Calculationsin

ExcelExcel 2016
cONNECT
commands.
Name the functions of the following

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LEARN

You will learn about:

Formulas Functions Errorresults

TASK
For the upcoming Carnival, students of Grade 7 have decided to put stalls of various activities and
games. The amount collected through these activities and games will help to raise funds for the
needy children in the school's neighbourhood.
education of the

You have been assigned the responsibility to manage the sales account. You know that you might
make mistakes while
doing calculations manually. Theretore, to avoid errors, you can use the
formulas and in-built functions available in Excel 2016. Read further to learn how to use them.
INTRODUCTION
Mathematical tormulis nd exeeuting lundtions are unieue features ol Microsolt txce
al
A formula is a set o nmathematie nstrun tiums Ihwy
perform calculations. A Tormula usually consIsts of an
ean be used in Me ronelt Exeed to
oerand and operator. Formula is
tNDed in the cell of the worksheet or in the tormul.a box with Sign in tront. A formula
can contain a set O Vllues, ( e l releren es, tunctions, given with or without an operator.

It in case, you do not tvpe

SI, then Microsoft Exel treats the formula as a
text enty

CELL AND CELL REFERENCES

The data that you will use with a tormula can be placed in a single cell or range of
cells in a worksheet. The values in these cells or range of cell references are used to
evaluate the result. Instead ot giving individual cell references, you should provide a
cells. Consider the given
of
range examples:
a. The cell in column K and row 8: K8
b. The range of cells in column M and rows 5 to 30: M5:M300
The range of cells in row 3 and columns A to E: A3:E3
d. All the cells in row 2: 2:2
e. All cells in column E to F: E:F

USING A FORMULA
A formula be
can a
simple one with a
single operator or a complex one with
multiple operators. It must start with equal
an to (=)
sign.
To calculate the of numbers, follow these
sum
steps
Step 1: To enter a formula, either click in the Formula bar or double-click the cell
where you wish to get the result (Fig. 2.1).
Step 2: Type '=" and then, type the formula.
Notice the colour of the cell Step 3 Step 1
name typed in the formula
and the corresponding
colour of the border that
appears around the cell.
Step 3: When you finish
entering the formula, click Step 2
next to the Formula bar or
press the Enter key.
Fig. 2.1 Entering the formula

11
 Tech Fact be a simple compound
or complex
tormula, or it
can De a lext
tormula.

TOrmula
can
operators, coll
is made up
of numDets,
dnet
A simple formula is an expression that
address and parenthesis.
Example: ={A1 +A2+A3) operator,
lormula is an expression that
has more than one arithmetic
Ompound

Example: =(A1+A2+A3)*4
values and uses & symboi.
lext formula adds characters and string
"&B1
"

=A1*
Example:

not the formula. In case you change data

The cell will display the formula result and
within the cell range, then the result will
automatically change.

Tech Help
Instead of typing the cell address,
click the cell. This method is
called pointing. After typing=,
do not cell
type the address, Just Cee e t
click the cell. The status bar will

display a status of Point. Then,

an and click the
ype operator
other cel1. Continue the same till
you are done. Press the Enter key
to see the result.

MATHEMATICAL OPERATORS USED IN A FORMULA

The order of mathematical operations is very important. If you enter a formula that
contains several operations, Microsoft Excel knows how to work with the operations
in the correct order. The correct order of operations is:
Operations enclosed in Parenthesis{ , 1 , 0
Exponential calculations (to the power of
Multiplication and division, whichever comes first
Addition and subtraction, whichever comes first
A mnemonic that can help you remember this is Please LookUp
Mnemonic: memory ad
Excuse My Dear Aunt Susan (P.E.M.D.A.S).
TEXT FORMULAS
like
A sequence of characters. You cannot do
sentence a is text string or a
addition, Subtraction, multiplication or division on it. However, you can stillo
operatio
many/multiple strings by using the ampersand (&) character.
When you add two strings, it is called concatenation of strings. Look Up
Concatenation: a series
To concatenate two strings, follow these steps:
of interconnected things
Step 1: Click the cell where you want to display the result
(Fig. 2.2). Tech HelpP
2: Iype the text tormula. Remember to add space
Step either after the first string
Step 3: Click or press the Enter
key to view the outpu. or before the second string
while concatenating
Step 3

ar Seiet

gne marks" &a7

rede 7 Class Test Marks

oll Na. Student ngsh Math ene oenieToal

12

ars

1 and 2
*Steps

Fig. 2.2 Concatenation of Strings

cOPYING A FORMULA
Instead of typing the formula in each cell, you can copy the formula to reuse it in
other cells. You can copy a formula by using the following two ways:
Copy and paste method Fill Handle
COPY AND PASTE METHOD
To copy and paste a formula, follow these steps:
Step 1: On the Home tab, in the Clipboard group, click Copy.
Or Right-click the cell, where the formula is typed in, and select the Copy option
trom the Context menu.

Step 2: On the Home tab, in the Clipboard group, click Tech Help
Paste. Press Ctrl +C to copy
Or Right-click the cell and select the Paste option from the selected data.
the Context menu. Press Ctrl + V to paste
Step 3: Press the Enter key. the copied data.

The formula
gets copied.
ACTIVITY
could be given
all lo
for each stall so that proper attention
and organised these in
made sin groups
Ihe leacher You have collected the data íronm each group leader
In
the visitors. lasks.
tollowing
the
NMicrosoit Ehcel sheet as shown here. Now, do

und Cein

. 2 7
Jye . Fnes
lMrge (me ' a Femeg ie er

a1
A

Using a tormula, add the amount collected from each activity

the formula in cell 12 to cells 13:17.

Copy
Finally, add the amount column to get the total.
Change the value of cel address D6 to 280. Write your observation.
I n the end, stucy the data and inform which group collected the maximum amount
in a sentence.

Save As the tile as 'Fund_ Collection.

RELATIVE CELL REFERENCE

In Activity 1, the formula you typed in the 12 cell was =C2+D2+E2+F2+G2+H2)
and formula pasted in the 13 cell is =(C3+D3+E3+F3+G3+H3). It means the formula
in the cell 13 was referencing the value of the cell 12. In Microsoft Excel, by
deiault,
the cell reierence is relative. A relative cell reference recognises the change in the
location of a cell and updates the formula accordingly. When a formula is copied
across different cells, it changes automatically based on the relative position o
the cell.
ACTIVITY2
(
The teacher has collated the licket
collection data
submitted by the students of Grades 6 and 7.
Look Up
collate: to assemble in proper sequence

Excel

File
Homensen Page Layout omulas Data Review Vrew Aciobat
tel me- 9
% conddional onatn P
Fomat as Table
Numbe ceSty Cells tating

ant
AJigrnmend

8"8)

C H

uber o Amount
tickets sold coeaie
2Grade 6A

Grade 7A
Grade 78
Grade 7C

pere
aheet1Sheet2

Identify the formula applied: *****

I s the tormula correct.....o.

****"|

Complete the calculation.

Copy the formula to cell C3. What do you observe?.
Savethe file as Ticket_Collection'.

ABSOLUTE CELL REFERENCE

In Activity 2, the formula used is =B2"50. The cost per ticket is T50 and this amount
Is tixed. In case there is any change in the cost of the ticket, then you are required to
change this value manually in the cells wherever this amount is being used. This will
Take a lot of time and may have errors. To solve this difticulty, you can enter the cost
per ticket in a cell and refer this cell in the tormula by using fixed cell referencing
to calculate. This method is helplul as you need to update only the value of one cell.
Al the formulas that are reíerring to this cell are automatically updated. When a cell
reterence remains fixed, it is known as absolute cell reference. It consists of column
etter and row number of a cel), each preceded by a $ sign.
ACTIVITYY3

the
Rewrite the formula, B2°$B$9, using
= epiapnd

absolute cell references.

Now, copythe formula in other cells (relative
relerencing) and write your observations.

**********************************|
*****************

Celeted
*************************************************************

. ..* *** *******************************

*******************************************************

**********************************************

***************************************************
........

MIXED CELL REFERENCE

A mixed cell reserence Bookl-E Bel

contains either a fixed Home insert Page Layout Farmulas Data Heew W
Aoa eE gn n
ate

row number or a 1 = General Condtion ai Foimatting

= 9% raimat a e
column letter of the cell Styles
Eng

same cell address. Thus, poo umoer

Styles

it is a combination of
relative and absolute
1 Price in
cell reference. For rce in k
example, to fix row 2, olaCS2*56E
Poteto
you will write C$2 Onion
(Fig 2.3) and to fix the
column C, you will
write SC2.
*
In the given example,
Fig. 2.3 Mixed Cell Reference
2 is fixed and it is being
multiplied by numbers in column B.
FILL HANDLE

You may also copy a formula by using Fill Handle. It is a small square at the corner
of the cell. It is used to copy cell contents to the adjacent cells.
To copy the tormula using fill Handle, íollow these steps:
1: Select the cell (Fig. 2.4a).
Step
Step 2: Move the cursor to the bottom-right corner of the selected cel

small square,
Step 3: Observe a
drag it downward till the last cell of the range where
you wish
to copy the tormula.

Step 4: Release the mouse button (Fig. 2.4b). The formula is copied and the result
is displayed.

.
t

Step

Steps 2 and 3 Iep :

(a) (b)
Fig. 2.4 Using the Fill Handle

ACTIVITY4 ****

You can also use Fill Handle to auto fill a series of numbers/text based on a pattern.
Try the following patterns.

Cndond omating oe t.
. A .. P

For Agnmend be e t i

ebruary

wednesoay

unday

day

g etsMe seledion te etend s e e O o

ERROR RESULTS
y o u n.ay notice
while working o n Microsoft Excel worksteel,
a that
Sometimes,
etrors are displayed in the working cell or the Formula bar instead of the result
A list of errors that are displayed in Microsolt EXCel, along wilh their meanings,

I gIven in Table 2.1.

Table 2.1 Error Values in Microsoft xcel

Error Value Meaning

DIV/O Division by zero
N/A No value available
Incorrect range name or no quotation marks around a text string
NAME?
in a tormula
When a column is not wide enough to accommodate the value
NUM! Invalidargument in the function
REF! Invalid cell reference
#VALUE! Invalid data
Tech HelpP
in case you are dealing with a worksheet that contains many error values, go to the Formulas tab,
in the Formula Auditing group, click the Error Checking button.

USING FUNCTIONS TO PERFORM BASIC CALCULATIONS

Calculations done using formulas can be at times a bit tiresome. Therefore,
Microsoft Excel has an entire library of functions or predefined formulas. It performs
calculations by using specific values in a particular order. The order in which you
insert a function is important.
Each function has a syntax which must be followed, if you want the function to work
correctly. Each function in Microsoft Excel starts with the equal to "=' sign followed by:
Function name: It is the name of the function.
Function argument: It is the information you want Tech Help
the formula to calculate. Each function receives a
Equal to sign Parenthesis
specific kind ofargument which can be numbers,
text, date or logical values (True or False).
While using functions in Microsoft Excel, there are -SUMA2:A5)
some rules to be followed.
They are as followvs:
A l l functions must begin with '=" Function name Argument
sign.
18
The arguments ol a lunction must be enelosed within brackets.
T h e arguments are mentioned using a colon in case of a range.

Forexample, =SUM(B4:B8) will caleulate the cell ange from B4 teo B8.
sum of

SUM is the name of the function. B4:B8 indicates the cell range, which refers to the
cells irom B4 to B8.
This function adds the values given in the cells, B4, B5, B6, B7 and B8 and displays
the result.

When multiple cell ranges are to be referred, the cell ranges should be separated by
a comma.

For example, =COUNT(C5:C10,C16:C20,C29) will count all the cells (containing

numeric entries) in the three arguments that are included in parentheses.

FUNCTIONS IN MICROSOFT EXCEL

Functions in Microsoft Excel are predefined formulas. Different functions periorm
different mathematical operations. For example, SUM will add the number in a given
range of cells.
To use a function in Microsoft
Excel, folow these steps: Pae ng

Step1: Select the cel where the

answer will appear.
2: the '=' then
Step Type sign, 2ollNe. enKe cencefota
UM ***** Steps to 3
enter the function name (Fig. 2.5). *********

Step 3: Enter the cells for the

argument inside the parentheses
Shee
Step 4: Press the Enter key. Ender

Fig. 2.5 Using the SUM function

USING AUTOSUM
The AutoSum command allows you to automatically show the results for a range of
cells for common functions. For example, Sum, Average etc.
Step2
Step 1: Select the cell where the answer will appear.

Step 2: On the Home tab, in

theEditing group, click the
AutoSum drop-down arrow
Fig. 2.6).
Step 3: Select the function
you want. A formula will
ETIT
appear in the selected cell.
Fig. 2.6 AutoSum drop-down menu
19
 feature. It adds tne
number in a
given
Sum: It is the detault option of AutoSum range
of cells. of cells.
the
lt calculates
average value in a given range
Average:
Count Numbers: It counts the number
of cells with values in it.
of cells.
Max: It shows the highest value in the given range
of cells.
Min: It shows the lowest value in the given range

Step 4: Press the Enter key and the result will appear.

***********taaaarTUEESUet**atnas laus***ttesaaatr*ssuaannanaaaanssgunaaaasstneae******** ******************rttthtsse

ACTIVITYS

A. Open the Microsoft Excel file 'Fund_ Collection'. Calculate the total amount collected in l8.
B. Calculate the average collection by six groups for each
activity.
und Celeten -oee

e Page Laye tomuas Da

V Acist
TeR me what you mat m de

collectio
temNo. Name
oUP oup 3 oroup a JoOup5 oroup o nountOieeton_Colection
Crat iao 00 5AVERAGEIC2:H2]
8
Boorh 320 20n 00 3oo 20a0

C. Calculate the maximum collection for each activity.

t ri nhat
ew os me
yu want to do- Sae

C D

1 tem No. Name

Group 1Group2 Goup 3Group4 JGroup490
5 Group35s
6 Amount Collection collection
2315 385.83333-MAXC2:H21
2 2Craft Table
ace Painting 160 170 180
Booth
130 100 890 148.33333

D. Calculate the minimum collection for each

activity.
Celerten - cel
Puot omn Data V Acobt ell me whut yeu want 1a

inir

able rouGroup 6 AmountCollection Colection Collection

3 Face Painting S00MINC2:H2)
ALPhotnAonth 10o 890 144.33333 80

Note: Sometimes, you may need to

manually change the arguments.

20
TechHelp
To select arange ot non-adjacent cells in
D5)
a formula, separate each cell address by a comma

For example:
Max
(A2, C4,

FUNCTION LIBRARY
On the Formulas tab, in the Function Library group, you will find all the functions
(Fig. 2.7). They are
visible under their
respective categories available in Microsoft Exce.

e Predet Owching
e Cruts trem Seleco vabuele f omds
undien y Detined Naes Cauen
ormula Audtng

Fig. 2.7 Function Library group

The Function categories are as follows:
Recently Used: List of functions that you recently used.
Financial: List of functions that help in financial calculations, such as interest rate of
a loan (RATE).
Logical: List of functions to check arguments for a value or condition.
Text: List of functions to work with text arguments, such as converting text to
UPPERCASE (UPPER).
Date&Time: List of functions to work with date and time, such as for current date
and time (NOW).
Lookup & Reference: List of functions to work return values for finding and
referencing, to add a hyperlink (HYPERLINK).
Math &Trig: List of functions to work with numerical arguments, such as value of Pi (PI).
More Functions: List additional functions under various/different categories for
Statistical, Engineering, Cube, Information, Compatibility and Web.

USING A FUNCTION FROM FUNCTION LIBRARY

lo insert a function from the Function Library, follow these
steps:
Step 1: Select the cell where the answer will appear (Fig. 2.8).
Step 2:
Click the Formulas tab. In the Function Library group, select the function
Category from More Functions.
 Step2 Step

e Dependerds
J 2 2 O hemfom
M Cede fom Selecten x

sUT

1 reu2GroupropG ' 245

LOONCARÀ OIST
0 0 LOGNOR
we
AANimber 1mumbee1.)

Total wunt Colleted L

o
AT Tel me m
MOOE SNOA

NEGBNOM DIS

Fig. 2.8 MAX function from More Functions category

Step 3: Select the desired function from drop-down menu. Function Arguments
dialog box appears (Fig. 2.9).
Step 4: Check the cell range.
Step 5: Click OK. The result is displayed.

A elme nhrt you wnt to de

p Meth Mern Name hare Degendents E Ceckng

eeeht*
Manegt e g e tows Ealuate Formsla Wndo Dutiong
FereulaAuaIng

x MAKEK)

R i s e a on Collection Coe
unbe

4 14467

MAXK7

*******
Step 5
Fig. 2.9 Function Arguments
dialog boX
Tech HelpP
You may also insert a function by
Function Library group. using the Insert Function option on Formulas tab, in the

22
ACTIVITY 6

dale and time?

How to inserl

Step1: From Date & Time drop

down menu, select 1ODAY.

The Function Arguments dialog

box appears.
"
Step 2: Click OK. **
How is the Function Arguments
Step 2
dialog box for this function
different?

ACTIVITY7 ** ****************

A. Find the GCD of 32, 56 and 92 by using paper and pencil.

Now, calculate using the GCD function from Math &Trig category.
B. Find the length of text that is the number of characters using LEN function from Text
category
C. Compare two texts using EXACT function from Text Category.

ACTIVITY 8 ***********************************************************************************************************************************smenau**aaitt*o-*******************

How do you use formulas and functions in day-to-day life?

RECAP
A formula usually consists of operand and
«
an an
operator
Adding two strings is called concatenation of string5.
"You can copy a formula by using the following two ways:
Copy and paste method FillHandle
 in the locatin of a cell and updates the form.
Arelative cell reference recognises change ormula
accordingly. change with the C does not
cell reterence remains fixed on a specilic cell and change
n the alocation of the cell, it is known as absolute cell reterence. It consists of column let
"when
letter
and row number of a cell, each preceded by a $ sign
4Mixed cell reference either fixes a row number or column letter of the same cell address.

Fill Handle is a small square used to copy cell contents to the adjacent cells.

Functionsare predefined formulas.

CHECKLIST
Put a to show whether you have understood these terms or need help.

Term I need help!

got it!
Formula

Pointing
Relative reterence

Absolute reterence
*********m saraasstpom
Mixed reference
Function

ASSESS

A.Fill in the blanks with the help of the given words.

Formula Fixed Concatenation Financial Relative Cell Reference

1. A.01rn
A . In
Microsot Excel can contain a set of values, cell reterences,
functions, given with or without an
operator.
2.
Adding two strings is called..ANalA,n0.o f strings.
3. A
.g...... recognises the change in the location of a cell and
formula accordingly. updates the
4.
. . . cell referencing to method is helpful when you need oniy he
value of one cell. to update
******
... shows a list of functions that helps in
calculating loan interest
rate
BTick (W) the correct option.
1. What does #N/A mean in
Microsoft Excel?
a. Division by zero
b. No value available
C. Invalid cell reference
d. Invalid data
2. Which type of reference contains either fixed row number or column letter ot the same
cell address?
a. Fixed bMixed C. Absolute . Real
3. The Average() tunction is
present under the............ function
category.
a. Logical b. Financial
CMaths & Trig d. Text
4. The range ot cells in an
of
argument a function should be separated by a:
a. b.
d.
5. Which ot these is not
present under the Function
Library?
a. Logical b. Financial C. Date & Time d. Warp Text
State True or False.
1. Sum function calculates the sum value in a
given range of cells.
2. Max function shows the lowest value in the
given range ot cells.
3. Logical contains a list of tunctions to check
arguments for a value or condition. |
4. Formula must start with '$'
sign.
5. Cell reference, SE1, is a valid mixed cell reference.

DName the function will you use in the given situations.

1. To add the numbers in
2. To calculate the average value.
a
given range of cells.
SMC2.
*****

3. To count the number of cells with values in it.

4. To show the current date.
.
******* ay....
5. To calculate the number of characters in a text string. .. .)..
EAnswer the following questions.
1. Write the formula to calculate the average of the cell values from A1
through A10.
2. Do you think AutoFill feature is useful?
How
3. Differentiate betwe relative cell reference and Mixed reference with example.
4. What is function? Give
a two examples.
5. Explain the AutoSum feature.
 Representation of
Data in Excel 2016
********T
cONNECT

number from the given data.

Find the highest

Ho 2
" amy het
AA A - m tie
te

M N

Option 2
Option 1

****************'*****"

convenient to find the highest number? .

Which of the two options was more

LEARN
You will learn about: Creatinga chart
Components of chart
The purpose of charts
Types of charts Charttools

TASK to
all. She asks yoU
of marks scored by you
shows your class the graphical analysis
manner.
worksheet in a pictorial
Creatner Excel
Create the
erepresentation
of the marks in Microsoft
This will help her to see the performance of the students at a glance.
N
how to represent the data pictorially 47
 CHARTS IN EXCEL 2016
In Excel 2016, a chart is used to represent data graphically or pictorially. It is easier
er
to compare data, understand trends and patterns with the help of charts

There are ditterent types of charts available in Excel 2016 to represent data (Table 4.1
Table 4.1 Types of charts and their usage

Types of charts Description/Usage

Column Chart It is the most commonly used chart tor comparing different sets
ot intormation. It represents data in the torm of vertical bars.

Bar Chart It represents the data in the form of horizontal bars. It helps to

Compare individual itemsquickly and easily.

Line Chart It shows the changing trends in data. The data points are
connected with lines. It is easy to interpret the increasing or
decreasing values of the data.
Pie Chart It is used to compare proportions as it is displayed in the form
| of a pie. Each data value represents oneslice of a pie.
Area Chart |It is similar to line chart except that the areas under the lines
are filled in. It is used to focus on ditterent sets ot data over a
period of time.
Scatter Chart or It is also known as X-Y chart. It is used to compare pairs of value.
BubbleChart
Surface or Radar It displays the data in a three-dimensional view. It is used with
Chart large data sets. The colours in the chart distinguish values and
not data series.

Combo Chart This type of chart highlights different types of information. It is

used when the range of values varies widely or has mixed types
ofdata.
Tech Help

Hierarchy chart is
used to
compare parts of a

whole or when several columns of categories

form a hierarchy. Treemap and Sunburst are
examples of hierarchy charts. "
Chen

Waterfall or Stock chart shows the cumulative

effect of values.

48
ACTIVITYYI

Identify the types

and name Homen lad fomul0t o V A me
of charls AA EGene Candtnd lumay at 2
. ' i w n d n lebde
them.
e

** ** *7 *i *" *3

4
*
**

Ry

CREATING A CHART

chart, follow these steps:

To create a
data for the chart). Include the column titles and row
cells (source
Step 1: Select the
labels (Fig. 4.1).
Charts group, select the
desired chart category.
Insert tab, in the
Step 2: On the
****.
************* ep 2
**** **

Acrobat Tel me what you want to do. un Shama

Revew Vew
Formulas Data
Layout
e insert Page
n e E 4
embol
Cohma Hyperint let
aDO Necommended able Add Recam A. A. Map WwLos
Chrs
Pivot abless

Insert Column er Ber a

ype to w
EP_O
emoart Values acress a few M N O
********.
C D categories
se the fevent.. Step 1
Emg d Eime Name Dept. Cck the aow.te
umn and bar ch * * * * * * * "

8 Ana Accounts
Emp_Sa O00 availeble amd ppuse the pon
prevnew yeu
he icens to e a
OAnu Accounts
30000 dOcum
Vvek Finance 20000
49 Rohit Finance S000

d
Sheet Count 25 Sum 153
AveiBe 155S2:9167

chart
hg. 4.1 Insertinga

49
T-
 Step 3: Select the
desired chart type
from the drop-down
alai Alads De menu.
The chart will
appear in the
Emp, Salan
worksheet (Fig. 4.2).
Tech Help
Select the cells

data tor the

(Source
chart). Press F11 to
create a chart.

Fig. 4.2 Column chart inserted in a worksheet

ACTIVITY2

file Marksheet. Select the names and column.

Open the percentage
Create a chart showing the percentage of all the students.

. Med **|

Percent. ae

illhnlll
9 her het
a -1
 OF A CHART
cOMPONENTS
The various components ot a chart are shown in Fig. 4.3.

Saley

re orm Data Reiw

ome lo Ve Aubut
T mVwun Sha Ah

mp_>aliary
Chart Title
Legend
20000 Data Label
YAxis Title
Gridlines
unsAccourta nmce aetg
tmest Shvm
A
X-Axis Title

Sheet
-

4.3 Components of a chart LookUp

Fig. Axes: plural of axis
Microsoft Excel chart are listed in Table 4.2.
The components of
Microsoft Excel chart and their description
Table 4.2 Components of

Components Description
of Chart Components of a chart are present.
Chart Area It is the area in which all the
Titles hey are of two types: chart title
and axis title.
Chart Title lt is the heading given to a chart. X-axis and Y-axis.
Axis Title There are two axes in a 2D chart,
Y-axis and Z-axis.
In a 3D there are three axes, X-axis,
chart,
a title based on the data series it represents.
Each axis in a chart is givenchart
dlegory Axis The horizontal axis of the
or X-axis
value Axis or The vertical axis of the chart
Y-axis
Data Series he data that are used to plot a chart.
to make it
Legend series. A unique colour
is assigned
t identifies the data
easily distinguishable.
uridlinesS h e s e are the lines that run across X-axis and Y-axis. It points the
gridlines is optiondi
Data Label exact value of each data point. The display of
It pro
Tprovides additional information about a point on a Chartl.

s1
i
ACTIVITY3

Match the following columns.

Components of Chart Column B

1. Data Series
The herizontal axis of the chart.

The data that are used to plot a chart.

2. Data Label b.
It provides additional information about
3. Category Axis a point on a chart.

4. Value Axis d. The horizontal axis of the chart.

-

Tech Help

Toedit a chart, double-click its different parts.

CHART TOOLS
You may format the chart by changing its layout, design, style, location and so on.
When you insert the chart in a worksheet, you will notice two tool tabs: Design and
Format appear on the screen.
Design tab: Different options help to change the design the c art inserted (Fig. 4.4).
Seay tai

Fig. 4.4 The Design tab

Format tab: Different options help to format text (Fig. 4.5).

ape A Sg for
A end iubo

Fig. 4.5 The Format tab

 THE CHART TYPE
CHANGING
the chart type, follow these steps:
To change
CteD 1: Click the chart to change its type or sub-type.

Step 2: On the Design tab, in the Type group, click the Change Chart Type command
(Fig. 4.6).
Step 2

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CArts

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Fig. 4.6 Changing the
box (Fig. 4.7).
Change Chart Type dialog
apPpears

Step 3: Select the desired chart type.

Step 4: Click OK.

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Fig. 4.7 Change Chart Type dialog

53
ACTIVITY 4

A. Open the file 'Marksheet'. Change the Column chart to Line chart.
B. Explore the different types of charts.

C. List the different chart types.

D. Which chart type do you like the most? Why?
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CHANGING CHART LAYOUT

Changing the chart
layout means changing the position of the various chart elemen
on it, such as chart legends.
To change the chart layout, follow these steps:
Step 1: Select the chart.
Step 2: On the Design tab, in the Chart
drop-down arrow to see all Layouts group, click the Quick Layout
the available
layouts (Fig. 4.8).
 Step2
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hange
Colors-
lalsl: Swtch Row/ Select
Column Da
Change Mov
har ypen
p location
ChartStyles Dats
youts

Quick Layo
Chart 3 of the
Change the overal iayout

Sheeti

Fig. 4.8 More buttons of Chart Layouts

SalayLace
ismd
oin

Step3

Step 3: Select the

desired layout (Fig. 4.9).

lil tpoyes

4.9 Ditferent layouts

Fig.

Llilii lali;
will
The chart
Step 4: reflect the
to
update 4.10).
new layout (Fig.

ll Step4

55

4.10 The chart with

the new layout
Fig.
APPLYING CHART STYLES
for chart style.
he Design tab provides various options
To apply a chart style, follow these steps:
the Design tab, in the Chart Styles group, click the
1: Under Chart Tools,
Step on

More arrow (Fig. 4.11).

Chart styles will be displayed.
Chart Too X
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Switch Row eiect nnge OvE

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ChartLayout
Quick Cel
Change Column Data hart lype Chart
Type ocation
Chart Layouts

Chart 3
Step 1

Step 2
Sheet1
Ready

Fig. 4.11 Applying a chart style

Step 2: Choose a chart style.

The chart with a new style appears (Fig. 4.12).
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Fig. 4.12 New chart
style
ACTIVITYs

A lor the lile 'Marksdeel', chooe a dillerent chart layout.

dilterent ehart style.
. Chooe a
. Eplore all the layouls and styes. Apply the one you liked the most.

line
D. Observe the different lypes of charts:

Marksheet xcel

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C D H K
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MOVING ACHART rou

the same
worksheet. cd
a chart from one location to another on

evon
OVe ve
it from one worksheet to a different worksheet.

57
To move a chart, follow
these steps:
Step 1: On the Design tab
in the Location group, click rt 1

Move Chart. StepP2

Emp_Sa Me C h

The Move Chart dialog box " * * * " ***

appears (Fi8 4.13). Step 1

Step 2: In the Object in,

select any of the existing
worksheets.
It you wish to move the chart Step 3

to a new worksheet, click the

New sheet radio button and Fig. 4.13 Move Chart dialog box
type the name of the new worksheet.
Step 3: Click OK.
The chart is inserted and
automatically scaled to fill the entire sheet in
landscape orientation.
ADDING A CHART TITLE
To add a chart title, follow these steps:
Step 1: Select the chart (Fig. 4.14).
Step 2: On the
Design tab, in the Chart
drop-down list. Layouts group, click the Add Chart Element
Select the position of the title the
on chart from list of
a
options.

Tdes

e l

Step 2
Leeed Ovelay
Tale Ogtio

Step 1

Fig. 4.14 Chart Title

options
 the lexI in
3: Iype
Step
Title text area

the Chart
(Fig. 4.15).

outside the
4: Click
Step
chart when done.
mp.SalarY. Step 3

ADDING AXIS TITLE

To add
axes,

Step
title to both the
follow these

1: Select
steps:
the chart.
ill
Shaetl

4.15 chart title

ig. yping a

ep. Step Design tab, in

2: On the
click
Emp SalaTy
the Chart Layouts group,
the
the Axis Titles option from
Add Chart Element drop-down

Step 2 ti
ilul list (Fig. 4.16).

axis title
Fig. 4.16 Adding horizontal

Step 3:Select from the 1 Sadsh Ran slet

list of options:
Age
To add a title
Step 3
to X-Axis, click
mp Salary
Primary Horizontal. ove Aait Tee Optana

To add a title
to Y-Axis, click

Primary Vertical
Fig. 4.17).
An axis title
box
appears (Fig. 4.18).
{tle
axis
Fig.4.17 Adding vertical
 y e
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A i

Fig. 4.18 Axis titles added

ADDING DATA LABELS Saye

Derig
ge oma
To add data labels, follow
these steps: Ages .

Step Select the chart

1:
.kd Step 2
(Fig. 4.19).
"P- Salary
Step 2: On the Design tab,

iliii
gidn nd

in the Chart Layouts group,

click the Data Label option
*

hRside Ind Step

from Add Chart Element
2

Step 1
drop-down list. More Data Labe Open

Step 3: A list of options for

Set
different Data Labels appears.
Click the desired option. in Data Labels menu
Fig. 4.19 Options

ACTIVITY 6

Add the following to your chart in the 'Marksheet' file:

Chart Title
Title to both the axes

Data labels
Using the commands in Font the font style, colour and size

60
 ADDING DATA TABLE

data table,
To add a
tollow these steps:
A

Step1: Select the

Step 3
chart (Fig. 4.20). 2 DasTg
Step Emp_salary

2: On the Design wLagdK

Step
the Chart
tab, in
Layouts group, click

the Data Table optiopn

Step
from Add Chart
Element drop-down list.
Sheet

Step 3: Click With

4.20 Adding data table
o r No Fig.
Legend Keys
Legend Keys.

(Fig. 4.21).
The desired data table appear
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4.21 Chart with data table

Fig.
ADDING GRIDLINES
You can add or remove the
gridlines. On the Design tab,
in the Chart Layouts group,
click the Gridlines option irom Salny

Add Chart Element drop-down

list. (Fig. 4.22).
From the drop-down list
choose the desired option.

Fig. 4.22 Adding gridlines

ACTIVITY7
()
List the different features other than charts to the data
present pictorially.

RECAP
«
Chart is used to represent data graphically.
Different types of charts are column chart, line chart, pie chart, bar chart, area chart, scatter
chart, surtace chart and combo chart.
Different components of a chart are chart area, chart title, axis title, category axis, or X-axis,
value axis or y-axis, data series,
legend, gridlines and data label.
The two Chart Tool tabs are Design and Format. These are used for editing and
the chart. formatting

CHECKLISST
Put a to show whether you have understood the terms or need help.
Term
got it!
Chart Area Ineed help!
Data Series

Legend
Gridlines
Data Label
ASSESS

in the blanks with the help of the given words.

A.Fill
Category Design Column Scatter Gridlines

V . . Y . l . . . . . chart represents intormation in vertical bars.

1. . ..
***** . . . chart is used to compare pairs of value.
axis is the horizontal axis of the chart.
3. X-axis or . . .

... .
the value of each data points in a chart.
A.C.o..A.. shows
exact
4.
tab.
5. To add data table, I should go to ...d d.
the correct answer.
B.Tick ( is:
1. A chart that compares proportions
P i e chart
a. Column chart
d. Line chart
C. Area chart
changing trends in data.
2. This type of data shows the
b. Column chart
a. Pie chart
d. Scatter chart
L i n e chart

, The of Legend in a chart is:

purpose
b. To tell the exact value
ot data points
the data series
aTo identify data
C. To show the trend in a data d. To compare the different

various chart style options.

tab provides
he. ... d. Review
a. Formulas b. Format Design
t in which all the components
of a chart are present.
.
ishe area d. Gridlines
a Chart Area b. Titles C. Legend
Answer the following questions.
1. What is a chart? What is its purpose?
2. Name and describe the components of a chart.
3. Compare the column and bar charts.

D O you think it is important to add a chart title and axis title to a chart?

H o w will you move a chart another

to
worksheet

63
 e e
unsee
numn
Jetais_Fanthail matches'.
ar
stung ne narnes and the
hame Te Tat. upe n total number of goais
Bar chart.
COart Tues and Axis
titles.
Auc egends and gridlines.
r e t e a Line chart based on name and age (from to eldest.
youngest
Change the chart type to Area chart.
Commpare Line chart and Area chart and write the observations.

Open Microsoft Excel worksheet 'Weather report_<month>.

C r e a t e a Bar chart showing the days and the maximum and minimum temperatures on those

days.
2. Change the chart type to Pie chart.
3. Add chart titles and Axis titles.
4. Insert gridlines and remove. Write the difference you observed.

and of books.
C. Create a column chart on various categories names

1. Explore other chart types such as Pie, Bar and Area.

Create another chart and mention the names of the books you have read and not read.
2.
to the books read, and zero to the books that are not read. Create a line chart.
3. Give five points
column chart showing the calorie content for each
count. Create
D. Open the file of calories a
food item. Change the chart type and layout to see which chart helps to compare data easily.

BRAINSToRM
A. Read the given clues and name the chart types.
1. It looks like a horizontal chocolate bar but each bar has a different size.
2. It contains points at the end of lines.
3. It looks like a pizza with a piece cut from it. . ..Ga.
4. It looks like different triangles arranged in a clumsy manner and
connected to each other.
AMA.ha
5. It shows different levels of rings with a hole in the centre. 2.uglanut...
B. Can you create a report with the help of the charts in Excel 2016? How can you dothat? Which
reports can you creater