Exploring Microsoft Excel 2003

1. Exploring Microsoft Excel 2003 Chapter 3 – Graphs and Charts: Delivering a Message Robert Grauer and Maryann Barber Committed to Shaping the Next Generation of IT Experts. Exploring Office 2003 Vol 1 2/e- Grauer and Barber

2. What is a Chart? • A graphic representation of data in a worksheet • Chart elements • Category labels – descriptive text entries • Data points – numeric values • Data series: a grouping of data points Exploring Office 2003 Vol 1 2/e- Grauer and Barber

3. Chart Types • Keep it simple • Use the appropriate chart type • Pie and Exploded pie charts display proportional relationships • Column charts display numbers rather than percentages • Bar charts display numbers horizontally Exploring Office 2003 Vol 1 2/e- Grauer and Barber

4. Pie Charts Chart title Each slice of the pie represents the percentage of the dinner bill each person pays Slices are exploded Exploring Office 2003 Vol 1 2/e- Grauer and Barber

5. Column Charts Embedded chart shows both the chart and the data Row 3 contains column headings and forms labels for X axis Exploring Office 2003 Vol 1 2/e- Grauer and Barber

6. Creating A Chart • Two ways to create • Embed chart in worksheet • Sizing handles allow you to size, move, copy, or delete an embedded chart • Create in separate chart sheet • Charts are linked to underlying data • A change in the data instantly updates the chart(s) created on that data Exploring Office 2003 Vol 1 2/e- Grauer and Barber

7. Using the Chart Wizard • Select the cells that contain the data • Click the Chart Wizard button on the standard toolbar • Select the chart type • Check the data series • Complete the chart options • Choose the location Exploring Office 2003 Vol 1 2/e- Grauer and Barber

8. Choose the Chart Type Sub-types change as a different chart type is selected Select any of the standard chart types or click the Custom Types tab to create your own Definitely use this button. If all you see is a blank screen, cancel and reselect data. Exploring Office 2003 Vol 1 2/e- Grauer and Barber

9. Check the Data Series Preview the chart before going further Collapse button hides the dialog and allows you to select a different range The first row is used as a default for the X axis labels Exploring Office 2003 Vol 1 2/e- Grauer and Barber

10. Complete the Chart Options Use the other tabs to add descriptive text to the chart and enhance its formatting Enter a title for the chart. If you want labels for the axes, enter them here Exploring Office 2003 Vol 1 2/e- Grauer and Barber

11. Choose the Location Give the chart sheet a name Use this option to create the chart in a chart sheet. Use this option to embed the chart Exploring Office 2003 Vol 1 2/e- Grauer and Barber

12. Modifying a Chart • Add labels, change the data type, or format the chart with the Chart toolbar • Add text boxes, arrows and other objects for emphasis with the Drawing toolbar Exploring Office 2003 Vol 1 2/e- Grauer and Barber

13. Enhancing a Chart Arrow with embedded text box highlights fourth quarter increase Exploring Office 2003 Vol 1 2/e- Grauer and Barber

14. Moving and Sizing the Chart Sizing handles indicate a chart is selected and can be moved, sized, copied, or deleted Drag a corner handle to change height and width simultaneously and keep in proportion Exploring Office 2003 Vol 1 2/e- Grauer and Barber

15. Multiple Data Series • Select multiple data series when you want to see individual data points rather than totals • Determine whether data series are in rows or columns • Data points plotted are the same either way, but grouping will be different. Exploring Office 2003 Vol 1 2/e- Grauer and Barber

16. Rows Versus Columns • If data series are in rows • First row is used for category labels • Remaining rows are used for data series • First column is used for the legend text • If data series are in columns • First column is used for category labels • Remaining columns are used for data series • First row is used for legend text Exploring Office 2003 Vol 1 2/e- Grauer and Barber

17. Data Series in Rows Data series in rows, so first row is used as category labels and remaining rows are data series First column used as legend text Exploring Office 2003 Vol 1 2/e- Grauer and Barber

18. Data Series in Columns Data series in columns, so first column is used as category labels and the first row as legend text Data points are the same; different grouping allows you to make different comparisons Exploring Office 2003 Vol 1 2/e- Grauer and Barber

19. Stacked Column Charts • Depicts totals by category instead of each individual data point • Each data point is plotted as part of a whole • Useful when you want to compare totals by category Exploring Office 2003 Vol 1 2/e- Grauer and Barber

20. Example of Stacked Column Chart Each category is graphed as a total. Denver is plotted beginning where Miami left off Data labels show the value associated with each piece of the column Exploring Office 2003 Vol 1 2/e- Grauer and Barber

21. Object Linking and Embedding • Create a document in one application that contains objects from another application • Embedded object is stored in the document • an Excel chart becomes part of the Word document • Linked object is stored in its own file • any change in this file is automatically reflected in the main document Exploring Office 2003 Vol 1 2/e- Grauer and Barber

22. Linking A Worksheet Worksheet and embedded chart are linked into this document Exploring Office 2003 Vol 1 2/e- Grauer and Barber