MSOffice Excel – Part 4 Analyzing and Charting Financial Data

MSOffice Excel – Part 4Analyzing and Charting Financial Data

New Perspectives on Microsoft Office 2013

XPObjectives• Use the PMT function to calculate a loanpayment

• Create an embedded pie chart• Apply styles to a chart• Add data labels to a pie chart• Format a chart legend• Create a clustered column chart• Create a stacked column chart

New Perspectives on Microsoft Excel 2013 2

XPObjectives

Create a line chartCreate a combination chartFormat chart elementsModify the chart’s data sourceAdd sparklines to a worksheetFormat cells with data barsInsert a watermark

XPVisual Overview: Session 4.1

XPChart Elements

Introduction to Financial Functions XP

• Excel provides a wide range of financial functionsrelated to loans and investments.

• One of these is the PMT function, which can be usedto calculate the installment payment and paymentschedule required to completely repay a loan.

• Other loan functions include future value, presentvalue, calculating the interest part of a payment,calculating the principle part of a payment, and theloan interest rate.

XPFinancial Functions for Loans andInvestments

Working with Financial Functions XP

• Cost of a loan to the borrower is largely basedon three factors:–Principal: amount of money being loaned–Interest: amount added to the principal bythe lender• Calculated as simple interest or as

compound interest–Time required to pay back the loan

Function Usetodetermine…

FV(futurevalue) Howmuchaninvestmentwillbeworthafteraseriesofmonthlypaymentsatsomefuturetime

PMT(payment) Howmuchyouhavetospendeachmonthtorepayaloanormortgagewithinasetperiodoftime

IPMT(interestpayment)

Howmuchofyourmonthlyloanpaymentisusedtopaytheinterest

PPMT(principalpayment)

Howmuchofyourmonthlyloanpaymentisusedforrepayingtheprincipal

PV(presentvalue) Largestloanormortgageyoucanaffordgivenasetmonthlypayment

NPER(numberofperiods)

Howlongitwilltaketopayoffaloanwithconstantmonthlypayments

XPExplanation of Function Use

XPPMT Function Variables

• To calculate the costs associated with a loan,you must have the following information:– The annual interest rate– The number of payment periods per year– The length of the loan in terms of the total numberof payment periods

– The amount being borrowed– When loan payments are due

XPUsing the PMT Function

XPExcel Charts

• Charts show trends or relationships in datathat are easier to see in a graphicrepresentation rather than viewing the actualnumbers or data.

• When creating a chart, remember that yourgoal is to convey important information thatwould be more difficult to interpret fromcolumns of data in a worksheet.

Chart WhentoUse

Piecharts Smallnumberofcategories;easytodistinguishrelativesizesofslices

Columnorbarchart

Severalcategories

Linecharts Categoriesfollowasequentialorder

XYscattercharts

Toplottwonumericvaluesagainstoneanother

Customchart Availablechartsdon’tmeetyourneeds

XPChoosing the Right Chart

XPCommunicating Effectively withCharts•

Keep it simpleFocus on the messageLimit the number of data seriesUse gridlines in moderationChoose colors carefullyLimit chart to a few text styles

XP4 Steps for Creating Excel Charts• Select the range containing the data you want to chart.• On the INSERT tab, in the Charts group, click the

Recommended Chart button or a chart type button, and thenclick the chart you want to create (or click the Quick

• Analysis button, click the CHARTS category, and then click thechart you want to create).

• On the CHART TOOLS DESIGN tab, in the Location group, clickthe Move Chart button, select whether to embed the chart ina worksheet or place it in a chart sheet, and then click the OKbutton.

XPCreating an Excel Chart• Select a range to use as chart’s data source

XPCreating an Excel Chart• Select chart type that best represents the data

– Use one of 53 built-in charts organized into 10categories, or…

– Create custom chart types based on built-ins

Inserting a Pie Chart with theXP

Quick Analysis Tool• After you select an adjacent range to use as achart’s data source, the Quick Analysis toolappears. It includes a category for creatingcharts. The CHART category listsrecommended chart types, which are thecharts that are most appropriate for the datasource you selected.

XPTo create a pie chart with the QuickAnalysis tool• Make sure the correct range is selected.• Click the Quick Analysis button in the lower-right corner of the selected range

• Click the CHARTS category.– The chart types you will most likely want to usewith the selected data source are listed.

• Click Pie to select the pie chart.

XPCHARTS Category of the QuickAnalysis Tool

XPMoving and Resizing Charts

• Excel charts are either placed in their own chartsheets or embedded in a worksheet.

• When you create a chart, it is embedded in theworksheet that contains the data source.

• Selecting the chart displays a selection box (used tomove or resize the object)– To move the chart, drag selection box to newlocation in worksheet

– To resize the chart, drag a sizing handle

XPChoosing a Chart Style

• Recall that a style is a collection of formatsthat are saved with a name and can then beapplied at one time.

• In a chart, the format of the chart title, thelocation of the legend, and the colors of thepie slices are all part of the default chart style.

• You can quickly change the appearance of achart by selecting a different style from theChart Styles gallery.

New Perspectives on Microsoft Excel 201323

XPDesigning a Pie Chart• Choose location of the legend, and format itusing tools on Chart Tools Layout tab

XPFormatting the Pie Chart Legend

• You can fine-tune a chart style by formattingindividual chart elements. From the ChartElements button, you can open a submenu foreach element that includes formattingoptions, such as the element’s location withinthe chart.

• You can also open a Format pane, which hasmore options for formatting the selected chartelement.

XPFormatted Chart Legend

XPFormatting Pie Chart Data Labels

XPFormatting the Chart Area

• The chart’s background, which is called thechart area, can also be formatted using fillcolors, border styles, and special effects suchas drop shadows and blurred edges.

• The chart area fill color used in the pie chart iswhite, which blends in with the worksheetbackground.

XPDesigning a Pie Chart

• Exploded pie charts–Move one slice away from the others–Useful for emphasizing one category aboveall of the others

XPPerforming What-If Analyses andFiltering with Charts• A chart is linked to its data source, and aschanges are made to the data source thechanges translate to the chart allowing a visualrepresentation of the What-if changes.

• Filtering is another type of what-if analysisthat limits the data to a subset of the originalvalues in a process.

XPCreating a Column Chart

• Column chart–Displays values in different categories ascolumns

–Height of each column is based on its value• Bar chart

–Column chart turned on its side–Length of each bar is based on its value

XPFiltered Pie Chart

XPCharts vs Pie Charts

• Column/bar charts are superior to pie charts– For large number of categories or categories closein value

– Easier to compare height or length than area– Can be applied to wider range of data– Can include several data series (pie charts usuallyshow only one data series)

XPComparing Column Chart Subtypes

XPInserting a Column Chart

Select data sourceSelect type of chart to createMove and resize the chartChange chart’s design, layout, and format by:–Selecting one of the chart styles, or–Formatting individual chart elements

XPMoving a Chart to a DifferentWorksheet• Move Chart dialog box provides options formoving charts

XPEditing the Axis Scale and Text

• Range of values (scale) of an axis is based onvalues in data source

• Vertical (value) axis: range of series values• Horizontal (category) axis: category values• Primary and secondary axes can use differentscales and labels

• Add descriptive axis titles if axis labels are notself-explanatory (default is no titles)

Changing and Formatting a Chart XP

XPSession 4.2 Visual Overview

Charts, Sparklines, and Data Bars XP

XPAdding Sparklines and Data Bars• Both convey graphical information aboutworksheet data without occupying a lot ofspace

XPCreating Sparklines

• A mini chart displayed within a worksheet cell• Compact in size; doesn’t include chartelements

• Goal is to convey maximum amount ofgraphical information in a very small space

• Can be grouped or ungrouped–Grouped sparklines share a common format–Ungrouped sparklines can be formattedindividually

New Perspectives on Microsoft Excel 201342

XPTypes of Sparklines• Line sparkline

– Highlights trends• Column sparkline

– For column charts• Win/Loss sparkline

– Highlights positive andnegative values

XPAdding and Formatting SparklineMarkers

• Can specify only line color and marker color• Can create line markers for highest value,lowest value, all negative values, first value,and last value

• Can create markers for all data pointsregardless of value or position in data source

• Can add an axis to a sparkline – horizontal linethat separates positive and negative values

XPCreating a Line Chart

• Use when data consists of values drawn fromcategories that follow a sequential order atevenly spaced intervals

• Displays data values using a connected linerather than columns or bars

XPEditing the Scale of the VerticalAxis

XPFormatting the Chart Columns• Columns usually have a common format –distinguished by height, not color

XPWorking with Column Widths

XPFormatting Data Markers

XPFormatting the Plot Area

XPCreating a Combination Chart

XPCombo Chart Example

XPCreating Sparklines

XPCreating Data Bars

• Conditional format that adds a horizontal bar tobackground of a cell containing a numeric value– Length based on value of each cell in selectedrange

• Dynamic– Lengths of data bars automatically update if cell’svalue changes

XPModifying a Data Bar Rule• Alter rules of the conditional format

XPInserting a Watermark

MSOffice Excel – Part 4 Analyzing and Charting Financial Data

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