Charts/Tables Lab

In this lab exercise, we'll review basic Excel spreadsheets and then work with Excel's charting/graphing capabilities.

Formatting a Worksheet

For this lab exercise, download this example spreadsheet: lab4-checkbook.xlsx. We'll try to make it look like this sample spreadsheet:

  1. Add Checkbook Entries. Add at least 8 entries to the checkbook in the appropriate places. You don't need to use the entries given here; most any entries will work so long as you can categorize them easily.
  2. Format the Header. Select all the cells in the header, choose "Format"-"Cells" and then set the "alignment" to "center", bold the font, and add a background color.
  3. Format the Dates/Values. Select all the date cells, choose "Format"-"Cells", and format them as MMM-YY. Then do the same with the currency values, selecting the "currency" category on the "Number" tab.
  4. Write a Balance Formula. Write a balance formula for cell F3 that takes the opening balance from F2 and subtracts the withdrawals and adds the deposits. When you've got the formula, then copy it down the column.
  5. Add an Expense Type Column. Add a "Type" column to the table, format its header as you did the other headers, and then enter appropriate values for each checkbook entry (e.g. Food, School, Entertainment, etc.). Be sure that at least two of your types have multiple entries.
  6. Create an Expense Type Table. Create a new expense type distribution table in the rows under your checkbook data:
    1. Add a "Type" column and list each type of expense that you used in your checkbook data.
    2. Add a "Total" column and use a SUMIF formula to compute the values. Use the function wizard to do this by highlighting the expense type cell (C17 in the sample), choosing the Formula tab, and then "Insert Function", searching for the function SUMIF, clicking "OK", and then letting the function wizard walk you through the process. After creating your formula with the wizard, your formula should look something like this:
      SUMIF(a range indicating the checkbook type names, 
            a cell indicating the type name condition,
            a range indicating the checkbook values to be summed)
      (Hint: the two ranges from the checkbook should start and end on the same rows.) When your function is working, copy it down the column for each type category using the fill handle. Remember to put commas between your 3 arguments and to use absolute and relative references appropriately.

Creating a Simple Pie-Chart

Now, create a pie chart that shows the distribution of your expenses as shown in this sample pie chart.

To create this pie chart:

  1. Select the cell range to chart. Select the cell range of the chart, B16:C21 in the example.
  2. Create the chart. Choose the "Insert" tab on the ribbon and select the "pie" chart type from the options.
  3. Specify the chart settings. Work through the chart options in the Office Ribbon (and some clever right-clicks on the chart itself) to specify settings that will make the chart look as much like the sample as possible:
    1. Display the category names around the chart (not in a legend)
    2. Include the percentage values.
    3. Include a title.
  4. Put the chart on an appropriately labeled sheet. Select the chart, and then cut and paste it to another sheet. Don't forget to rename the sheet.

Creating a Line Chart

Also create a line chart that shows the balance of your account over time, as shown in this sample line chart. Create this chart as follows:

  1. Select the Data to Plot. Select the cells containing the data and the dates you want to plot. Because these cell ranges are on different parts of the chart, you must first select the range of cells with the dates (B3:B13 in the example), and then press and hold the Ctrl button to select the range of cells with the balance value (F3:F13 in the example). This will result in a more complex cell range specification (B3:B13,F3:F13 in the example).
  2. Create the chart. Choose "Insert" tab and choose a "line" chart, and then follow the wizard through the process of creating the chart (as you did with the pie chart above).
  3. As with the pie chart, put this line chart on an appropriately labeled sheet. Select the chart, and then cut and paste it to another sheet.

Choosing an Appropriate Chart

It is important to know how to choose an appropriate chart (or charts) for expressing the message you want to deliver. As discussed in class, Excel provides a number of chart/graph types, including pie charts, bar/column charts, line graphs and scatter plots. Always choose the best one for your data and message.

For this lab exercise, consider the data shown in lab4-costs.xls and answer the following questions. Do not build any of the charts, just indicate which kind of chart you would build.

Jot down your written answers, and type them into the "Notes" field of your Moodle submission.

Extra Credit

As an extra credit challenge, create a chart that presents both of the perspectives listed above for the tuition costs in a single chart.

Submitting your Work

Submit your checkbook workbook as your Moodle submission. Type your answers to the charting questions into the "Notes" field. If you did the college-costs extra credit, attach your college costs workbook as well, and make note of it in the "Notes" field.