Excel2010 ebook

Chapter 19: Learning Advanced Charting FIGURE 19.24 This line chart series displays error bars based on percentage. Adding a trendline When you’re plotting data over time, you may want to plot a trendline that describes the data. A trendline points out general trends in your data. In some cases, you can forecast future data with trendlines. A single series can have more than one trendline. To add a trendline, select the data series and choose Chart Tools ➪ Layout ➪ Analysis ➪ Trendline. This drop-down control contains options for the type of trendline. The type of trendline that you choose depends on your data. Linear trends are most common, but some data can be described more effectively with another type. Figure 19.25 shows an XY chart with a linear trendline and the (optional) equation for the trend- line. The trendline describes the “best fit” of the height and weight data. For more control over a trendline, right-click it and choose Format Trendline to open the Format Trendline dialog box. One option, Moving Average, is useful for smoothing out data that has a lot of variation (that is, “noisy” data). The Moving Average option enables you to specify the number of data points to include in each average. For example, if you select 5, Excel averages every five data points. Figure 19.26 shows a chart that uses a moving average trendline. 463

Part III: Creating Charts and Graphics FIGURE 19.25 An XY chart with a linear trendline. FIGURE 19.26 The dashed line displays a seven-interval moving average. Modifying 3-D charts 3-D charts have a few additional elements that you can customize. For example, most 3-D charts have a floor and walls, and true 3-D charts also have an additional axis. You can select these chart elements and format them to your liking using the Format dialog box. One area in which Excel 3-D charts differ from 2-D charts is in the perspective — or viewpoint — from which you see the chart. In some cases, the data may be viewed better if you change the order of the series. 464

Chapter 19: Learning Advanced Charting Figure 19.27 shows two versions of 3-D column chart with two data series. The left chart is the original, and the right chart shows the effect of changing the series order. To change the series order, choose Chart Tools ➪ Design ➪ Data ➪ Select Data. In the Select Data Source dialog box, select a series and use the arrow buttons to change its order. FIGURE 19.27 A 3-D column chart, before and after changing the series order. Fortunately, Excel allows you to change the viewing angle of 3-D charts. Doing so may reveal portions of the chart that are otherwise hidden. To rotate a 3-D chart, choose Chart Tools ➪ Layout ➪ Background ➪ 3-D Rotation, which displays the 3-D Rotation tab of the Format Chart Area dialog box. You can make your rotations and perspective changes by clicking the appropriate controls. Figure 19.28 shows four different views of the same chart. As you can see, you can accidentally distort the chart to make it virtually worthless in terms of visualizing information. If accuracy of presentation is important, a 3-D chart is hardly ever the best choice. Creating combination charts A combination chart is a single chart that consists of series that use different chart types. A combina- tion chart may also include a second value axis. For example, you may have a chart that shows both columns and lines, with two value axes. The value axis for the columns is on the left, and the value axis for the line is on the right. A combination chart requires at least two data series. Creating a combination chart involves changing one or more of the data series to a different chart type. Select the data series to change and then choose Chart Tools ➪ Design ➪ Type ➪ Change Chart Type. In the Change Chart Type dialog box, select the chart type that you want to apply to the selected series. Using a second Value Axis is optional. 465

Part III: Creating Charts and Graphics FIGURE 19.28 Changing the viewing angle to show different views of the same 3-D column chart. Note If anything other than a series is selected when you choose Chart Tools ➪ Design ➪ Type ➪ Change Chart Type, all the series in the chart change. n Figure 19.29 shows a column chart with two data series. The values for the Precipitation series are very low — so low that they’re barely visible on the Value Axis scale. This is a good candidate for a combination chart. The following steps describe how to convert this chart into a combination chart (column and line) that uses a second Value Axis. 1. Double-click the Precipitation data series to display the Format Data Series dialog box. 2. Click the Series Options tab and select the Secondary Axis option. 3. With the Precipitation data series still selected, choose Chart Tools ➪ Design ➪ Type ➪ Change Chart Type. 4. In the Change Chart Type dialog box, select the Line type and click OK. 466

Chapter 19: Learning Advanced Charting Figure 19.30 shows the modified chart. The Precipitation data appears as a line, and it uses the Value Axis on the right. FIGURE 19.29 The Precipitation series is barely visible. FIGURE 19.30 The Precipitation series is now visible. 467

Part III: Creating Charts and Graphics Note In some cases, you can’t combine chart types. For example, you can’t create a combination chart that involves a bubble chart or a 3-D chart. If you choose an incompatible chart type for the series, Excel lets you know. n Figure 19.31 demonstrates just how far you can go with a combination chart. This chart combines five different chart types: Pie, Area, Column, Line, and XY. I can’t think of any situation that would warrant such a chart, but it’s an interesting demo. FIGURE 19.31 A five-way combination chart. Displaying a data table In some cases, you may want to display a data table, which displays the chart’s data in tabular form, directly in the chart. To add a data table to a chart, choose Chart Tools ➪ Layout ➪ Labels ➪ Data Table. This control is a drop-down list with a few options to choose from. For more options, use the Format Data Table dialog box. Figure 19.32 shows a combination chart that includes a data table. 468

Chapter 19: Learning Advanced Charting FIGURE 19.32 This combination chart includes a data table that displays the values of the data points. Tip Using a data table is probably best suited for charts on chart sheets. If you need to show the data used in an embedded chart, you can do so using data in cells, which provide you with a lot more flexibility in terms of formatting. n Creating Chart Templates This section describes how to create custom chart templates. A template includes customized chart formatting and settings. When you create a new chart, you can choose to use your template rather than a built-in chart type. If you find that you are continually customizing your charts in the same way, you can probably save some time by creating a template. Or, if you create lots of combination charts, you can create a combination chart template and avoid making the manual adjustments required for a combina- tion chart. To create a chart template 1. Create a chart to serve as the basis for your template. The data you use for this chart is not critical, but for best results, it should be typical of the data that you’ll eventually be plotting with your custom chart type. 2. Apply any formatting and customizations that you like. This step determines how the appearance of the charts created from the template. 469

Part III: Creating Charts and Graphics 3. Activate the chart and choose Chart Tools ➪ Design ➪ Type ➪ Save as Template. Excel displays its Save Chart Template dialog box. 4. Provide a name for the template and click Save. To create a chart based on a template 1. Select the data to be used in the chart. 2. Choose Insert ➪ Charts ➪ Other Charts ➪ All Chart Types. Excel displays its Insert Chart dialog box. 3. From the left side of the Insert Chart dialog box, select Templates. Excel displays an icon for each custom template that has been created. 4. Click the icon that represents the template you want to use and then click OK. Excel creates the chart based on the template you selected. Note You can also apply a template to an existing chart. Select the chart and choose Chart Tools ➪ Design ➪ Change Chart Type. n Learning Some Chart-Making Tricks This section describes some interesting (and perhaps useful) chart-making tricks. Some of these tricks use little-known features, and several tricks enable you to make charts that you may have considered impossible to create. Creating picture charts Excel makes it easy to incorporate a pattern, texture, or graphics file for elements in your chart. Figure 19.33 shows a chart that uses a photo as the background for a chart’s Chart Area element. To display an image in a chart element, use the Fill tab in the element’s Format dialog box. Select the Picture or Texture Fill option and then click the button that corresponds to the image source (File, Clipboard, or ClipArt). If you use the Clipboard button, make sure that you copied your image first. The other two options prompt you for the image. Figure 19.34 shows two more examples: a pie chart that uses Office clipart as its fill; and a column chart that uses a Shape, which was inserted on a worksheet and then copied to the Clipboard. 470

Chapter 19: Learning Advanced Charting FIGURE 19.33 The Chart Area contains a photo. Using images in a chart offers unlimited potential for creativity. The key, of course, is to resist the temptation to go overboard. A chart’s primary goal is to convey information, not to impress the viewer with your artistic skills. Caution Using images, especially photos, in charts can dramatically increase the size of your workbooks. n FIGURE 19.34 The left chart uses clip art, and the right chart uses a Shape that was copied to the Clipboard. 471

Part III: Creating Charts and Graphics Creating a thermometer chart You’re probably familiar with a “thermometer” type display that shows the percentage of a task that has been completed. Creating such a display in Excel is very easy. The trick involves creating a chart that uses a single cell (which holds a percentage value) as a data series. Figure 19.35 shows a worksheet set up to track daily progress toward a goal: 1,000 new customers in a 15-day period. Cell B18 contains the goal value, and cell B19 contains a simple formula that calculates the sum. Cell B21 contains a formula that calculates the percent of goal: =B19/B18 As you enter new data in column B, the formulas display the current results. FIGURE 19.35 This single-point chart displays progress toward a goal. To make the thermometer chart, select cell B21 and create a column chart from that single cell. Notice the blank cell above cell B21. Without this blank cell, Excel uses the entire data block for the chart, not just the single cell. Because B21 is isolated from the other data, only the single cell is used. 472

Chapter 19: Learning Advanced Charting Other changes required are to l Select the horizontal category axis and press Delete to remove the category axis from the chart. l Remove the legend. l Add a text box, linked to cell B21 to display the percent accomplished. l In the Format Data Series dialog box (Series Options tab), set the Gap width to 0, which makes the column occupy the entire width of the plot area. l Select the Value Axis and display the Format Value Axis dialog box. In the Axis Options tab, set the Minimum to 0 and the Maximum to 1. Make any other cosmetic adjustments to get the look you desire. Creating a gauge chart Figure 19.36 shows another chart based on a single cell. It’s a pie chart set up to resemble a gauge. Although this chart displays only one value (entered in cell B1), it actually uses three data points (in A4:A6). One slice of the pie — the slice at the bottom — always consists of 50 percent. I rotated the pie so that the 50 percent slice was at the bottom. Then I hid that slice by specifying No Fill and No Border for the data point. FIGURE 19.36 This chart resembles a speedometer gauge and displays a value between 0 and 100 percent. 473

Part III: Creating Charts and Graphics The other two slices are apportioned based on the value in cell B1. The formula in cell A4 is =MIN(B1,100%)/2 This formula uses the MIN function to display the smaller of two values: either the value in cell B1 or 100 percent. It then divides this value by 2 because only the top half of the pie is relevant. Using the MIN function prevents the chart from displaying more than 100 percent. The formula in cell A5 simply calculates the remaining part of the pie — the part to the right of the gauge’s “needle”: =50%-A4 The chart’s title was moved below the half-pie. The chart also contains a text box, linked to cell B1, that displays the percent completed. Displaying conditional colors in a column chart You may have noticed the Vary Colors by Point option on the Fill tab of the Format Data Series dialog box. This option simply uses more colors for the data series. Unfortunately, the colors aren’t related to the values of the data series. This section describes how to create a column chart in which the color of each column depends on the value that it’s displaying. Figure 19.37 shows such a chart (more impressive when you see it in color). The data used to create the chart is in range A1:F14. FIGURE 19.37 The color of the column depends varies with the value. 474

Chapter 19: Learning Advanced Charting This chart displays four data series, but some data is missing for each series. The data for the chart is entered in column B. Formulas in columns C:F determine which series the number belongs to by referencing the bins in Row 1. For example, the formula in cell C3 is =IF(B3<=$C$1,B3,””) If the value in column B is less than the value in cell C1, the value goes in this column. The formu- las are set up such that a value in column B goes into only one column in the row. The formula in cell D3 is a bit more complex because it must determine whether cell C3 is greater than the value in cell C1 and less than or equal to the value in cell D1: =IF(AND($B3>C$1,$B3<=D$1),$B3,””) The four data series are overlaid on top of each other in the chart. The trick involves setting the Series Overlap value to a large number. This setting determines the spacing between the series. Use the Series Options tab of the Format Data Series dialog box to adjust this setting. Note Series Overlap is a single setting for the chart. If you change the setting for one series, the other series change to the same value. n Creating a comparative histogram With a bit of creativity, you can create charts that you may have considered impossible. For exam- ple, Figure 19.38 shows a chart sometimes referred to as a comparative histogram chart. Such charts often display population data. Here’s how to create the chart: 1. Enter the data in A1:C8, as shown in Figure 19.38. Notice that the values for females are entered as negative values, which is very important. 2. Select A1:C8 and create a bar chart. Use the subtype labeled Clustered Bar. 3. Select the horizontal axis and display the Format Axis dialog box. 4. Click the Number tab and specify the 0%;0%;0% custom number format. This cus- tom format eliminates the negative signs in the percentages. 475

Part III: Creating Charts and Graphics 5. Select the vertical axis and display the Format Axis dialog box. 6. On the Axis Options tab, set all tick marks to None and set the Axis Labels option to Low. This setting keeps the vertical axis in the center of the chart but displays the axis labels at the left side. 7. Select either data series and display the Format Data Series dialog box. 8. On the Series Options tab, set the Series Overlap to 100% and the Gap Width to 0%. 9. Delete the legend and add two text boxes to the chart (Females and Males) to sub- stitute for the legend. 10. Apply other formatting and labels as desired. FIGURE 19.38 A comparative histogram. Creating a Gantt chart A Gantt chart is a horizontal bar chart often used in project management applications. Although Excel doesn’t support Gantt charts per se, creating a simple Gantt chart is possible. The key is get- ting your data set up properly. Figure 19.39 shows a Gantt chart that depicts the schedule for a project, which is in the range A2:C13. The horizontal axis represents the total time span of the project, and each bar represents a project task. The viewer can quickly see the duration for each task and identify overlapping tasks. 476

Chapter 19: Learning Advanced Charting FIGURE 19.39 You can create a simple Gantt chart from a bar chart. Column A contains the task name, column B contains the corresponding start date, and column C contains the duration of the task, in days. Follow these steps to create this chart: 1. Select the range A2:C13, and create a stacked bar chart. 2. Delete the legend. 3. Select the category (vertical) axis and display the Format Axis dialog box. 4. From the Format Axis dialog box, specify Categories in Reverse Order to display the tasks in order, starting at the top. Choose Horizontal Axis Crosses at Maximum Category to display the dates at the bottom. 5. Select the Start Date data series and display the Format Data Series dialog box. 6. Still in the Format Data Series dialog box, click the Series Options tab and set the Series Overlap to 100%. From the Fill tab, specify No Fill. From the Border Color tab, specify No Line. These steps effectively hide the data series. 7. Select the value (horizontal) axis and display the Format Axis dialog box. 8. In the Format Axis dialog box, adjust the Minimum and Maximum settings to accommodate the dates that you want to display on the axis. Unfortunately, you must enter these values as date serial numbers, not actual dates. In this example, the Minimum 477

Part III: Creating Charts and Graphics is 40301 (May 3, 2010) and the Maximum is 40385 (July 26, 2010). Specify 7 for the Major Unit, to display one-week intervals. Use the number tab to specify a date format for the axis labels. 9. Apply other formatting as desired. Plotting mathematical functions with one variable An XY chart is useful for plotting various mathematical and trigonometric functions. For example, Figure 19.40 shows a plot of the SIN function. The charts plots y for values of x (expressed in radians) from –5 to +5 in increments of 0.5. Each pair of x and y values appears as a data point in the chart, and the points connect with a line. The function is expressed as y = SIN(x) The corresponding formula in cell B2 (which is copied to the cells below) is =SIN(A2) FIGURE 19.40 This chart plots the SIN(x). 478

Chapter 19: Learning Advanced Charting Plotting mathematical functions with two variables The preceding section describes how to plot functions that use a single variable (x). You also can plot functions that use two variables. For example, the following function calculates a value of z for various values of two variables (x and y): z = SIN(x)*COS(y) Figure 19.41 shows a surface chart that plots the value of z for 21 x values ranging from 1 to 5, and for 21 y values ranging from 1 to 5. Both x and y use an increment of 0.2. The formula in cell B2, copied across and down, is =SIN($A2*COS(B$1)) FIGURE 19.41 Using a surface chart to plot a function with two variables. 479



CHAPTER Visualizing Data Using Conditional Formatting his chapter explores conditional formatting, one of Excel’s most ver- satile features. You can apply conditional formatting to a cell so that IN THIS CHAPTER T the cell looks different, depending on its contents. An overview of Excel’s conditional formatting Microsoft made significant enhancements to conditional formatting in Excel feature 2007, and it’s now a useful tool for visualizing numeric data. You’ll find a few more conditional formatting improvements in Excel 2010. How to use the graphical conditional formats Examples of using conditional About Conditional Formatting formatting formulas Tips for using conditional Conditional formatting enables you to apply cell formatting selectively and formatting automatically, based on the contents of the cells. For example, you can set things up so that all negative values in a range have a light-yellow back- ground color. When you enter or change a value in the range, Excel exam- ines the value and checks the conditional formatting rules for the cell. If the value is negative, the background is shaded. If not, no formatting is applied. Conditional formatting is a useful way to quickly identify erroneous cell entries or cells of a particular type. You can use a format (such as bright-red cell shading) to make particular cells easy to identify. Figure 20.1 shows a worksheet with nine ranges, each with a different type of conditional formatting rule applied. Here’s a brief explanation of each: l Greater than 10: Values greater than 10 are highlighted with a dif- ferent background color. This rule is just one of many numeric value related rules that you can apply. l Above average: Values that are higher than the average value are highlighted. 481

Part III: Creating Charts and Graphics l Duplicate values: Values that appear more than one time are highlighted. l Words that contain X: If the cell contains X (upper- or lowercase), the cell is highlighted. l Data bars: Each cell displays a horizontal bar, proportional to its value. l Color Scale: The background color varies, depending on the value of the cells. You can choose from several different color scales or create your own. l Icon Set: One of several icon sets. It displays a small graphic in the cell. The graphic var- ies, depending on the cell value. l Icon Set: Another icon set, with all but one icon hidden. l Custom rule: The rule for this checkerboard pattern is based on a formula: =MOD(ROW(),2)=MOD(COLUMN(),2) FIGURE 20.1 This worksheet demonstrates a few conditional formatting rules. 482

Chapter 20: Visualizing Data Using Conditional Formatting Specifying Conditional Formatting To apply a conditional formatting rule to a cell or range, select the cells and then use one of the commands from the Home ➪ Styles ➪ Conditional Formatting drop-down list to specify a rule. The choices are l Highlight Cell Rules: Examples rules include highlighting cells that are greater than a particular value, between two values, contain specific text string, a date, or are duplicated. l Top Bottom Rules: Examples include highlighting the top 10 items, the items in the bot- tom 20 percent, and items that are above average. l Data Bars: Applies graphic bars directly in the cells, proportional to the cell’s value. l Color Scales: Applies background color, proportional to the cell’s value. l Icon Sets: Displays icons directly in the cells. The icons depend on the cell’s value. l New Rule: Enables you to specify other conditional formatting rules, including rules based on a logical formula. l Clear Rules: Deletes all the conditional formatting rules from the selected cells. l Manage Rules: Displays the Conditional Formatting Rules Manager dialog box, in which you create new conditional formatting rules, edit rules, or delete rules. Formatting types you can apply When you select a conditional formatting rule, Excel displays a dialog box specific to that rule. These dialog boxes have one thing in a common: a drop-down list with common formatting suggestions. Figure 20.2 shows the dialog box that appears when you choose Home ➪ Styles ➪ Conditional Formatting ➪ Highlight Cells Rules ➪ Between. This particular rule applies the formatting if the value in the cell falls between two specified values. In this case, you enter the two values (or spec- ify cell references), and then use choices from the drop-down list to set the type of formatting to display if the condition is met. FIGURE 20.2 One of several different conditional formatting dialog boxes. 483

Part III: Creating Charts and Graphics Excel 2010 Improvements If you’ve used conditional formatting in Excel 2007, you’ll find several improvements in Excel 2010: l Data bars display proportionally. l Data bars can display in a solid color with a border. Previously, data bars always displayed with a gradient. l Data bars handle negative values much better. l You can specify minimum and maximum values for data bars. l You can create customized Icon sets. l Hiding one or more icons in an icon set is easy. The formatting suggestions in the drop-down list are just a few of thousands of different formatting combinations. If none of Excel’s suggestions are what you want, choose the Custom Format option to display the Format Cells dialog box. You can specify the format in any or all of the four tabs: Number, Font, Border, and Fill. Note The Format Cells dialog box used for conditional formatting is a modified version of the standard Format Cells dialog box. It doesn’t have the Alignment and Protection tabs, and some of the Font formatting options are dis- abled. The dialog box also includes a Clear button that clears any formatting already selected. n Making your own rules For do-it-yourself types, Excel provides the New Formatting Rule dialog box, shown in Figure 20.3. Access this dialog box by choosing Home ➪ Styles ➪ Conditional Formatting ➪ New Rules. Use the New Formatting Rule dialog box to re-create all the conditional format rules available via the Ribbon, as well as new rules. First, select a general rule type from the list at the top of the dia- log box. The bottom part of the dialog box varies, depending on your selection at the top. After you specify the rule, click the Format button to specify the type of formatting to apply if the condi- tion is met. An exception is the first rule type, which doesn’t have a Format button (it uses graph- ics rather than cell formatting). Here is a summary of the rule types: l Format all cells based on their values: Use this rule type to create rules that display data bars, color scales, or icon sets. l Format only cells that contain: Use this rule type to create rules that format cells based on mathematical comparisons (greater than, less than, greater than or equal to, less than or equal to, equal to, not equal to, between, not between). You can also create rules based 484

Chapter 20: Visualizing Data Using Conditional Formatting on text, dates, blanks, nonblanks, and errors. This rule type is very similar to how condi- tional formatting was set up in previous versions of Excel. l Format only top or bottom ranked values: Use this rule type to create rules that involve identifying cells in the top n, top n percent, bottom n, and bottom n percent. l Format only values that are above or below average: Use this rule type to create rules that identify cells that are above average, below average, or within a specified standard deviation from the average. l Format only unique or duplicate values: Use this rule type to create rules that format unique or duplicate values in a range. l Use a formula to determine which cells to format: Use this rule type to create rules based on a logical formula. See “Formula-Based Conditions,” later in this chapter. FIGURE 20.3 Use the New Formatting Rule dialog box to create your own conditional formatting rules. Conditional Formats That Use Graphics This section describes the three conditional formatting options that display graphics: data bars, color scales, and icons sets. These types of conditional formatting can be useful for visualizing the values in a range. Using data bars The data bars conditional format displays horizontal bars directly in the cell. The length of the bar is based on the value of the cell, relative to the other values in the range. 485

Part III: Creating Charts and Graphics New Feature The data bars feature is improved significantly in Excel 2010. Data bars now display proportionally (just like a bar chart), and there is now an option to display data bars in a solid color (no more forced color gradient) and with a border. In addition, negative values can now display in a different color, and to the left of an axis. n A simple data bar Figure 20.4 shows an example of data bars. It’s a list of tracks on Bob Dylan albums, with the length of each track in column D. I applied data bar conditional formatting to the values in column D. You can tell at a glance which tracks are longer. FIGURE 20.4 The length of the data bars is proportional to the track length in the cell in column D. Tip When you adjust the column width, the bar lengths adjust accordingly. The differences among the bar lengths are more prominent when the column is wider. n Excel provides quick access to 12 data bar styles via Home ➪ Styles ➪ Conditional Formatting ➪ Data Bars. For additional choices, click the More Rules option, which displays the New Formatting Rule dialog box. Use this dialog box to 486

Chapter 20: Visualizing Data Using Conditional Formatting l Show the bar only (hide the numbers). l Specify Minimum and Maximum values for the scaling. l Change the appearance of the bars. l Specify how negative values and the axis is handled. l Specify the direction of the bars. Note Oddly, the colors used for data bars are not theme colors. If you apply a new document theme, the data bar colors do not change. n Using data bars in lieu of a chart Using the data bars conditional formatting can sometimes serve as a quick alternative to creating a chart. Figure 20.5 shows a three-column table of data (created by using Insert ➪ Tables ➪ Table), with data bars conditional formatting applied in the third column. The third column of the table contains references to the values in the second column. The conditional formatting in the third col- umn uses the Show Bars Only option, so the values are not displayed. FIGURE 20.5 This table uses data bars conditional formatting. Figure 20.6 shows an actual bar chart created from the same data. The bar chart takes about the same amount of time to create and is a lot more flexible. But for a quick-and-dirty chart, data bars are a good option — especially when you need to create several such charts. Using color scales The color scale conditional formatting option varies the background color of a cell based on the cell’s value, relative to other cells in the range. 487

Part III: Creating Charts and Graphics FIGURE 20.6 A real Excel bar chart (not conditional formatting data bars). A color scale example Figure 20.7 shows a range of cells that use color scale conditional formatting. It depicts the num- ber of employees on each day of the year. This is a 3-color scale that uses red for the lowest value, yellow for the midpoint, and green for the highest value. Values in between are displayed using a color within the gradient. FIGURE 20.7 A range that uses color scale conditional formatting. 488

Chapter 20: Visualizing Data Using Conditional Formatting Excel provides four 2-color scale presets and four 3-color scales presets, which you can apply to the selected range by choosing Home ➪ Styles ➪ Conditional Formatting ➪ Color Scales. To customize the colors and other options, choose Home ➪ Styles ➪ Conditional Formatting ➪ Color Scales ➪ More Rules. This command displays the New Formatting Rule dialog box, shown in Figure 20.8. Adjust the settings, and watch the Preview box to see the effects of your changes. FIGURE 20.8 Use the New Formatting Rule dialog box to customize a color scale. An extreme color scale example It’s important to understand that color scale conditional formatting uses a gradient. For example, if you format a range using a 2-color scale, you will get a lot more than two colors. You’ll get colors with the gradient between the two specified colors. Figure 20.9 shows an extreme example that uses color scale conditional formatting on a range of 10,000 cells (100 rows x 100 columns). The worksheet is zoomed down to 20% to display a very smooth three-color gradient. The range contains formulas like this one, in cell C5: =SIN($A2)+COS(B$1) Values in column A and row 1 range from 0 to 4.0, in increments of 0.04. When viewed onscreen, the result is stunning; it loses a lot when converted to grayscale. 489

Part III: Creating Charts and Graphics FIGURE 20.9 This worksheet, which uses color scale conditional formatting, displays an impressive color gradient. Note You can’t hide the cell contents when using a color scale rule, so I formatted the cells using this custom num- ber format (which effectively hides the cell content): ;;; Using icon sets Yet another conditional formatting option is to display an icon in the cell. The icon displayed depends on the value of the cell. To assign an icon set to a range, select the cells and choose Home ➪ Styles ➪ Conditional Formatting ➪ Icon Sets. Excel provides 20 icon sets to choose from. The number of icons in the sets ranges from three to five. You cannot supply your own icons. 490

Chapter 20: Visualizing Data Using Conditional Formatting An icon set example Figure 20.10 shows an example that uses an icon set. The symbols graphically depict the status of each project, based on the value in column C. FIGURE 20.10 Using an icon set to indicate the status of projects. By default, the symbols are assigned using percentiles. For a 3-symbol set, the items are grouped into three percentiles. For a 4-symbol set, they’re grouped into four percentiles. And for a 5-symbol set, the items are grouped into five percentiles. If you would like more control over how the icons are assigned, choose Home ➪ Styles ➪ Conditional Formatting ➪ Icon Sets ➪ More Rules to display the New Formatting Rule dialog box. To modify an existing rule, choose Home ➪ Styles ➪ Conditional Formatting ➪ Manage Rules. Then select the rule to modify and click the Edit Rule button. Figure 20.11 shows how to modify the icon set rules such that only projects that are 100% com- pleted get the check mark icons. Projects that are 0% completed get the X icon. All other projects get no icon. Figure 20.12 shows project status list after making this change. 491

Part III: Creating Charts and Graphics FIGURE 20.11 Changing the icon assignment rule. FIGURE 20.12 Using a modified rule and eliminating an icon makes the table more readable. Another icon set example Figure 20.13 shows a table that contains two test scores for each student. The Change column con- tains a formula that calculates the difference between the two tests. The Trend column uses an icon set to display the trend graphically. This example uses the icon set named 3 Arrows, and I customized the rule: 492

Chapter 20: Visualizing Data Using Conditional Formatting l Up Arrow: When value is >= 5 l Level Arrow: When value < 5 and > –5 l Down Arrow: When value is <= –5 In other words, a difference of no more than five points in either direction is considered an even trend. An improvement of at least five points is considered a positive trend, and a decline of five points or more is considered a negative trend. Note The Trend column contains a formula that references the Change column. I used the Show Icon Only option in the Trend column, which also centers the icon in the column. n FIGURE 20.13 The arrows depict the trend from Test 1 to Test 2. In some cases, using icon sets can cause your worksheet to look very cluttered. Displaying an icon for every cell in a range might result in visual overload. Figure 20.14 shows the test results table after hiding the level arrow by choosing No Cell Icon in the Edit Formatting Rule dialog box. 493

Part III: Creating Charts and Graphics FIGURE 20.14 Hiding one of the icons makes the table less cluttered. Creating Formula-Based Rules Excel’s conditional formatting feature is versatile, but sometimes it’s just not quite versatile enough. Fortunately, you can extend its versatility by writing conditional formatting formulas. The examples later in this section describe how to create conditional formatting formulas for the following: l To identify text entries l To identify dates that fall on a weekend l To format cells that are in odd-numbered rows or columns (for dynamic alternate row or columns shading) l To format groups of rows (for example, shade every two groups of rows) l To display a sum only when all precedent cells contain values Some of these formulas may be useful to you. If not, they may inspire you to create other condi- tional formatting formulas. 494

Chapter 20: Visualizing Data Using Conditional Formatting To specify conditional formatting based on a formula, select the cells and then choose Home ➪ Styles ➪ Conditional Formatting ➪ New Rule. This command displays the New Formatting Rule dialog box. Click the rule type Use a Formula to Determine Which Cells to Format, and you can specify the formula. You can type the formula directly into the box, or you can enter a reference to a cell that contains a logical formula. As with normal Excel formulas, the formula you enter here must begin with an equal sign (=). Note The formula must be a logical formula that returns either TRUE or FALSE. If the formula evaluates to TRUE, the condition is satisfied, and the conditional formatting is applied. If the formula evaluates to FALSE, the con- ditional formatting is not applied. n Understanding relative and absolute references If the formula that you enter into the Conditional Formatting dialog box contains a cell reference, that reference is considered a relative reference, based on the upper-left cell in the selected range. For example, suppose that you want to set up a conditional formatting condition that applies shad- ing to cells in range A1:B10 only if the cell contains text. None of Excel’s conditional formatting options can do this task, so you need to create a formula that will return TRUE if the cell contains text and FALSE otherwise. Follow these steps: 1. Select the range A1:B10 and ensure that cell A1 is the active cell. 2. Choose Home ➪ Styles ➪ Conditional Formatting ➪ New Rule to display the New Formatting Rule dialog box. 3. Click the Use a Formula to Determine Which Cells to Format rule type. 4. Enter the following formula in the Formula box: =ISTEXT(A1) 5. Click the Format button to display the Format Cells dialog box. 6. From the Fill tab, specify the cell shading that will be applied if the formula returns TRUE. 7. Click OK to return to the New Formatting Rule dialog box (see Figure 20.15). 8. In the New Formatting Rule dialog box, click the Preview button. Make sure that the formula is working correctly and to see a preview of your selected formatting. 9. If the preview looks correct, click OK to close the New Formatting Rule dialog box. Notice that the formula entered in Step 4 contains a relative reference to the upper-left cell in the selected range. 495

Part III: Creating Charts and Graphics FIGURE 20.15 Creating a conditional formatting rule based on a formula. Generally, when entering a conditional formatting formula for a range of cells, you’ll use a refer- ence to the active cell, which is typically the upper-left cell in the selected range. One exception is when you need to refer to a specific cell. For example, suppose that you select range A1:B10, and you want to apply formatting to all cells in the range that exceed the value in cell C1. Enter this conditional formatting formula: =A1>$C$1 In this case, the reference to cell C1 is an absolute reference; it will not be adjusted for the cells in the selected range. In other words, the conditional formatting formula for cell A2 looks like this: =A2>$C$1 The relative cell reference is adjusted, but the absolute cell reference is not. Conditional formatting formula examples Each of these examples uses a formula entered directly into the New Formatting Rule dialog box, after selecting the Use a Formula to Determine Which Cells to Format rule type. You decide the type of formatting that you apply conditionally. Identifying weekend days Excel provides a number of conditional formatting rules that deal with dates, but it doesn’t let you identify dates that fall on a weekend. Use this formula to identify weekend dates: =OR(WEEKDAY(A1)=7,WEEKDAY(A1)=1) This formula assumes that a range is selected and that cell A1 is the active cell. 496

Chapter 20: Visualizing Data Using Conditional Formatting Displaying alternate-row shading The conditional formatting formula that follows was applied to the range A1:D18, as shown in Figure 20.16, to apply shading to alternate rows. =MOD(ROW(),2)=0 Alternate row shading can make your spreadsheets easier to read. If you add or delete rows within the conditional formatting area, the shading is updated automatically. This formula uses the ROW function (which returns the row number) and the MOD function (which returns the remainder of its first argument divided by its second argument). For cells in even-numbered rows, the MOD function returns 0, and cells in that row are formatted. For alternate shading of columns, use the COLUMN function instead of the ROW function. FIGURE 20.16 Using conditional formatting to apply formatting to alternate rows. Creating checkerboard shading The following formula is a variation on the example in the preceding section. It applies formatting to alternate rows and columns, creating a checkerboard effect. =MOD(ROW(),2)=MOD(COLUMN(),2) Shading groups of rows Here’s another rows shading variation. The following formula shades alternate groups of rows. It produces four rows of shaded rows, followed by four rows of unshaded rows, followed by four more shaded rows, and so on. =MOD(INT((ROW()-1)/4)+1,2) 497

Part III: Creating Charts and Graphics Figure 20.17 shows an example. For different sized groups, change the 4 to some other value. For example, use this formula to shade alternate groups of two rows: =MOD(INT((ROW()-1)/2)+1,2) FIGURE 20.17 Conditional formatting produces these groups of alternate shaded rows. Displaying a total only when all values are entered Figure 20.18 shows a range with a formula that uses the SUM function in cell C6. Conditional for- matting is used to hide the sum if any of the four cells above is blank. The conditional formatting formula for cell C6 (and cell C5, which contains a label) is =COUNT($C$2:$C$5)=4 This formula returns TRUE only if C2:C5 contains no empty cells. Figure 20.19 shows the worksheet when one of the values is missing. 498

Chapter 20: Visualizing Data Using Conditional Formatting FIGURE 20.18 The sum is displayed only when all four values have been entered. FIGURE 20.19 A missing value causes the sum to be hidden. Working with Conditional Formats This section describes some additional information about conditional formatting that you may find useful. Managing rules The Conditional Formatting Rules Manager dialog box is useful for checking, editing, deleting, and adding conditional formats. First select any cell in the range that contains conditional formatting. Then choose Home ➪ Styles ➪ Conditional Formatting ➪ Manage Rules. You can specify as many rules as you like by clicking the New Rule button. As you can see in Figure 20.20, cells can even use data bars, color scales, and icon sets all at the same time — although I can’t think of a good reason to do so. 499

Part III: Creating Charts and Graphics FIGURE 20.20 This range uses data bars, color scales, and icon sets. Copying cells that contain conditional formatting Conditional formatting information is stored with a cell much like standard formatting information is stored with a cell. As a result, when you copy a cell that contains conditional formatting, you also copy the conditional formatting. Tip To copy only the formatting (including conditional formatting), use the Paste Special dialog box and select the Formats option. Or, use Home ➪ Clipboard ➪ Paste ➪ Formatting (R). n If you insert rows or columns within a range that contains conditional formatting, the new cells have the same conditional formatting. Deleting conditional formatting When you press Delete to delete the contents of a cell, you do not delete the conditional formatting for the cell (if any). To remove all conditional formats (as well as all other cell formatting), select the cell. Then choose Home ➪ Editing ➪ Clear ➪ Clear Formats. Or, choose Home ➪ Editing ➪ Clear ➪ Clear All to delete the cell contents and the conditional formatting. To remove only conditional formatting (and leave the other formatting intact), use Home ➪ Styles ➪ Conditional Formatting ➪ Clear Rules. 500

Chapter 20: Visualizing Data Using Conditional Formatting Locating cells that contain conditional formatting You can’t tell, just by looking at a cell, whether it contains conditional formatting. You can, how- ever, use the Go To dialog box to select such cells. 1. Choose Home ➪ Editing ➪ Find & Select ➪ Go To Special. 2. In the Go To Special dialog box, select the Conditional Formats option. 3. To select all cells on the worksheet containing conditional formatting, select the All option; to select only the cells that contain the same conditional formatting as the active cell, select the Same option. 4. Click OK. Excel selects the cells for you. Note The Excel Find and Replace dialog box includes a feature that allows you to search your worksheet to locate cells that contain specific formatting. This feature does not locate cells that contain formatting resulting from conditional formatting. n 501



CHAPTER Creating Sparkline Graphics O IN THIS CHAPTER ne of the new features in Excel 2010 is Sparklines graphics. A Sparkline is a small chart displayed in a single cell. A Sparkline allows you to quickly spot time-based trends or variations in data. Because they are so compact, Sparklines are often used in a group. An introduction to the new Sparkline graphics feature Although Sparklines look like miniature charts (and can sometimes take the How to add Sparklines to a place of a chart), this feature is completely separate from the charting fea- worksheet ture. For example, charts are placed on a worksheet’s draw layer, and a sin- gle chart can display several series of data. A Sparkline is displayed inside a How to customize Sparklines cell and displays only one series of data. See Chapters 18 and 19 for infor- How make a Sparkline display mation about real charts. only the most recent data This chapter introduces Sparklines, and presents examples that demonstrate how they can be used in your worksheets. New Feature Sparklines are new to Excel 2010. If you create a workbook that uses Sparklines, and that workbook is opened using a previous version of Excel, the Sparkline cells will be empty. n 503

Part III: Creating Charts and Graphics Sparkline Types Excel 2010 supports three types of Sparklines. Figure 21.1 shows examples of the three types of Sparkline graphics, displayed in column H. Each Sparkline depicts the six data points to the left. l Line: Similar to a line chart. As an option, the line can display with a marker for each data point. The first group in Figure 21.1 shows line Sparklines, with markers. A quick glance reveals that with the exception of Fund Number W-91, the funds have been losing value over the six-month period. l Column: Similar to a column chart. The second group in Figure 21.1 shows the same data displayed with column Sparklines. l Win/Loss: A “binary” type chart that displays each data point as a high block or a low block. The third group shows win/loss Sparklines. Notice that the data is different. Each cell displays the change from the previous month. In the Sparkline, each data point is depicted as a high block (win) or a low block (loss). In this example, a positive change from the previous month is a win, and a negative change from the previous month is a loss. FIGURE 21.1 Three groups of Sparklines. 504

Chapter 21: Creating Sparkline Graphics Why Sparklines? If the term Sparkline seems odd, don’t blame Microsoft. Edward Tufte coined the term sparkline, and in his book, Beautiful Evidence (Graphics Press, 2006), he described it as Sparklines: Intense, simple, word-sized graphics In the case of Excel, Sparklines are cell-sized graphics. As you see in this chapter, Sparklines aren’t limited to lines. Creating Sparklines Figure 21.2 shows some data to be summarized with Sparklines. To create Sparkline graphics, fol- low these steps: 1. Select the data that will be depicted. If you are creating multiple Sparklines, select all the data. In this example, start by selecting B4:M12. FIGURE 21.2 Data to be summarized with Sparklines. 2. With the data selected, choose Insert ➪ Sparklines, and click one of the three Sparkline types: Line, Column, or Win/Loss. Excel displays the Create Sparklines dia- log box, as shown in Figure 21.3. 3. Specify the location for the Sparklines. Typically, you’ll put the Sparklines next to the data, but that’s not a requirement. Most of the time, you’ll use an empty range to hold the Sparklines. However, Excel does not prevent your from inserting Sparklines into cells that already contain data. The Sparkline location that you specify must match the source data in terms of number of rows or number of columns. For this example, specify N4:N12 as the Location Range. 4. Click OK. Excel creates the Sparklines graphics of the type you specified. 505

Part III: Creating Charts and Graphics The Sparklines are linked to the data, so if you change any of the values in the data range, the Sparkline graphic will update. FIGURE 21.3 Use the Create Sparklines dialog box to specify the data range and the location for the Sparkline graphics. Tip Most of the time, you’ll create Sparklines on the same sheet that contains the data. If you want to create Sparklines on a different sheet, start by activating the sheet where the Sparklines will be displayed. Then, in the Create Sparklines dialog box, specify the source data either by pointing or by typing the complete sheet refer- ence (for example, Sheet1A1:C12). The Create Sparklines dialog box lets you specify a different sheet for the Data Range, but not for the Location Range. n Understanding Sparkline Groups Most of the time, you’ll probably create a group of Sparklines — one for each row or column of data. A worksheet can hold any number of Sparkline groups. Excel remembers each group, and you can work with the group as a single unit. For example, you can select one Sparkline in a group, and then modify the formatting of all Sparklines in the group. When you select one Sparkline cell, Excel displays an outline of all the other Sparklines in the group. You can, however, perform some operations on an individual Sparkline in a group: l Change the Sparkline’s data source. Select the Sparkline cell and choose Sparkline Tools ➪ Design ➪ Sparkline ➪ Edit Data ➪ Edit Single Sparkline’s Data. Excel displays a dialog box that lets you change the data source for the selected Sparkline. l Delete the Sparkline. Select the Sparkline cell and choose Sparkline Tools ➪ Design ➪ Group ➪ Clear ➪ Clear Selected Sparklines. Both operations are available from the shortcut menu that appears when you right-click a Sparkline cell. You can also ungroup a set of Sparklines by selecting any Sparkline in the group and choosing Sparkline Tools ➪ Design ➪ Group ➪ Ungroup. After you ungroup a set of Sparklines, you can work with each Sparkline individually. 506

Chapter 21: Creating Sparkline Graphics Figure 21.4 shows column Sparklines for the precipitation data. FIGURE 21.4 Column Sparklines summarize the precipitation data for nine cities. Customizing Sparklines When you activate a cell that contains a Sparkline, Excel displays an outline around all the Sparklines in its group. You can then use the commands on the Sparkline Tools ➪ Design tab to customize the group of Sparklines. Sizing Sparkline cells When you change the width or height of a cell that contains a Sparkline, the Sparkline adjusts accordingly. In addition, you can insert a Sparkline into merged cells. Figure 21.5 shows the same Sparkline, displayed at four sizes resulting from column width, row height, and merged cells. FIGURE 21.5 A Sparkline at various sizes. 507

Part III: Creating Charts and Graphics Handling hidden or missing data By default, if you hide rows or columns that are used in a Sparkline graphic, the hidden data does not appear in the Sparkline. Also, missing data is displayed as a gap in the graphic. To change these settings, choose Sparkline Tools ➪ Design ➪ Sparkline ➪ Edit Data ➪ Hidden and Empty Cells. In the Hidden and Empty Cell Settings dialog box that appears (see Figure 21.6), specify how to handle hidden data and empty cells. FIGURE 21.6 The Hidden and Empty Cell Settings dialog box. Changing the Sparkline type As I mentioned earlier, Excel supports three Sparkline types: Line, Column, and Win/Loss. After you create a Sparkline or group of Sparklines, you can easily change the type by selecting the Sparkline and clicking one of the three icons in the Sparkline Tools ➪ Design ➪ Type group. If the selected Sparkline is part of a group, all Sparklines in the group are changed to the new type. Tip If you’ve customized the appearance, Excel remembers your customization settings for each type if you switch among Sparkline types. n Changing Sparkline colors and line width After you’ve created a Sparkline, changing the color is easy. Use the controls in the Sparkline Tools ➪ Design ➪ Style group. Note Colors used in Sparkline graphics are tied to the document theme. Thus, if you change the theme (by choosing Page Layout ➪ Themes ➪ Themes), the Sparkline colors will change to the new theme colors. See Chapter 6 for more information about document themes. n For Line Sparklines, you can also specify the line width. Choose Sparkline Tools ➪ Design ➪ Style ➪ Sparkline Color ➪ Weight. 508

Chapter 21: Creating Sparkline Graphics Highlighting certain data points Use the commands in the Sparkline Tools ➪ Design ➪ Show group to customize the Sparklines to highlight certain aspects of the data. The options are l High Point: Apply a different color to the highest data point in the Sparkline. l Low Point: Apply a different color to the lowest data point in the Sparkline. l Negative Points: Apply a different color to negative values in the Sparkline. l First Point: Apply a different color to the first data point in the Sparkline. l Last Point: Apply a different color to the last data point in the Sparkline. l Markers: Show data markers in the Sparkline. This option is available only for Line Sparklines. You control the color of the highlighting by using the Marker Color control in the Sparkline Tools ➪ Design ➪ Style group. Unfortunately, you cannot change the size of the markers in Line Sparklines. Figure 21.7 shows some Line Sparklines with various types of highlighting applied. FIGURE 21.7 Highlighting options for Line Sparklines. Adjusting Sparkline axis scaling When you create one or more Sparklines, they all use (by default) automatic axis scaling. In other words, the minimum and maximum vertical axis values are determined automatically for each Sparkline in the group, based on the numeric range of the data used by the Sparkline. The Sparkline Tools ➪ Design ➪ Group ➪ Axis command lets you override this automatic behav- ior and control the minimum and maximum value for each Sparkline, or for a group of Sparklines. For even more control, you can use the Custom Value option and specify the minimum and maxi- mum for the Sparkline group. 509

Part III: Creating Charts and Graphics Figure 21.8 shows two groups of Sparklines. The group at the top uses the default axis settings (Automatic for Each Sparkline). Each Sparkline shows the six-month trend for the product, but there is no indication of the magnitude of the values. FIGURE 21.8 The bottom group of Sparklines shows the effect of using the same axis minimum and maximum values for all Sparklines in a group. For the Sparkline group at the bottom (which uses the same data), I changed the vertical axis mini- mum and maximum to use the Same for All Sparklines setting. With these settings in effect, the magnitude of the values across the products is apparent — but the trend across the months within a product is not apparent. The axis scaling option you choose depends upon what aspect of the data you want to emphasize. Faking a reference line One useful feature that’s missing in the Excel 2010 implementation of Sparklines is a reference line. For example, it might be useful to show performance relative to a goal. If the goal is displayed as a reference line in a Sparkline, the viewer can quickly see whether the performance for a period exceeded the goal. You can, however, to transform the data and then use a Sparkline axis as a fake reference line. Figure 21.9 shows an example. Students have a monthly reading goal of 500 pages. The range of data shows the actual pages read, with Sparklines in column H. The Sparklines show the six- month page data, but it’s impossible to tell who exceeded the goal, and when they did it. Figure 21.10 shows another approach: Transforming the data such that meeting the goal is expressed as a 1, and failing to meet the goal is expressed as a –1. I used the following formula (in cell B18) to transform the original data: =IF(B6>$C$2,1,-1) 510

Chapter 21: Creating Sparkline Graphics FIGURE 21.9 Sparklines display the number of pages read per month. FIGURE 21.10 Using Win/Loss Sparklines to display goal achievement. I copied this formula to the other cells in B18:G25 range. Using the transformed data, I created Win/Loss Sparklines to visualize the results. This approach is better than the original, but it doesn’t convey any magnitude differences. For example, you cannot tell whether the student missed the goal by 1 page or by 500 pages. Figure 21.11 shows a better approach. Here, I transformed the original data by subtracting the goal from the pages read. The formula in cell B31 is =B6-$C$2 I copied this formula to the other cells in the B31:G38 range, and created a group of Line Sparklines, with the axis turned on. I also enabled the Negative Points option so that negative val- ues (failure to meet the goal) clearly stand out. 511

Part III: Creating Charts and Graphics FIGURE 21.11 The axis in the Sparklines represents the goal. Specifying a Date Axis Normally, data displayed in a Sparkline is assumed to be at equal intervals. For example, a Sparkline might display a daily account balance, sales by month, or profits by year. But what if the data aren’t at equal intervals? Figure 21.12 shows data, by date, along with a Sparklines graphic created from Column B. Notice that some dates are missing, but the Sparkline shows the columns as if the values were spaced at equal intervals. FIGURE 21.12 The Sparkline displays the values as if they are at equal time intervals. To better depict the data, the solution is to specify a date axis. Select the Sparkline and choose Sparkline Tools ➪ Design ➪ Group ➪ Axis ➪ Date Axis Type. Excel displays a dialog box, asking for the range that contains the dates. In this example, specify range A2:A11. Click OK, and the Sparkline displays gaps for the missing dates (see Figure 21.13). 512