ WIREFRAME CONTOUR

Wireframe contour charts are also surface charts viewed from above. Without color bands on the
surface, a wireframe chart shows only the lines. Wireframe contour charts aren’t easy to read. You may
want to use a 3-D surface chart instead.

11.Radar Charts

Data that's arranged in columns or rows on a worksheet can

be plotted in a radar chart. Radar charts compare the
aggregate values of several data series.

Type of radar charts

▪ RADAR AND RADAR WITH MARKERS

With or without markers for individual data points, radar charts

show changes in values relative to a center point.

▪ FILLED RADAR

In a filled radar chart, the area covered by a data series is filled

with a color.

12.Combo charts

Data that's arranged in columns and rows can be plotted

in a combo chart. Combo charts combine two or more
chart types to make the data easy to understand,
especially when the data is widely varied. Shown with a
secondary axis, this chart is even easier to read. In this
example, we used a column chart to show the number of
homes sold between January and June and then used a
line chart to make it easier for readers to quickly identify
the average sales price by month.

Type of combo charts

▪ Clustered column – line and clustered column – line on secondary axis

With or without a secondary axis, this chart combines a

clustered column and line chart, showing some data series as
columns and others as lines in the same chart.

▪ Stacked area – clustered column

This chart combines a stacked area and clustered column chart,

showing some data series as stacked areas and others as columns in
the same chart.

▪ Custom combination

This chart lets you combine the charts you want to show in the
same chart.
13.Map chart

You can use a Map Chart to compare values and show

categories across geographical regions. Use it when you
have geographical regions in your data, like
countries/regions, states, counties or postal codes.

For example, Countries by Population uses values. The

values represent the total population in each country,
with each portrayed using a gradient spectrum of two
colors. The color for each region is dictated by where
along the spectrum its value falls with respect to the
others.

In the following example, Countries by Category, the

categories are displayed using a standard legend to show
groups or affiliations. Each data point is represented by an
entirely different color.

TO INSERT A CHART:

1. Select the cells you want to chart, including the column titles and row labels.
These cells will be the source data for the chart. In our example, we'll select cells
A1:F6.

2. From the Insert tab, click the desired Chart command. In our example, we'll
select Column.

3. Choose the desired chart type from the drop-down menu.

 4. The Selected chart will be inserted into the worksheet.

If you're not sure which type of chart to use, the Recommended Charts command will suggest several
different charts based on the source data.

CHART AND LAYOUT STYLE

After inserting a chart, there are several things you may want to change about the way your data is
displayed. It's easy to edit a chart's layout and style from the Design tab.

● Excel allows you to add chart elements—such as chart titles, legends, and data
labels—to make your chart easier to read. To add a chart element, click the Add
Chart Element command on the Design tab, then choose the desired
element from the drop-down menu.
● To edit a chart element, like a chart title, simply double-click
the placeholder and begin typing.

● If you don't want to add chart elements individually, you can use one of Excel's
predefined layouts. Simply click the Quick Layout command, then choose
the desired layout from the drop-down menu.
 ● Excel also includes several chart styles, which allow you to quickly modify the
look and feel of your chart. To change the chart style, select the desired
style from the Chart styles group. You can also click the drop-down arrow on the
right to see more styles.

You can also use the chart formatting shortcut buttons to quickly add chart elements, change the chart
style, and filter the chart data.

OTHER CHART OPTIONS

There are many other ways to customize and organize your charts. For example, Excel allows you
to rearrange a chart's data, change the chart type, and even move the chart to a different location in a
workbook.

TO SWITCH ROW AND COLUMN DATA:

Sometimes you may want to change the way charts group your data. For example, in the chart below
Book Sales data is grouped by genre, with columns for each month. However, we could switch the
rows and columns so the chart will group the data by month, with columns for each genre. In both
cases, the chart contains the same data—it's just organized differently.

1. Select the chart you want to modify.

2. From the Design tab, select the Switch
Row/Column command.

3. The rows and columns will be switched. In our example, the data is now grouped by month,
with columns for each genre.

TO CHANGE THE CHART TYPE:

If you find that your data isn't well suited to a certain chart, it's easy to switch to a new chart type. In
our example, we'll change our chart from a column chart to a line chart.

1. From the Design tab, click the Change Chart Type command.

2.

The Change Chart Type dialog box will appear. Select a new chart type and layout, then
click OK. In our example, we'll choose a Line chart.
3. The selected chart type will appear. In our example, the line chart makes it easier to see
trends in sales data over time.

TO MOVE A CHART:

Whenever you insert a new chart, it will appear as an object on the same worksheet that contains its
source data. Alternatively, you can move the chart to a new worksheet to help keep your data
organized.

1. Select the chart you want to move.

2. Click the Design tab, then select the Move Chart command.

3. The Move Chart dialog box will appear. Select

the desired location for the chart. In our example,
we'll choose to move it to a New sheet, which will
create a new worksheet.
4. Click OK.

5. The chart will appear in the selected location. In our example, the chart now appears on a
new worksheet.
 KEEPING CHARTS UP TO DATE

By default, when you add more data to your spreadsheet, the chart may not include the new data. To fix
this, you can adjust the data range. Simply click the chart, and it will highlight the data range in your
spreadsheet. You can then click and drag the handle in the lower-right corner to change the data range.

If you frequently add more data to your spreadsheet, it may become tedious to update the data range.
Luckily, there is an easier way. Simply format your source data as a table, then create a chart based on
that table. When you add more data below the table, it will automatically be included in both the table
and the chart, keeping everything consistent and up to date.

HOW TO USE SPARKLINES

SPARKLINE is a special type of information graphic that represents trends or variations in collected
data. Sparklines are tiny graphs generally about the size of the text that surrounds them. sparklines are
the height of the worksheet cells whose data they represent and can be any of the following chart types

Sparklines are miniature charts that fit into a single cell. Because they're so compact, it's easy to
include several sparklines in a workbook.

Types of sparklines
There are three different types of sparklines:

▪ Line that represents the relative value of the selected

worksheet data

▪ Column where the selected worksheet data is represented by

tiny columns

▪ Win/Loss where the selected worksheet data appears as a win/loss chart;

wins are represented by blue squares that appear above red squares
(representing the losses)

Line and Column work the same as line and column charts. Win/Loss is similar
to Column, except it only shows whether each value is positive or negative instead of
how high or low the values are. All three types can display markers at important points, such as
the highest and lowest points, to make them easier to read.

TO CREATE SPARKLINES:
Generally, you will have one sparkline for each row, but you can create as many as you want in any
location. Just like formulas, it's usually easiest to create a single sparkline and then use the fill
handle to create sparklines for the adjacent rows. In our example, we'll create sparklines to help
visualize trends in sales over time for each salesperson.

1. Select the cells that will serve as the source data for the first sparkline. In our example,
we'll select the cell range B2:G2.

2. Select the Insert tab, then choose the desired Sparkline from the Sparklines group. In our
example, we'll choose Line.

3. The Create Sparklines dialog box will appear. Use the mouse to select the cell where the
sparkline will appear, then click OK. In our example, we'll select cell H2, and the cell
reference will appear in the Location Range: field.

4. The sparkline will appear in the specified cell.

5. Click, hold, and drag the fill handle to create sparklines in adjacent cells.
 6. Sparklines will be created for the selected cells. In our example, the sparklines show
clear trends in sales over time for each salesperson in our worksheet.

MODIFYING SPARKLINES

It's easy to change the way sparklines appear in your worksheet. Excel allows you to customize a
sparkline's markers, style, type, and more.

TO DISPLAY MARKERS:

Certain points on a sparkline can be emphasized with markers, or dots, making the sparkline more
readable. For example, in a line with a lot of ups and downs, it might be difficult to tell which values are
the highest and lowest points. Showing the high point and low point will make them easier to identify.

1. Select the sparkline(s) you want to change. If they are grouped in adjacent cells, you'll
only need to click on one sparkline to select them all.

2. From the Design tab, select the desired option(s) from the Show group. In
our example, we'll select High Point and Low Point.
3. The sparkline(s) will update to show the selected markers.

TO CHANGE THE SPARKLINE STYLE:

1. Select the sparkline(s) you want to change.

2. From the Design tab, click the More drop-down arrow.

3. Choose the desired style from the drop-down

menu.

4. The sparkline(s) will update to show the selected style.

TO CHANGE THE SPARKLINE TYPE:

1. Select the sparkline(s) you want to change.

2. From the Design tab, select the desired Sparkline type. In our example, we'll
select Column.

3. The sparkline(s) will update to reflect the new type.

 Some sparkline types will be better suited for certain types of data. For example, Win/Loss is best
suited for data where there could be positive and negative values (such as net earnings).

CHANGING THE DISPLAY RANGE

By default, each sparkline is scaled to fit the maximum and minimum values of its own data
source: The maximum value will go to the top of the cell, while the minimum will go to the bottom.
However, this doesn't show how high or low the values are when compared to the other
sparklines. Excel allows you to modify the sparkline display range, which makes it easier
to compare sparklines.

To change the display range:

1. Select the sparklines you want to change.

2. From the Design tab, click the Axis command.

A drop-down menu will appear.

3. Below Vertical Axis Minimum Value

Options and Vertical Axis Maximum Value
Options, select Same for All Sparklines.

4. The sparklines will update to reflect the new display range. In our example, we
can now use the sparklines to compare trends for each salesperson.

REFERENCES:

Microsoft. (n.d.). Available chart types in Office. https://support.microsoft.com/en-us/office/available-

chart-types-in-office-a6187218-807e-4103-9e0a-27cdb19afb90

Excel 2016: Charts. (n.d.). GCFGlobal.Org. https://edu.gcfglobal.org/en/excel2016/charts/1/