Index

Pag
S. e
No Particular No.

1 How to Create a Pivot Table 1-6

How to Analyzing data using Goal Seek
2 & Solver in Pivot Table 7-8
How to Create a Summery Report In 9-
3 Pivot Table 12
How to Validate and Audit data In Pivot 12-
4 Table 23
How To Set, Edit Validate Criteria for
Data Entry in a Cell Range Like: Whole 23-2
5 Number, Decimal, Date, Time 7
How to Create Application in 28- 4
6 Spreadsheet and Macros 1
42-
7 How to Create a Column Chart 43
44-
8 How to Create a Bar Chart 52
52-
9 How to Create a Line Chart 56
56-
10 How to Create a Pie Chart 59
How to Create a Combined chart like: 59-
11 Column and Line, Column And Area 65
65-
12 How to Display an image in Chart Area 66

v
 How to create a pivot table
Pivot tables are one of Excel's most powerful features. A pivot table allows
you to extract the significance from a large, detailed data set.
Our data set consists of 213 records and 6 fields. Order ID, Product,
Category, Amount, Date and Country.

Insert a Pivot Table

To insert a pivot table, execute the following steps.
1. Click any single cell inside the data set.

2. On the Insert tab, in the Tables group, click PivotTable.

The following dialog box appears. Excel automatically selects the data for
you. The default location for a new pivot table is New Worksheet.

3. Click OK.

1
Drag fields
The PivotTable Fields pane appears. To get the total amount exported of each
product, drag the following fields to the different areas.
1. Product field to the Rows area.

2. Amount field to the Values area.

3. Country field to the Filters area.

Below you can find the pivot table. Bananas are our main export product.
That's how easy pivot tables can be!

2
Sort
To get Banana at the top of the list, sort the pivot table.

1. Click any cell inside the Sum of Amount column.

2. Right click and click on Sort, Sort Largest to Smallest.

Result.

Filter
Because we added the Country field to the Filters area, we can filter this

3
pivot table by Country. For example, which products do we export the most
to France?

1. Click the filter drop-down and select France.

Result. Apples are our main export product to France.

Note: you can use the standard filter (triangle next to Row Labels) to only
show the amounts of specific products.
Change Summary Calculation
By default, Excel summarizes your data by either summing or counting the
items. To change the type of calculation that you want to use, execute the
following steps.

1. Click any cell inside the Sum of Amount column.

2. Right click and click on Value Field Settings.

3. Choose the type of calculation you want to use. For example, click Count.

4
4. Click OK.

Result. 16 out of the 28 orders to France were 'Apple' orders.

Two-dimensional Pivot Table

If you drag a field to the Rows area and Columns area, you can create a two-
dimensional pivot table. First, insert a pivot table. Next, to get the total
amount exported to each country, of each product, drag the following fields
to the different areas.
1. Country field to the Rows area.

2. Product field to the Columns area.

3. Amount field to the Values area.

4. Category field to the Filters area.

5
Below you can find the two-dimensional pivot table.

To easily compare these numbers, create a pivot chart and apply a filter.
Maybe this is one step too far for you at this stage, but it shows you one of
the many other powerful pivot table features Excel has to offer.

6
How to analyzing data using goal seek and solver
in pivot table

The Goal Seek Excel function (often referred to as What-if-Analysis) is a

method of solving for a desired output by changing an assumption that
drives it. The function essentially uses a trial and error approach to back-
solving the problem by plugging in guesses until it arrives at the answer.

For example, if the formula for revenue is equal to the number of units sold
multiplied by the selling price, Goal Seek can determine how many units
have to be sold to reach $1 million of revenue, if the selling price is known.
The function is extremely useful for performing sensitivity analysis in
financial modeling.

Simple Goal Seek Example

Let’s look at a simple exercise first, to see how Goal Seek works. Suppose
we have a very basic model that takes the number of units sold, the retail
price, and a discount to calculate total net revenue.

The current model contains the following information:

• # of units: 500
• Retail price: $25.00
• Selling discount: 10%
• Revenue: $11,250

7
Now suppose we want to find out how many units have to be sold to reach
$20,000 of revenue. See the screenshot below and follow the steps listed
to use the Goal Seek Excel tool.

Steps to Use Goal Seek Excel:

1. Put the cursor on the cell that contains the output you want to change
(revenue)
2. On the Data ribbon, select What-if-analysis, then select Goal Seek
(keyboard shortcut is Alt, A, W, G)
3. When the dialog box appears (as shown below) make “Set cell”
equal to the revenue cell (E10)
4. Set “To value” equal to the output you want to achieve (type the
number in)
5. Set “By changing cell” equal to the assumption you want to solve for
(# of units, or cell E4)
6. Press OK

Below is the output from the analysis. We can see that to achieve $20,000 of
revenue, 889 units need to be sold. Notice that the solution is displayed
directly in cell (E4), not in the dialogue box.

Press OK to keep the solution running in the model (cell E4 will permanently
change to 889 units), or press Cancel to return to the original assumption
(500 units).

8
0

how to create a summary report in pivot table

Microsoft says that 80% of people using Excel have never used a pivot table.
As I near the end of my series of 40 Days of Excel, an introduction to pivot
tables.

Pivot tables are miraculous. You are given a workbook with thousands of rows
of detailed data. You can summarize that data in just a few clicks using a
pivot table. I've written entire books on pivot tables, so today, I want to walk
you through building your first pivot table.

Say that you have 6464 rows of data with Customer, Product, Date, Quantity
Revenue. You want to find the revenue for the top 5 customers who bought
widgets.

1. Select one cell in your data set

2. On the Insert tab of the Ribbon, select Pivot Table

9
 Start your pivot table

3. In the Create PivotTable dialog, choose Existing Worksheet. Always

leave a blank column between your data and the pivot table, so in this
case, choose cell G2 for the place to hold your pivot table.

Select where to build the pivot table

The PivotTable Fields panel appears on the right side of your screen. At
the top of the panel are a list of the fields in your data set. At the
bottom are four drop zones with confusing names.

10
 Drag fields to these drop zones

4. Drag the Customer field from the top of the PivotTable Fields list and
drop it in the Rows drop zone.
5. Drag the Revenue field from the top of the PivotTable Fields list and
drop it in the Values drop zone.
6. Drag the Product field to the Filters drop zone.
7. Open the filter drop-down in H2 and choose Widget. At this point, you
will see a summary of the customers who bought widgets/

Just 7 steps to build this summary report

8. There are two PivotTable tabs in the Ribbon. Go to the Design tab.
Choose Report Layout, Show in Tabular Form. This changes the heading
in G3 from Row Labels to Customer. It also makes the pivot table better
if you add more row fields later.
9. Open the drop-down in G3. Choose Value Filters, Top Ten. In the Top 10
Filter (Customer) dialog, choose Top, 5 Items by Sum of Revenue. Click
OK.

11
 10. Pivot tables never choose the right number format. Select all of
the Revenue cells, from H4:H9. Assign a Currency format with 2
decimal places.
11. If you want the report sorted with the largest customer at the
top, choose any one revenue cell and click the Sort Descending (ZA)
icon on the Data tab. This is a shortcut for opening the drop-down in
G3 and selecting Sort Z to A.

At this point, you've solved the original question:

The finished pivot table

However, Pivot Tables are easy to change. Now that you've answered the
first question, try any of these:

• Change the dropdown in H1 from Widget to Gadget to see the

top customers for gadgets.
• Double-click the revenue in H4 to see a list of all the records that make
up that data. The report appears on a new worksheet to the left of the
current worksheet.
• Click the Pivot Chart icon on the Analyze tab to chart the top
5 customers

How to validating and auditing data in pivot table

You might want to check formulas for accuracy or find the source of an error.
Excel Formula Auditing commands provide you an easy way to find

• Which cells are contributing in the calculation of a formula in the

active cell.
• Which formulas are referring to the active cell.
These findings are shown graphically by arrow lines that makes the
visualization easy. You can display all the formulas in the active worksheet
with a single command. If your formulas refer to cells in a different workbook,

12
open that workbook also. Excel cannot go to a cell in a workbook that is not
open.

Setting the Display Options

You need to check whether the display options for the workbooks you are
using are correctly set.

• Click FILE > Options.

• In the Excel Options dialog box, click Advanced.
• In Display options for the workbook −
o Select the workbook.
o Check that under For objects, show, All is selected.
• Repeat this step for all the workbooks you are auditing.

Tracing Precedents

Precedent cells are those cells that are referred to by a formula in the active
cell.
In the following example, the active cell is C2. In C2, you have the
formula =B2*C4.
B2 and C4 are precedent cells for C2.

To trace the precedents of the cell C2,

13
 • Click in the cell C2.
• Click the Formulas tab.
• Click Trace Precedents in the Formula Auditing group.

Two arrows, one from B2 to C2 and another from C4 to C2 will be displayed,

tracing the precedents.

Note that for tracing precedents of a cell, the cell should have a formula with
valid references. Otherwise, you will get an error message.

• Click in a cell that does not contain a formula or click in an empty

cell.
• Click Trace Precedents in the Formula Auditing group.
You will get a message.

Removing Arrows
Click Remove Arrows in the Formula Auditing group.

14
All the arrows in the worksheet will disappear.

Tracing Dependents

Dependent cells contain formulas that refer to other cells. That means, if the
active cell contributes to a formula in another cell, the other cell is a
dependent cell on the active cell.
In the example below, C2 has the formula =B2*C4. Therefore, C2 is a
dependent cell on the cells B2 and C4

To trace the dependents of the cell B2,

• Click in the cell B2.

• Click the Formulas tab.
• Click Trace Dependents in the Formula Auditing group.

15
An arrow appears from B2 to C2, showing C2 is dependent on B2.
To trace the dependents of the cell C4 −

• Click in the cell C4.

• Click the Formula tab > Trace Dependents in the
Formula Auditing group.
Another arrow appears from C4 to C2, showing C2 is dependent on C4 also.

Click Remove Arrows in the Formula Auditing group. All the arrows in the
worksheet will disappear.
Note − For tracing dependents of a cell, the cell should be referenced by a
formula in another cell. Otherwise, you will get an error message.

• Click in the cell B6 is not referenced by any formula or click in

any empty cell.
• Click Trace Dependents in the Formula Auditing group. You will
get a message.

Working with Formulae

You have understood the concept of Precedents and Dependents. Now,
consider a worksheet with several formulae.

16
 • Click in a cell under Pass Category in Exam Results table.
• Click Trace Precedents. The cell to its left (Marks) and the range
E4:F8 will be mapped as the precedents.
• Repeat for all the cells under Pass Category in Exam Results
table.

• Click in a cell under Pass Category in Student Grades table.

• Click Trace Dependents. All the cells under Pass Category in Exam
Results table will be mapped as the dependents.

Showing Formulas

The worksheet below contains the summary of sales by the salespersons in

the regions East, North, South, and West.

17
 • Click the FORMULAS tab on the Ribbon.
• Click Show Formulas in the Formula Auditing group. The Formulas
in the worksheet will appear, so that you will know which cells
contain formulas and what the formulas are.

• Click in a cell under TotalSales.

• Click Trace Precedents. A worksheet icon appears at the end of
the arrow. The worksheet icon indicates that the precedents are
in a different worksheet.

Double-click on the arrow. A Go TO dialog box appears, showing the

precedents.

18
As you observe, there are four precedents, on four different worksheets.

• Click a reference of one of the precedents.

• The reference appears in the Reference box.
• Click OK. The worksheet containing that precedent appears.

Evaluating a Formula

To find how a complex formula in a cell works step by step, you can use
Evaluate Formula command.
Consider the formula NPV (Middle Year) in the cell C14. The formula is
=SQRT (1 + C2)*C10

• Click in the cell C14.

• Click the FORMULAS tab on the Ribbon.
• Click Evaluate Formula in the Formula Auditing group. The
Evaluate Formula dialog box appears.

In the Evaluate Formula dialog box, the formula is displayed in the box
under Evaluation. By clicking the Evaluate button several times, the formula
gets evaluated step-wise. The expression with an underline will always be
executed next.

19
Here, C2 is underlined in the formula. So, it is evaluated in the next step.
Click Evaluate.

Cell C2 has value 0.2. Hence, C2 will be evaluated as 0.2. 1+0.2 is

underlined showing it as the next step. Click Evaluate.

1+0.2 will be evaluated as 1.2. SQRT(1.2) is underlined showing it as next

step. Click Evaluate.

SQRT(1.2) will be evaluated as 1.09544511501033. C10 is underlined

showing it as next step. Click Evaluate.

20
C10 will be evaluated as 4976.8518518515.
1.09544511501033*4976.8518518515 is underlined showing it as next step.
Click Evaluate.

1.09544511501033*4976.8518518515 will be evaluated as 5,451.87.

There are no more expressions to evaluate and this is the answer.
The Evaluate button will be changed to Restart button, indicating
completion of evaluation.

Error Checking

It is a good practice to do an error check once your worksheet and/or

workbook is ready with calculations.
Consider the following simple calculations.

The calculation in the cell has resulted in the error #DIV/0!.

• Click in the cell C5.
• Click the FORMULAS tab on the Ribbon.

21
 • Click the arrow next to Error Checking in the Formula Auditing
group. In the drop-down list, you will find that Circular
References is deactivated, indicating that your worksheet has
no circular references.
• Select Trace Error from the drop-down list.

The cells needed to compute the active cell are indicated by blue arrows.

• Click Remove Arrows.

• Click the arrow next to Error Checking.
• Select Error Checking from the drop-down list.

The Error Checking dialog box appears.

Observe the following −

22
 • If you click Help on this error, Excel help on the error will be
displayed.
• If you click Show Calculation Steps, Evaluate Formula dialog
box appears.
• If you click Ignore Error, the Error Checking dialog box closes
and if you click Error Checking command again, it ignores this
error.
• If you click Edit in Formula Bar, you will be taken to the formula
in the formula bar, so that you can edit the formula in the cell.

How to set, edit validation criteria for data entry in

a cell range like: whole number, decimal, data,
time

Create a Validation Rule

1. Select the cells you want to validate.

2. Click the Data tab.

3. Click the Data Validation button.

4. Click the Allow list arrow.

5. Select the type of data you want to allow.

23
 o Any value: No validation criteria applied.
o Whole number: Allows a whole number between the
minimum and maximum limits set.
o Decimal: Allows a decimal or a percent entered as a
decimal between the set limits.
o List: Allows a value from a list of choices. A list arrow
appears in the cell, and users can choose from the
list.
o Date: Allows a date within set limits.
o Time: Allows a time within set limits.
o Text length: Allows text containing a certain number
of characters.
o Custom: Allows a formula to be entered to calculate
what is allowed in the cell.

2. Specify the data validation rules.

The validation options will vary depending on the option selected

in the Allow field.

3. Click OK.

24
 The data validation is set for the selected cell(s). When a user
tries to enter data that is not valid, Excel will prevent the entry
and display a message about the cell being restricted.

To find validated data in a worksheet, click the Find &

Select button in the Editing group on the Home tab and
select Data Validation. The validated cells are highlighted.
Add Input and Error Messages
Prevent data validation issues by setting up Excel to display a message
whenever a cell or range of cells is selected. These messages are useful
when other people will be entering data in your worksheet. An error message
can be configured to appear when data is entered that does not match a
data validation rule.

1. Select the cells where you want an input message to appear.

2. Click the Data tab.

3. Click the Data Validation button.
4. Click the Input Message tab.
5. Enter an input message.

25
6. Click the Error Alert tab.
7. Select an error alert style.

o Stop: Prevents users from adding invalid data in a

cell.
o Warning: Warns that the data entered is invalid, but
users can click Yes to accept the invalid entry, No to
edit it, or Cancel to remove it.
o Information: Informs users that the data entered is
invalid, but users can click OK to accept the invalid
entry or Cancel to remove it.
2. Enter an error alert message.

26
 3. Click OK.
4. Select a cell with an input message.

Now when a cell in the range is selected, the title and message display. If you
enter an invalid value, a custom error message appears.

How to create application in spreadsheet and

macros

What Are Excel Macros?

Macros are code that automate work in a program—they let you add your
own tiny features and enhancements to help you accomplish exactly what
you need to do, quickly with just a click of abutton. In a spreadsheet tool
like Excel, macros can be especially powerful. Hidden behind the normal
user interface, they are more powerful than standard functions you enter
into a cell (e.g.=IF (A2<100,100, A2)).

These macros make Excel work for you. They replace actions that you do
manually—everything from formatting cells, copying values, and calculating
totals. So with a few clicks you can quickly replace repetitive tasks.

To make these macros, you can simply record your actions in Excel to save
them as repeatable steps or you can use Visual Basic for Applications (VBA),

9a simple programming language that's built into Microsoft Office. We'll show you how
to use both below, as well as share examples of Excel macros to help you get started.
27
Tip: This guide and all examples are written in Excel 2016 for Windows, but
the principles apply to Excel 2007 and newer for both Mac and PC.

Why Use Excel Macros?

Learning how to automate Excel is one of the easiest ways to speed up your
work--especially because Excel is used in so many work processes. Say every
week you export analytics data from your content management system
(CMS) to create a report about your site. The only problem is, those data
exports aren't always in an Excel-friendly format. They're messy and often
include far more data than your report requires. This means you have to
clean up empty rows, copy and paste data into the right place, and create
your own charts to visualize data and make it print-friendly. All of these
steps may take you hours to complete.

If there only was a way to press one button and let Excel do it for you in an
instant… Well, can you guess what I’m about to say next?

There is!

All it requires is a little bit of time to set up a macro, and then that code can
do the work for you automatically every time. It's not even as difficult as it
sounds.

How to Build Your First Excel Macro

You already know your way around Excel, and are familiar with its grid of
cells where you enter your text and functions. To build Excel macros, though,
you'll need an extra tool that's built into Excel: the Visual Basic Editor.

28
Before You Proceed: Be sure to download our project file – you’ll need it for
later to follow our Excel macros tutorial.

Meet The VBA Editor

Excel has a built-in tool for writing macros called the Visual Basic Editor—
or VBA Editor for short. To open that, open a spreadsheet and use the
shortcut Alt + F11 (for Mac: Fn + Shift + F11).

The new window that pops up is called the VBA Editor. It's where you'll edit
and store all of your macros. Its layout may look a bit different from this
screenshot, but you can move the windows around to the order you want.
Just be sure to keep the Project Explorer pane open so you can easily edit
your macros.

Your macros will be made up of "Modules," or files with your VBA code. You'll
add a new module or open an existing one in the VBA Editor, then type in the
code you want. To insert a module, click "Insert" and then click "Module".
You'll then see the blank space to write your code on the right.

29
How to Record an Excel Macro

There are two ways to make a macro: code it or record it. The main focus of
this article is on the former, but recording a macro is so simple and handy,
it's worth exploring too. Recording a macro is a good way of getting to know
the basics of VBA. Later on, it serves as handy storage for code that you
don’t need to memorize.

When you record a macro, you tell Excel to start the recording. Then you
perform the tasks you want to be translated into VBA code. When you’re
done, tell Excel to stop recording and you can use this new macro to repeat
the actions you just performed again and again.

There are limitations to this, so you can't automate every task or become an
expert in automation by only recording. You'll still need to type or edit code
manually sometimes. But it's still a handy way to get started. Here's how: 1.
Go to the "View" tab of the ribbon and click the tiny arrow below the
"Macros" button. 2. Then click "Record Macro" 3. Type in the name of your
macro and click "OK" to start the recording. 4. Perform the actions in your
spreadsheet you want to be turned into a macro. 5. When you’re done, go to
the "View" tab, click the tiny arrow below the "Record Macro" button again
and select "Stop recording".

30
Now, use the shortcut Alt + F11 (for Mac: Fn + Shift + F11) to open the VBA
Editor, and double-click "Module 1" in the Project Explorer.

This is your first code! Amazing, right? You may not have written it yourself,
but it’s still generated from your actions.

Yours probably look different than mine. Can you guess what my code does?

• Sub Makebold is just the text Sub followed by the name I entered when
I started recording.

• The green line doesn’t actually do anything—it's a comment where you

could add an explanation of what the macro does.

• [Link] = True makes the values in the selected cells bold.

• End sub simply tells Excel that the macro stops here.

31
Now, what will happen if I change the True part of the third line to False? The
macro would then remove any bold formatting from the selection instead of
making it bold.

That’s how you record a simple macro. But the real power of macros comes
when you can write it yourself—so let's get started learning to write simple
VBA code.

How to Code Your Own Excel Macros

Macros are just bits of code in Excel that do your bidding. Once you write the
code in the VBA Editor, you can run it and let the code work its magic on
your spreadsheet. But what's even better is to build your macro into your
spreadsheet, and the best tool for that is buttons.

So first, before we start coding, let's add a button to run our macro.

Add a Button to Run Your Macro

You can use various Excel objects as buttons for running macros, but I prefer
to use a shape from the "Insert" tab. When you have inserted your shape,
right click it and select "Assign Macro…" Then select the macro you want to
run when the shape is clicked—perhaps the one you just made with a
recording and save it by clicking "OK".

Now, when you click the shape which we just turned into a button, Excel will

32
run the macro without having to open the code each time.

There's one other thing to note before we get started: saving your
spreadsheet with Macros. By default, Excel spreadsheet files with
an .xlsx extension cannot include macros. Instead, when you save your
spreadsheet, select the "Excel Macro-Enabled Workbook (*.xlsm)" format,
and add your file name as normal.

Go ahead and do that to save your spreadsheet before we start coding.

Now, let’s get started with actual coding!

Copying and pasting is the simplest way to move data around, but it's still
tedious. What if your spreadsheet could do that for you? With a macro, it
could. Let's see how to code a macro that will copy data and move it around
in a spreadsheet.

Open the project file you downloaded earlier and make sure the "Copy, cut,
and paste" sheet is selected. This is a sample employee database with the
names, departments, and salaries of some employees.

Let’s try to copy all the data in columns A through C into D through F using
VBA. First, let's look at the code we need:

Copying Cells with VBA

Copying in VBA is quite easy. Just insert this code into the VBA
Editor: Range("Insert range here").Copy. Here's some examples:

• Range("A:C").Copy ← copies column A through C

• Range("A1:C100").Copy ← copies the range A1:C100

33
Remember when you recorded a macro before? The macro had

Sub
Nameofmacro() and End sub at the top and bottom line of the code. These
lines must always be included. Excel makes that easy, too: When you type in
"Sub" followed by the macro name in the beginning of the code, the End
sub is automatically inserted at the bottom line.

Tip: Remember to enter these lines manually when you’re not using the
macro recorder.

Pasting Cells with VBA

Pasting can be done in different ways depending on what you want to paste.
99% of the time, you’ll need one of these two lines of code:

• Range("The cell/area where you want to paste").Pastespecial ← pastes

as normal (formulas and formatting)

• Range("The cell/area where you want to paste").Pastespecial

xlPasteValues ← only pastes values

Cutting Cells with VBA

If you want to relocate your data instead of copying it, you need to cut it.
Cutting is quite easy and follows the exact same logic as copying.

Here’s the code: Range("Insert range here").Cut

When cutting, you can’t use the ‘PasteSpecial’ command. That means that
you can’t paste values only, or formatting only. Therefore, you need these

34
lines to paste your cells with VBA: Range("Insert where you want to
paste").Select [Link]

For example, here's the code you'd need to cut the range A:C and paste it
into D1:

• Range("A:C").Cut

• Range("D1").Select

• [Link]

Copying, cutting, and pasting are simple actions that can be done manually
without breaking a sweat. But when you copy and paste the same cells
several times a day, a button that does it for you can save a bunch of time.
Additionally, you can combine copying and pasting in VBA with some other
cool code to do even more in your spreadsheet automatically.

Adding Loops to VBA

I just showed you how to take a simple action (copying and pasting) and
attach it to a button, so you can do it with a mouse click. That's just one
automated action. When you have the code to repeat itself, though, it can do
longer and more complex automation tasks in seconds.

Take a look at the "Loops" sheet in the project file. It’s the same data as in
the previous sheet, but every third row of the data is now moved one column
to the right. This type of faulty data structure is not unusual when exporting
data from older programs.

This can take a lot of time to fix manually, especially if the spreadsheet
includes thousands of rows instead of the small sample data in this project
file.

35
Let’s make a loop that fixes it for you. Enter this code in a module, then look
at the explanations below the picture:

1. This line makes sure the loop starts at the top-left cell in the sheet and
not accidentally messes the data up by starting somewhere else.

2. The For i = 1 To 500 line means that the number of times the loop has
run (represented by i) is an increasing number that starts with 1 and
ends with 500. This means that the loop will run 500 times. The
number of times the loop should run depends on the actions you want
it to do. Use your good sense here. 500 times is way too many for our
sample dataset, but would fit perfectly if the database had 1500 rows
of data.

3. This line recognizes the active cell and tells Excel to move 3 rows down
and select that cell, which then becomes the new active cell. If it was
every fourth row that was misplaced in our data, instead of every third,
we could just replace the 3 with a 4 in this line.

4. This line tells Excel what to do with this newly selected cell. In this
case, we want to delete the cell in such manner that the cells to the
right of the cell are moved left. That is achieved with this line. If we
wanted to do something else with the misplaced rows, this is the place
to do it. If we wanted to delete every third row entirely, then the line
should’ve been: [Link].

36
 5. This line tells Excel that there are no more actions within the loop. In
this case, 2 and 5 are the frame of the loop and 3 and 4 is the actions
within the loop.

When we run this macro, it will result in a neat dataset without any
misplaced rows.

Adding Logic to VBA

Logic is what brings a piece of code to life by making it more than just a
machine that can do simple actions and repeat itself. Logic is what makes an
Excel-sheet almost human—it lets it make intelligent decisions on its own.
Let’s use that to automate things!

This section is about IF-statements which enables the "if-this-then-that" logic,

just like the IF-function in Excel.

Let’s say the export from our website CMS was even more erroneous than
expected. Every third row is still misplaced, but now, some of the misplaced
rows are placed 2 columns to the right instead of 1 column to the right. Take
a look at the sheet "IF-statement" in the project file to see what it looks like.

How do we take this into account in our macro? We add an IF-statement to

the loop!

Let’s formulate what we want Excel to do:

We start in cell A1. Then we go three rows down (to cell A4, A7, A10, etc.)
until there’s no more data. Every time we go three rows down we check this
row to see if the data has been misplaced by 1 or 2 columns. Then move the
data in the row either 1 or 2 columns to the left.

37
Now, let’s translate this into VBA code. We'll start with a simple loop, as
before:

The only thing we need now is to write what should happen within the loop.
This is the "go three rows down" part that we developed back in the section
about loops. Now we’re adding an IF-statement that checks how much the
data is misplaced and corrects it correspondingly.

This is the final code to copy into your module editor, with each step
explained below:

1. This is the first part of the IF-statement. It says that if the cell right of
the active cell (or [Link](0,1) in VBA code) is blank
(represented by = "") then do something. This something is the exact
same action as we did when we created the loop in the first place:
deleting the active cell, and moving the active row one cell to the left
(accomplished with the [Link] Shift:=xlToLeft code). This

38
 time, we do it two times instead of one, because there are two blank
cells in the left side of the row.

2. If the above is not true, and the cell right of the active cell is not blank,
then the active cell is blank. Therefore, we only need to delete the
active cell and move the active row one cell to the left one time.

The IF-statement must always end with an End If to tell Excel it's finished
running. After the IF-statement, the loop can run again and again, repeating
the IF-statement each time

Congratulations, you’ve just created a macro that can clean up messy data!
See the animation below to see it in action (If you haven’t already tried it
yourself).

Automate Excel Without Macros

Excel macros have only one problem: they're tied to your computer, and they
can't run in the Excel Web App or on your mobile device. And they're best at
working on data already in your spreadsheet, making it difficult to get new
data from your other apps into your spreadsheet.

App integration tool Zapier can help. It connects the Office 365 for Business
edition of Excel to hundreds of other apps—Stripe, Salesforce, Slack, and more
—so you can log data to your spreadsheet automatically or start tasks in
other apps right from Excel.

Here's how it works. Say you want to save your Typeform form entries to an
Excel spreadsheet. Just create a Zapier account, and click the Make a
Zap button in the top right corner. Then, select Typeform in the app picker,
and set it to watch your form for new entries.

39
Zapier can watch your Typeform form for new entries

Test your Zap, then click Continue to add another step to your Zap. This time
we'll select the Excel app, and choose to Add a Row to our spreadsheet. You
could also update a row, or search your spreadsheet for a specific row if you
wanted.

Zapier lets you add, update, or find rows in your Excel spreadsheet

Now, choose your spreadsheet and worksheet, then click the + icon on the
right of each spreadsheet row to select the correct form field to save to that
spreadsheet row. Save and test your Zapier integration, then turn it on. Then
every time your Typeform form gets filled out, Zapier will save that data to
your Excel spreadsheet.

40
Zapier can add your form data directly to the spreadsheet row you want

Here are some great ways to get started automating Excel with Zapier in a
few clicks—or build your own Excel integrations to connect your
spreadsheets to your favorite apps.

41
 How to create a column chart
Column charts are useful for showing data changes over a period of time or
for illustrating comparisons among items. In column charts, categories are
typically organized along the horizontal axis and values along the vertical
axis.

For information on column charts, and when they should be used,

see Available chart types in Office.

ExcelOutlook

To create a column chart, follow these steps:

1. Enter data in a spreadsheet.

2. Select the data.
3. Depending on the Excel version you're using, select one of
the following options:
▪ Excel 2016: Click Insert > Insert Column or Bar Chart icon,
and select a column chart option of your choice.

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 ▪ Excel 2013: Click Insert > Insert Column Chart icon, and
select a column chart option of your choice.

▪ Excel 2010 and Excel 2007: Click Insert > Column, and select a
column chart option of your choice.

You can optionally format the chart a little further. See the list below for
a few options:

▪ To apply a different chart style, click Design > Chart Styles,

and pick a style.
▪ To apply a different shape style, click Format > Shape Styles,
and pick a style.
▪ To apply different shape effects, click Format > Shape
Effects, and pick an option such as Bevel or Glow, and then a
sub option.
▪ To apply a theme, click Page Layout > Themes, and select a
theme.
▪ To apply a formatting option to a specific component of a chart
(such as Vertical (Value) Axis, Horizontal (Category) Axis, Chart
Area, to name a few), click Format > pick a component in

43
 the Chart Elements dropdown box, click Format Selection,
and make any necessary changes. Repeat the step for each
component you want to modify.

How to create a bar chart

A bar chart (or a bar graph) is one of the easiest ways to present your data in
Excel, where horizontal bars are used to compare data values. Here’s how to
make and format bar charts in Microsoft Excel.
Inserting Bar Charts in Microsoft Excel
While you can potentially turn any set of Excel data into a bar chart, It
makes more sense to do this with data when straight comparisons are
possible, such as comparing the sales data for a number of products. You
can
also create combo charts in Excel, where bar charts can be combined with
other chart types to show two types of data together.
RELATED: How to Create a Combo Chart in Excel
We’ll be using fictional sales data as our example data set to help you
visualize how this data could be converted into a bar chart in Excel. For more
complex comparisons, alternative chart types like histograms might be
better options.
To insert a bar chart in Microsoft Excel, open your Excel workbook and select
your data. You can do this manually using your mouse, or you can select a
cell in your range and press Ctrl+A to select the data automatically.

44
Once your data is selected, click Insert > Insert Column or Bar Chart.
Various column charts are available, but to insert a standard bar chart, click
the “Clustered Chart” option. This chart is the first icon listed under the “2-D
Column” section.

Excel will automatically take the data from your data set to create the chart
on the same worksheet, using your column labels to set axis and chart titles.
You can move or resize the chart to another position on the same worksheet,
or cut or copy the chart to another worksheet or workbook file.
For our example, the sales data has been converted into a bar chart showing
a comparison of the number of sales for each electronic product.

45
For this set of data, mice were bought the least with 9 sales, while
headphones were bought the most with 55 sales. This comparison is visually
obvious from the chart as presented.
Formatting Bar Charts in Microsoft Excel
By default, a bar chart in Excel is created using a set style, with a title for the
chart extrapolated from one of the column labels (if available).
You can make many formatting changes to your chart, should you wish to.
You can change the color and style of your chart, change the chart title, as
well as add or edit axis labels on both sides.
It’s also possible to add trendlines to your Excel chart, allowing you to see
greater patterns (trends) in your data. This would be especially important for
sales data, where a trendline could visualize decreasing or increasing
number of sales over time.
Changing Chart Title Text
To change the title text for a bar chart, double-click the title text box above
the chart itself. You’ll then be able to edit or format the text as required.

46
If you want to remove the chart title completely, select your chart and click
the “Chart Elements” icon on the right, shown visually as a green, “+”
symbol.
From here, click the checkbox next to the “Chart Title” option to deselect it.

Your chart title will be removed once the checkbox has been removed.
Adding and Editing Axis Labels
To add axis labels to your bar chart, select your chart and click the green
“Chart Elements” icon (the “+” icon).
From the “Chart Elements” menu, enable the “Axis Titles” checkbox.

Axis labels should appear for both the x axis (at the bottom) and the y axis
(on the left). These will appear as text boxes.
To edit the labels, double-click the text boxes next to each axis. Edit the text
in each text box accordingly, then select outside of the text box once you’ve
finished making changes.

47
If you want to remove the labels, follow the same steps to remove the
checkbox from the “Chart Elements” menu by pressing the green, “+” icon.
Removing the checkbox next to the “Axis Titles” option will immediately
remove the labels from view.
Changing Chart Style and Colors
Microsoft Excel offers a number of chart themes (named styles) that you can
apply to your bar chart. To apply these, select your chart and then click the
“Chart Styles” icon on the right that looks like a paint brush.

A list of style options will become visible in a drop-down menu under the
“Style” section.

Select one of these styles to change the visual appearance of your chart,
including changing the bar layout and background.

48
You can access the same chart styles by clicking the “Design” tab, under the
“Chart Tools” section on the ribbon bar.
The same chart styles will be visible under the “Chart Styles” section—
clicking any of the options shown will change your chart style in the same
way as the method above.

You can also make changes to the colors used in your chart in the “Color”
section of the Chart Styles menu.
Color options are grouped, so select one of the color palette groupings to
apply those colors to your chart.

49
 You can test each color style by hovering over
themwith your mouse first. Your chart will change to show how the chart will look
with those colors applied.
Further Bar Chart Formatting Options
You can make further formatting changes to your bar chart by right-clicking
the chart and selecting the “Format Chart Area” option.

This will bring up the “Format Chart Area”

menu on the right. From here, you can change the fill, border, and other
chart formatting options for your chart under the “Chart Options” section.

50
You can also change how text is displayed on your chart under the “Text
Options” section, allowing you to add colors, effects, and patterns to your
title and axis labels, as well as change how your text is aligned on the chart.

If you want to make further text formatting changes, you can do this using
the standard text formatting options under the “Home” tab while you’re
editing a label.

You can also use the pop-up formatting menu that appears above the chart
title or axis label text boxes as you edit them.

51
 How to create a line chart

Line charts are used to display trends over time. Use a line chart if you have
text labels, dates or a few numeric labels on the horizontal axis. Use
a scatter plot (XY chart) to show scientific XY data.
To create a line chart, execute the following steps.

1. Select the range A1:D7.

2. On the Insert tab, in the Charts group, click the Line symbol.

3. Click Line with Markers.

52
Result:

Note: only if you have numeric labels, empty cell A1 before you create the
line chart. By doing this, Excel does not recognize the numbers in column A
as a data series and automatically places these numbers on the horizontal
(category) axis. After creating the chart, you can enter the text Year into cell
A1 if you like.
Let's customize this line chart.

To change the data range included in the chart, execute the following steps.

4. Select the line chart.

5. On the Design tab, in the Data group, click Select Data.

53
6. Uncheck Dolphins and Whales and click OK.

Result:
To change the color of the line and the markers, execute the following steps.

7. Right click the line and click Format Data Series.

The Format Data Series pane appears.

8. Click the paint bucket icon and change the line color.

9. Click Marker and change the fill color and border color of the markers.

Result:

54
To add a trendline, execute the following steps.

10. Select the line chart.

11. Click the + button on the right side of the chart, click the arrow next to
Trendline and then click More Options.

The Format Trendline pane appears.

12. Choose a Trend/Regression type. Click Linear.

13. Specify the number of periods to include in the forecast. Type 2 in the
Forward box.

Result:

To change the axis type to Date axis, execute the following steps.

14. Right click the horizontal axis, and then click Format Axis.

55
The Format Axis pane appears.

15. Click Date axis.

Result:

Conclusion: the trendline predicts a population of approximately 250 bears in

2024.

How to create a pie chart

Pie charts are used to display the contribution of each value (slice) to a total
(pie). Pie charts always use one data series.
To create a pie chart of the 2017 data series, execute the following steps.
1. Select the range A1:D2.

2. On the Insert tab, in the Charts group, click the Pie symbol.

3. Click Pie.

56
Result:

4. Click on the pie to select the

whole pie. Click on a slice to drag it away from the center.

Result:

Note: only if you have numeric labels, empty cell A1 before you create the
pie chart. By doing this, Excel does not recognize the numbers in column A
as a data series and automatically creates the correct chart. After creating
the chart, you can enter the text Year into cell A1 if you like.
Let's create one more cool pie chart.

5. Select the range A1:D1, hold down CTRL and select the range A3:D3.

57
6. Create the pie chart (repeat steps 2-3).

7. Click the legend at the bottom and press Delete.

8. Select the pie chart.

9. Click the + button on the right side of the chart and click the check box
next to Data Labels.

10. Click the paintbrush icon on the right side of the chart and change the
color scheme of the pie chart.

Result:

11. Right click the pie chart and click Format Data Labels.

12. Check Category Name, uncheck Value, check Percentage and click
Center.

58
How to create a combined chart like: column and
line, column and area
Suppose I have the data set as shown below and I want to plot both the
revenue and profit margin numbers in the same chart.

To create this combination chart, I first need to create a regular chart where I
have all the above data plotted on it.

Below are the steps to create a regular chart using the above data (the
snapshots are of Excel 2016):

1. Select the Revenue and Profit Margin data (B1:C6 in this

example).

2. Click the Insert tab.

59
3. In the Charts group, click on the ‘Insert Column Chart’ icon.

4. Click on Clustered Column chart. This will insert the chart in the
worksheet area.

5. With the Chart Selected, go to the Design tab and click on Select

Data.

60
 6. In the ‘Select Data Source’ dialog box, click on Edit option (below
the ‘Horizontal (Category) Axis Labels’).

7. Select years that you want to plot in the chart (A2:A6 in this
example).

8. Click OK.

The above steps would give you a chart that has revenue and profit margin
plotted as a clustered column chart. If you can’t see the Profit Margin bar in
the chart, it’s because the value of Profit Margin is very less as compared to
the Revenue value (but it’s there as we can see it’s listed in the legend in
orange color).

Now to create a combination chart from this clustered column chart, follow
the below steps:

1. Right-click on any of the bars.

2. Click on ‘Change Series Chart Type

61
 ’.

3. In the Change Chart Type dialog box, make sure Combo category
is selected (which it should be by default).

4. Click on the drop-down for Profit Margin.

5. In the drop-down, click on ‘Line with Markers’.

62
 6. Check the Secondary Axis checkbox for Profit Margin.

7. Click OK.

The above steps would give you the combination chart (also called combo
chart) as shown below.

You can now further customize the chart (such as change the title, remove
the grid lines, etc.)

Another good use case of creating combination charts is when you have to
show actual vs target values in the same chart. You can create a simple
clustered column chart, or create something more fancy by converting one
bar into markers. Click here to read how to create an Actual vs
Target combination charts in Excel.
Creating Combination Charts in Excel 2010

While the first part of creating a chart is the same in all versions of Excel,
converting that chart into a combination chart is done a bit differently in
Excel 2010.

Below are the steps to convert a regular clustered column chart into a combo
chart in Excel 2010:

1. Click on any of the Profit margin bars. This will select all bars for
profit margin.
2. Right-click and select Format Data Series.

63
3. In the Format Data Series dialogue box, select Secondary Axis (in
the Plot Series On group)

• This will plot Profit Margin Data in a secondary Axis. You

would be able to see a vertical axis on the right of the
chart.

4. Right-click and select Change Series Chart Type

64
 5. In the Change Chart Type dialogue box, select Line with Markers
option.

How to display an image

in chart area

All versions of Microsoft Excel allow you to insert pictures stored anywhere
on your computer or another computer you are connected to. In Excel 2016
and Excel 2013, you can also add an image from web pages and online
storages such as OneDrive, Facebook and Flickr.

Insert an image from a computer

Inserting a picture stored on your computer into your Excel worksheet is

easy. All you have to do is these 3 quick steps:

1. In your Excel spreadsheet, click where you want to put a picture.

2. Switch to the Insert tab > Illustrations group, and click Pictures.

3. In the Insert Picture dialog that opens, browse to the picture of

interest, select it, and click Insert. This will place the picture near
the selected cell, more precisely, the top left corner of the picture
will align with the top left corner of the cell.

65
To insert several images at a time, press and hold the Ctrl key while
selecting pictures, and then click Insert, like shown in the screenshot
below:

Done! Now, you can re-position or resize your image, or you can lock the
picture to a certain cell in a way that it resizes, moves, hides and filters
together with the associated cell.

Add picture from the web, OneDrive or Facebook

In the recent versions of Excel 2016 or Excel 2013, you can also add images
from web-pages by using Bing Image Search. To have it done, perform
these steps:

1. On the Insert tab, click the Online Pictures button:

66
 2. The following window will appear, you type what you're looking for
into the search box, and hit Enter:

3. In search results, click on the picture you like best to select it, and
then click Insert. You can also select a few images and have them
inserted in your Excel sheet in one go:

If you are looking for something specific, you can filter the found images by
size, type, color or license - just use one or more filters at the top of the
search results.

Note. If you plan to distribute your Excel file to someone else, check the
picture's copyright to make sure you can legally use it.

Besides adding images from Bing search, you can insert a picture stored on
your OneDrive, Facebook or Flickr. For this, click the Online Pictures button
on the Insert tab, and then do one of the following:

• Click Browse next to OneDrive, or

67
 • Click the Facebook or Flickr icon at the bottom of the window.

Note. If your OneDrive account does not appear in the Insert

Pictures window, most likely you are not signed in with your Microsoft
account. To fix this, click the Sign in link at the upper right corner of the
Excel window.

Paste picture in Excel from another program

The easiest way to insert a picture in Excel from another application is this:

1. Select an image in another application, for example in Microsoft

Paint, Word or PowerPoint, and click Ctrl + C to copy it.
2. Switch back to Excel, select a cell where you want to put the image
and press Ctrl + V to paste it. Yep, it's that easy!

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