McGraw-Hill/Irwin The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft Excel 2002 Lesson 4 Inserting Objects and Charts

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4-2 McGraw-Hill/Irwin Lesson 4 Skills Inserting Text Objects Enhancing Graphics Adding and Editing Comments Understanding Excel Charts Creating a Chart Moving and Resizing a Chart Formatting a Chart Changing a Chart Type Using Advanced Printing Features

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4-3 McGraw-Hill/Irwin Inserting Text Objects Text boxes allow you to … –Add words and sentences of any size, appearance –Outside constraints of a worksheets Text boxes are independent objects –Can be placed anywhere on the spreadsheet –Can reference worksheet data This is a Text Box

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4-4 McGraw-Hill/Irwin Inserting Text Objects To get the toolbar required for text box creation, right click on any toolbar –Click on the Drawing option Drawing toolbar appears at bottom of screen Note TextBox icon

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4-5 McGraw-Hill/Irwin Inserting Text Objects Click TextBox icon, cursor changes to Drag to make box of desired size Box is now ready to type text Note sizing handles

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4-6 McGraw-Hill/Irwin Inserting Text Objects Note results of completed text box Other controls on Drawing Toolbar Line, Arrow, Rectangle, Oval buttons Specify color for Fill, Lines, and Fonts Change line appearance

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4-7 McGraw-Hill/Irwin Enhancing Graphics We need an arrow from the text box to the cell it refers to Click on the Arrow drawing button –Cursor changes to a + symbol –Drag from beginning to end of arrow Change color with Line Color drawing button

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4-8 McGraw-Hill/Irwin Enhancing Graphics Specify fill color for box with Fill Color button

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4-9 McGraw-Hill/Irwin Enhancing Graphics Text within text box can be formatted with Format Text box –Double click on the text box to make the Format Text box available As with text in a cell, style, size, color, etc. of the text may be specified

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Adding and Editing Comments A comment is an electronic note –It can be attached to a cell –Displays when mouse cursor hovers over cell Purpose –Document information –Provide clarification or explanation –Share information without cluttering worksheet

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Adding and Editing Comments To insert a comment –Select cell which will have the comment –Click on Insert, then Comment –Text box appears for entry of comment

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Adding and Editing Comments Enter textual content of comment box Click elsewhere on worksheet to hide To edit comment –Select cell –Click Insert, and EditComment –Make changes

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Adding and Editing Comments Manipulating the comment –Right click on cell with comment for sub-menu EditComment is one of the options –With Comment box active, text may be formatted Double click on comment border for Text Format dialog box –Use the Reviewing toolbar (select from Toolbar list) Scroll through comments, edit, show, hide, etc.

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Understanding Excel Charts Purpose of charts –Provide greater visual appeal –Help viewer understand complicated data Creating charts –Must first enter data on worksheet –Select data, choose Chart Wizard button to specify type of chart –Chart will update automatically when data changes

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Understanding Excel Charts Elements of a chart –Sample column chart Chart TitleData SeriesLegend Category ( X ) axis Category Axis Title Data Marker Value ( Y ) AxisValue Axis Title

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Understanding Excel Charts Sample Area Chart Clicking on chart text accesses dialog boxes Change Font sizes Change colors Change alignments Clicking on other chart elements accesses options for Shading colors Fill patterns Placement

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Understanding Excel Charts Sample Line Chart Keep formats simple and consistent Legend colors indicate identities of data points.

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Creating a Chart Select series of numbers from worksheet Click Chart Wizard button –Dialog box opens Choose chart type, sub-type –Note preview button Click on Next button to proceed

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Creating a Chart Step 2 –Review and change series range as needed –Click CategoryLabels button to specify source of labels for chart

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Creating a Chart Dialog box collapses –Select cells for category labels –Range shows in sub-window Click on the Expand Dialog Box button to proceed

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Creating a Chart Labels now show in legend Range for labels now displayed Click on Next button to proceed

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Creating a Chart Step 3 –Enter titles (which will show on preview) –Specify legend details on legend tab –Specify Data Label details as shown Click on Next button to proceed

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Creating a Chart Step 4 –Specify where chart will appear –Click Finish

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Creating a Chart Chart is displayed as object in worksheet Note Chart toolbar displayed while chart is selected

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Moving, Resizing a Chart With chart selected, mouse cursor changes to when mouse key pressed –This is the "movement pointer"

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Moving, Resizing a Chart Drag chart to new location

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Moving, Resizing a Chart Note sizing handles (corners, midpoints) –Drag to resize

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Moving, Resizing a Chart Note how chart elements adjust to fit redefined chart area

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Formatting a Chart Chart features may be altered after the fact –Colors, patterns, fill effects, fonts, borders Area to be formatted must be selected –Be careful to click directly on the chart element Double Click on Pie wedge, Data Point dialog box appears

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Formatting a Chart Double click on title of chart and Format Chart Title dialog box appears Note options –Fonts –Patterns –Alignment

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Formatting a Chart Formatted chart shows changes –Box around title –Change in fonts –Pie slice pulled out Chart toolbar –Select items –Pull up dialog boxes

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Changing a Chart Type Possible to use the same data and change to a different chart –Column chart to bar chart –Bar chart to line chart Can also switch between sub-types –Flat pie chart to 3D pie chart Important to use a chart type which best represents what the data portrays

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Changing a Chart Type To change chart type –Select the chart –Click on Chart, then Chart Type –Opens Chart Type dialog box

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Changing a Chart Type Chart Type dialog box Choosing 3-D sub-type Specify a type as the default type

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Changing a Chart Type 3-D view can also be changed –Click Chart, then 3-D view –Opens 3-D View dialog box Change angle of elevation Rotate view

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Changing a Chart Type Resulting chart –3-D view –View has been elevated to 30 degrees

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Using Advanced Printing Features Addition of a chart to a worksheet may not fit on standard page Make sure to preview –Change page orientation as necessary –Print the chart separately Use Page Setup dialog box, Print dialog box

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Using Advanced Printing Features Next button in Preview shows printing requires more than one page Data and chart do not fit on single page

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Using Advanced Printing Features Click on Setup button to get Page Setup dialog box Change to Landscape orientation Specify that all to be printed should be automatically fit onto one page

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Using Advanced Printing Features Click on Margins tab to adjust page margins Specify centering of the print areas

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin Using Advanced Printing Features Resulting print preview –Landscape orientation –Chart shows to right of worksheet –Horizontal centering