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Display and Share Data

Display and Share Data. Lesson 13. Objectives. Creating a Chart Using the Chart Wizard.

mackenzie-payne
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Display and Share Data

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  1. Display and Share Data Lesson 13

  2. Objectives

  3. Creating a Chart Using the Chart Wizard • Charts are often used in the business world to give a visual representation of numeric data. Because a picture is worth a thousand words, charts play an important role in reports and presentations. In Access 2010, you can insert a chart into a new or existing form or report using the Chart Wizard control. • The Chart Wizard lets you insert a chart into a new or existing report or form using a table or query as your data source. This allows you to insert a pictorial view of the data along with the numbers. The Chart Wizard asks you questions about the chart you want and then creates the chart based on your answers. • In this exercise, you insert a chart into the Page Footer section of a report because it is a one-page report and it is helpful to show the data at the bottom of the page after the columnar data. • A chart is a graphical representation of data. A chart is made up of two basic parts, the body and the legend.

  4. Creating a Chart Using the Chart Wizard • The chart body is the main area that displays the chart. The legend displays a list of the colors, shapes, or patterns used as categories in a chart. • The Chart Wizard creates a control that you can insert into forms and reports to quickly create charts. Once you insert a chart, you may need to resize it later; you can do so by clicking and dragging the selection handles to increase or decrease the height or width. • You could also place the chart in the Detail section of the report and, within the Chart Wizard, set the chart to change with each record, so you would have a report displaying the record data and a chart for each record. • You can create 20 different charts using the Chart Wizard, including column, bar, area, line, XY scatter, pie, bubble, and doughnut charts. • To delete a chart, right-click it in Design view and select Delete from the shortcut menu.

  5. Step-by-Step: Create a Chart • Before you begin these steps, be sure to turn on and/or log on to your computer and LAUNCH Access. • OPENBlueYonderAirlines from the data files for this lesson. • SAVEthe database as BlueYonderAirlinesXXX (where XXX is your initials). • Open the Income & Expenses report. • Switch to Design view. • On the Design tab, in the Controls group, click the Chart button. The pointer changes to a plus sign with a chart icon.

  6. Step-by-Step: Create a Chart • Click in the upper-left corner of the Page Footer section and drag to the lower-right corner to create a rectangular placeholder where the chart will be inserted, as shown above.

  7. Step-by-Step: Create a Chart • Release the mouse button. The first Chart Wizard dialog box appears, as shown below.

  8. Step-by-Step: Create a Chart • Select the Income & Expenses Summary table as your data source and click the Next > button. The second Chart Wizard dialog box appears, as shown below.

  9. Step-by-Step: Create a Chart • Click the >> button to move all the fields to the Fields for Chart box and click the Next > button. The third Chart Wizard dialog box appears, as shown below.

  10. Step-by-Step: Create a Chart • Click the 3D Column Chart button, the second icon in the first row. Notice that the description of the chart type is displayed on the right. • Click the Next > button. The fourth Chart Wizard dialog box appears, as shown below.

  11. Step-by-Step: Create a Chart • Click and drag the Income field button to the upper left of the chart and drop on the SumofExpenses data list. Both the SumofExpenses and SumofIncome fields should be listed. • Click the Preview Chartbutton. The Sample Preview dialog box appears, displaying a sample of your chart, as shown at right. • Click the Closebutton. The Sample Preview dialog box closes.

  12. Step-by-Step: Create a Chart • Click the Next > button. The fifth Chart Wizard dialog box appears, as shown below.

  13. Step-by-Step: Create a Chart • Click the down arrow in the ReportFields menu and select <No Field> since you don’t want to display a chart for each record in the data source. • Click the down arrowin the ChartFields menu and select <No Field> again, since you don’t want to dis-play a chart for each record in the data source. • Click the Next >button. The sixth Chart Wizard dialog box appears, as shown above.

  14. Step-by-Step: Create a Chart • Key 2005-2014 Income and Expenses in the Title box. • The Yes, display a legend button should be selected. If not, select it and click the Finish button. Access inserts your chart. Notice that Design view displays sample data and not the actual data from your chart. • Click the chart to select it. • On the Design tab, in the Tools group, click the Property Sheet button if necessary. • Click the Data tab of the Property Sheet. Click the down arrow at the end of the Enabled line and select Yes. This enables the chart data to accurately display the associated table data. • Close the Property Sheet. • Switch to Report view.

  15. Step-by-Step: Create a Chart • On the Home tab, in the Records group, click the Refresh All button to ensure the chart displays the latest table data. • Scroll to the bottom of the report to view your chart, which should look similar to the figure at right. • Save the report. • LEAVE the report open to use in the next exercise.

  16. Formatting a Chart • You can use Microsoft Graph to change the formatting of charts created with the Chart Wizard. You can change chart options such as how the title and labels are displayed and where you want the legend located. You can also change formatting options, such as the color or the chart’s background and the color and size of the data blocks in the chart. • After you create a chart using the Chart Wizard, you can edit it using Microsoft Graph, which is a component of Office 2010. To launch Microsoft Graph, double-click a chart in Design view. Microsoft Graph displays the chart and the datasheet. You can choose ­commands from the menu bar or the toolbar. • After you make changes to the chart, it is important to save the changes using the Save command on the File menu. After you save a chart, Microsoft Graph closes and switches you to Design view.

  17. Changing Chart Options • The Chart Options dialog box has six tabs with options for changing the look and layout of a chart. • You can access the Chart Options dialog box from the Chart menu or by right-clicking the white Chart Area and selecting Chart Options from the shortcut menu. • In this exercise, you change chart options using Microsoft Graph.

  18. Step-by-Step: Change Chart Options • USEthe report open from the previous exercise. • Switch to Design view. • Double-click the chart. The Microsoft Graph software launches, dis-playing the chart in a view similar to Design view, as shown above.

  19. Step-by-Step: Change Chart Options • Click the Chartmenu and select Chart Options. The Chart Options dialog box appears, as shown at right.

  20. Step-by-Step: Change Chart Options • Select 2005-2014 in the Chart title box and press the Delete key. Notice that the preview on the right adjusts to show the change. • Click the Axes tab to display the options on the tab, as shown at right. • Click the Value (Z)axis check box to remove the check mark. Notice that the values on the Z axis are removed.

  21. Step-by-Step: Change Chart Options • Click the Value (Z)axis check box again to insert the check mark. • Click the Gridlinestab to display the options on the tab, as shown at right. • Click the Majorgridlinescheck box in the Category (X) axis section. Notice that gridlines are added to the preview.

  22. Step-by-Step: Change Chart Options • Click the Legend tab to display the options on the tab, as shown at right. • Click the Show legendcheck box to remove the check mark. Notice that the legend is removed from the chart. • Click the Show legend check box again to insert a check mark. The legend is displayed in the preview.

  23. Step-by-Step: Change Chart Options • Click the Bottom radio button to move the legend to the bottom of the chart. • Click the Data Labelstab to dis-play the options on the tab, as shown at right. • Click the Valuecheck box to insert a check mark. Notice that values are added to the columns in the chart.

  24. Step-by-Step: Change Chart Options • Click the Value check box again to remove the check mark. • Click the Data Tabletab to display the options on the tab, as shown at right. • Click the Show data tablecheck box to insert a check mark. Notice that the data-sheet is added to the bottom of the chart.

  25. Step-by-Step: Change Chart Options • Click the Show data table check box again to remove the check mark. • Click OK. • Click the File menu and select Save. The Microsoft Graph software closes and the report is switched back to Design view. • LEAVE the report open to use in the next exercise.

  26. Changing Format Options • Microsoft Graph makes it easy to format a chart. Each part of the chart is an independent object, so you can simply right-click the chart object that you want to change and choose Format [Chart Object] from the shortcut menu. A dialog box appears with the formatting choices available for that object. In this exercise you format the chart you’ve been working with. • If you prefer to use the menus, you can click on the chart object to select it or choose it from the Chart Objects menu. Once you have specified the object you want to change, click the Format menu and choose Select [Chart Object] from the menu to launch the dialog box of available options.

  27. Step-by-Step: Change Format Options • USEthe database open from the previous exercise. • Double-click the chart to open Microsoft Graph. • Click the Chart Area, the white background of the chart, to select it. The Chart Area should be displayed in the Chart Objects menu in the upper-left corner of the toolbar. • Click the Format menu and select Selected Chart Area. The Format Chart Area dialog box appears, as shown at right.

  28. Step-by-Step: Change Format Options • Click the Fill Effects button. The Fill Effects dialog box appears, as shown at right. • Click the Horizontal radio button in the Shading styles section and click OK. • Click OK in the Format Chart Area dialog box. Notice the shading style of the chart background changes to your selection.

  29. Step-by-Step: Change Format Options • Right-click any of the purple Data Series columns in the chart to display the shortcut menu. Notice that Series SumOfIncome is displayed in the Chart Objects menu. • Select Format Data Series from the shortcut menu. The Format Data Series dialog box appears. • Select the Greencolor(second row, fourth from the left) as shown at right. • Click OK in the Format Data Series dialog box.

  30. Step-by-Step: Change Format Options • Right-click the gray grid background of the chart, called the Walls, and select FormatWalls from the shortcut menu. • Click the Fill Effects button. • Click the From center button in the Shading styles section and click OK. • Click OK in the Format Walls dialog box. • Right-click the Legend and select Format Legend from the menu. The Format Legend dialog box appears. Select the Font tab if it is not already displayed. The Font tab menu now appears, as shown on the next slide. • Select 10 in the Size menu and click OK.

  31. Step-by-Step: Change Format Options • Click the File menu and select Save. Switch to Report view. • Save the report. • LEAVE the report open to use in the next exercise.

  32. Refreshing Data in a Chart • The Refresh All button can be a useful tool when working with charts. When you make a change to the data source of a chart, be sure to save the new data in the table or query. • When you switch back to the form or report containing your chart, click Refresh All to update the data in the chart. • In this exercise, you make a change to a table record and then refresh the data in a chart to view the change.

  33. Step-by-Step: Refresh Data in a Chart • USEthe database open from the previous exercise. • Open the Income & Expenses Summary table. • In the first row, in the Income column, select the data and key 9004523 and press the Enter key. • Saveand close the table. • Click the Income & Expenses Report tab. Notice that the numbers in the report data and the numbers in the chart have not changed. • On the Home tab, in the Records group, click the Refresh All button. The data in the report and in the chart are updated. • Save the report. • LEAVE the report open to use in the next exercise.

  34. Changing Chart Types • Access provides many different chart types and variations of those chart types for you to choose from in the Chart Type dialog box. Access makes it easy to experiment with different configurations before you decide on the chart that best displays the data you want to emphasize. In this exercise, you change the type of chart with which you’ve been working. • Access 2010 has many different types of charts you can choose from. The key is to choose one that displays your data in a meaningful way. Often, you have a specific chart in mind that you want to use, but sometimes it requires experimentation, choosing and changing chart types until you get the results you want.

  35. Step-by-Step: Change Chart Types • USEthe database open from the previous exercise. • Switch to Design view. • Double-click the chart. Microsoft Graph opens. • Click the By Row button on the Toolbar, as shown below. The chart is changed to show all the expenses together and all the income together. • Click the By Column button on the Toolbar to change it back to the original chart.

  36. Step-by-Step: Change Chart Types • Click the Chart Type button and select 3D Area Chart from the menu, as shown at right. The chart changes to an area chart. • Click the Chart menu and select Chart Type. The Chart Type dialog box appears, as shown ion the next slide. • On the Standard Types tab, click Pie in the Chart type list. In the Chart subtype section, click the Pie with a 3D visual effect, the second icon on the first row.

  37. Step-by-Step: Change Chart Types • Click and hold the Press and Hold to View Sample button to see a preview of the chart, as shown on the next slide. • Click the Custom Types tab.

  38. Step-by-Step: Change Chart Types • Click Colored Lines in the Chart type list and click OK. • Click the File menu and select Save. • Switch to Report view to see the chart. Your screen should resemble the figure on the next slide.

  39. Step-by-Step: Change Chart Types • Save and close the report. • LEAVE the database open to use in the next exercise.

  40. Building a PivotChart • A PivotChart is a type of chart that you can create using data from a table or PivotTable. A PivotTable is a more advanced type of form that you can create that allows you to analyze data from different perspectives by quickly changing the alignment of columns and rows. A PivotChart is an interactive chart that shows data totals or summaries. When you view a PivotChart, you can change the chart to view different combinations of data, just as you chose to display only one year of data in the previous exercise.

  41. Creating a Pivot Chart • The difference between a regular chart and a PivotChart is that a PivotChart can be interactive. You can create, format, and change chart types for a PivotChart much like you did with the charts you created with the Chart Wizard. In this exercise you create a PivotChart. • To create a PivotChart, you need to select or open the data source before clicking the PivotChart button. Drag the fields you want to include from the Chart Field List and drop them into the appropriate drop zones. Like most charts, you can arrange the category, series, or data fields in different ways, depending on what you want to emphasize.

  42. Step-by-Step: Create a PivotChart • USEthe database open from the previous exercise. • Open the Income Detail table. • On the Create tab, in the Forms group, click the More Forms button and then the PivotChart button. A blank ­PivotChart appears and the PivotChart Tools appear in the Ribbon. • On the Design tab, in the Show/Hide group, click the Field List button to display the Chart Field List if it isn’t displayed already. Your screen should look similar to the figure on the next slide.

  43. Step-by-Step: Create a PivotChart • In the Chart Field List, click the Amount field and drag it to the DropDataFieldsHere drop zone box and release the mouse button.

  44. Step-by-Step: Create a PivotChart • Click the Descriptionfield and drag and drop it in the DropSeriesFieldsHere drop zone. • Click the Yr field and drag and drop it in the DropCategoryFieldsHere drop zone. Your screen should look similar to the figure above. • On the Design tab, in the Show/Hide group, click the Legend button. A legend is added to the chart.

  45. Step-by-Step: Create a PivotChart • Click the down arrow on the Yr field button at the bottom of the chart. A menu of year options appears, as shown at right. • Click the 2013 check box to remove the check mark, and click OK. Only the 2014 datais displayed in the chart. • Click the down arrow on the Yrfield button. Click the 2013 check box again to insert the check mark and click OK. The 2013 data is displayed along with the 2014 data.

  46. Step-by-Step: Create a PivotChart • Click the Save button on the Quick Access Toolbar. The Save As dialog box appears. • Key Income Chart and click OK. • LEAVE the chart open to use in the next exercise.

  47. Formatting a PivotChart • You can easily change the format of data series, titles, and other chart objects using the Properties dialog box. • Just select the object you want to change and click the Property Sheet button to display the Properties dialog box. • You can leave the dialog box open while you make all your selections and formatting changes and then close it when you are finished. • Remember to save your work. • In this exercise, you practice formatting a PivotChart.

  48. Step-by-Step: Format a PivotChart • USEthe chart open from the previous exercise. • Click the Axis Title at the bottom of the chart to select it. • On the Design tab, in the Tools group, click the Property Sheetbutton. The Properties dialog box appears, as shown at right.

  49. Step-by-Step: Format a PivotChart • Click the Delete button in the General commands section. The Axis Title is removed from the screen. Leave the dialog box open on the screen. • Click the Axis Title on the left side of the chart to select it. The data in the Properties dialog box displays optionsfor the selected title. • Click the Format tab on the Propertiesdialog box, as shown at right. • Click the Bold button.

  50. Step-by-Step: Format a PivotChart • Click the down arrow on the Font size menu and select 14. • Select Axis Title in the Caption box. Key Amount and press the Enter key. The changes you made are updated on the chart. Leave the Properties dialog box open on the screen. If you need to move it, click the top blue border and drag it to a new location. • Click the green Passenger column in the 2013data to select it. • Click the same column again. Both green columns should now be selected. • Click the Border/Fill tab in the Properties dialog box, as shown on the next slide.

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