Your world in MS office: February 2021

Friday, February 19, 2021

Pie Chart

Pie Chart:

Pie Chart is used to show proportions of a whole. Pie chart is used when the total of your numbers is 100%.

To create a Pie Chart select your data in Excel worksheet.

Go to insert tab ➤ charts group ➤ click on Pie Chart.

Select any 2D or 3D Pie

Excel creates a pie chart for your data.

Click on +icon on the right side of the chart to add chart elements (chart titles, data labels, legend)
Click on chart title ➤ select above chart/ centered overlay.

Click on + icon➤ click on Data Labels ➤select any one of them(center/inside end/outside end/best fit/data callout)

Click on + icon➤ click on legend➤ select any one of them( right/top/ left/bottom)

Click on the brush icon and select any style and color for your chart.

Click on the funnel icon to add chart filters.

Right click on the pie chart and click on format data labels.

Format data labels➤ check on category name, percentage and uncheck the value and others.

Now your chart looks like the below.

line chart

column chart

Wednesday, February 17, 2021

Line Chart / Area chart

Line Chart / Area chart

Line chart or Area chart are used to show trends over time or categories.

Select the range of data that you want on chat.

Go to insert tab ➤ click on line chart from charts group.

Insert any 2D or 3D line chart ( in this example I choose Stacked line chart)

Now excel immediately creates a chart and place it on your worksheet.

Right click on the line to change the line color.
Click on Format data series.

A pane named Format data series appears.
Click on fill & line (pain bucket icon) to change the line color.
Click on solid line/ gradient line/ automatic (here I selected solid line)
Click on outline color ➤ select any color.

Click on marker to change the marker color.
Click on marker options ➤ Built in➤ select marker type and size➤ click on Fill and select fill color ➤ click on border and select border color.

Now your chart line looks like the below

For more format option click below 👇

chart elements, chart filters, chart styles

How to move and resize your chart

Column Chart

Monday, February 15, 2021

Moving and resizing a chart / changing the chart type / changing the layout of chart/Insert Sparkline

Moving and resizing a chart / changing the chart type / changing the layout of chart/Insert Sparkline

Moving and resizing a chart:

You can move and resize an embedded chart on your worksheet.

Move a chart:

Click on an empty area of the chart. Excel selects the chart and surrounds it with handles.

Move mouse over the edge of the chart. Here the mouse pointer changes.
Click and drag the chart to a new location on the worksheet.
Release the mouse button. Now your chart moves.

Resize a chart:

Click on an empty area of the chart. Excel selects the chart and surrounds it with handle's.

Move mouse over the handle of the chart. The mouse pointer changes ( a dimmed gray border represents the chart as you resize it on the worksheet)
Click and drag a handle to resize the chart.

Release the chart.
Now excel resizes the chart.

Changing the type of chart:

You can change the chart type to present your data more effectively after creating a chart.

Click on an empty area of the chart.
Click on design tab on the ribbon.

Click on change chart type button.

Now the change chart type dialog box appears.
Select the chart type which you want to choose.
Click on the chart type ➤ select your chart style ➤ click on Ok.

Now excel changes the chart to the chat type that you selected.

Changing the layout of chart:

You can change the chart layout to change how chart elements are positioned.

Click on an empty area of the chart.
Click on design tab on the ribbon.

Click on quick layout from the chart layouts group.

Click on the down arrow button to see the full palette of layouts.
Select your layout and click on the layout.

Now excel applies new layout to the existing chart.

Add chart element:

You can add X and Y- axis titles on your chart to identify your chart data. X-axis displays the horizontal value and Y-axis display the vertical value in a chart. Under add chart element you add axes, axis titles, chart titles, data labels, gridlines, legend, lines.

Click on add chart element from chart layouts group.

Here you add axes, axis titles, chart titles, data labels, gridlines, legend, lines.....

Add Sparkline:

Data analysis is quicker and more direct to the point with the use of Sparkline.

In excel Sparklines are tiny, word sized charts that can appear in a single cell, each representing a row of data in your selection. It is very easy to create Sparkline.
To create a Sparkline click on the cell where you want the sparklines to appear ➤ go to insert tab➤ sparklines group ➤ click on column sparkline.

Create sparklines dialog box will appear.

Now select the range of cells that will be the source of the data for the chart.
Click on Ok.

Now Sparkline appears in the selected cell.

Now the design tool appear on the sparkline tools tab. You can edit and format the sparkline by using these tools.

Column chart

Saturday, February 13, 2021

Column Chart

Column Chart

You can create chart to compare data and view patterns and trends easily. We use column charts to compare values across few categories.

To create a column chart use these steps below....

Select the range of data that you want on chart.

Go to Insert tab ➤click on column chart from the charts group.

Insert any 2D or 3D column charts (here I choose stacked column chart)

Now excel immediately creates a chart and places it on the worksheet.

Chart elements

Here you add chat elements by clicking on the (+) sign near your chart. You can add remove or change chart elements such as the title, data table legend, gridlines.
Check or uncheck the boxes here to add or remove anyone.

Note:( Make sure you click on the chart area to see these options)

Chart styles

From chart styles you can add any chart style and color for your chart.

Here you add colors for your chart

Chart filters

In chat filters you edit what data points and names are visible on your chart.

Moving and resizing a chart / changing the chart type / changing the layout of chart/Insert Sparkline

Friday, February 12, 2021

How to Use Mail Merge in Microsoft Word

How to Use Mail Merge in Microsoft Word

Mail merge is a useful tool that will allow you to easily produce multiple letters, which you intend to print multiple times, sending each copy to a different recipient.

MS Word mail merge allows an user to send letters or documents to many people simultaneously; all you have to do is create one document that contains the information that will be the same in each version. Then you just add field for the information that will be unique to each version.

Basic information before mail merging:

Creating a main document (one paragraph)
You can add field such as name or address(recipients list)
Save the list in Data source.
Merging the data with the main document.

Start Mail merge:

Create one page invitation letter & then save the letter in your folder or desktop area.
Go to start Mail merge option from mailing tab.

Click on start mail merge
Select 'Step-by-step- Mail Merge Wizard'

Select 'Letter' from select document type ( you can also select E-mail messages/ envelopes/ labels/ directory)
Then click on next: Starting document

Select Use the current document from select starting document ( you can also choose start from existing document/ start from a template)
Then click on Next: Select recipients.

From Select recipients select Type a new list & then Click on Create...( here you can also select use an existing list/ select from outlook contacts)

New address list Dialog box opens. Create a list by adding your data & then click on Ok.

Here you customize your columns by clicking on customize columns ➤ customize address list dialog box open➤ To add a new field click on add➤ then type a name for your field➤ click on ok ➤ click on ok in customize address list dialog box.

You can also delete some field names here. Go to customize columns➤ Select the field which you want to delete ➤ Click on Delete ➤ Click on Yes ➤ Click on Ok on customize address list dialog box .

Also you can rename a field name. Go to customize columns➤ select the field which you want to rename➤ type the name which you want to put in your field name➤ click on Ok➤ click ok on customize address list.

Type recipient information in the table.
Click on New entry to add more entries.
Click on Ok.

Save it.
Mail Merge Recipients dialog box opens. Click on Ok.

Click on next: write your letter.
Now write your letter.

Click on Address block to specify address element and add recipients address at the top of your created document.

Insert address block dialog box open ➤ here check or uncheck boxes to add address in your wanted format➤ you can also use match fields to correct the problems ➤then click on Ok.