Exploring Microsoft Office Excel 2007 Chapter 3: Charts: Delivering a Message Robert Grauer, Keith Mulbery, Judy Scheeren Committed to Shaping the Next Generation of IT Experts. Copyright © 2008 Prentice-Hall. All rights reserved. 1 Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Objectives Choose a chart type Create a chart Modify a chart Enhance charts with graphic shapes Embed charts Print charts The objectives of Chapter 3 include: Identifying which chart type to use. Determining how to create a chart. Learning how to modify a chart. Enhancing charts with graphic shapes. Embedding and printing charts. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Charts A chart is a graphic or visual representation of data Multiple chart types can enhance information, adding visual appeal and making it easy to analyze data A chart is a graphical representation of data. Excel offers multiple options to present the data in a visual form that is appealing and easy to evaluate. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Choosing a Chart Type Graphic representation of data Attractive, clear way to convey information Select the type of chart that best presents your message Add enhancements to better communicate your information Graphic illustrations of data make it much easier to present the information. A variety of chart options are available that can be modified to better communicate your ideas. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Choosing a Chart Type (continued) Data point - numeric value that describes a single item on a chart Data series - group of related data points Category label - describes a group of data points in a chart Data points represent the numeric value of a single item on a chart. In every chart, there is exactly one data point in each data series for each value of the category label. The data series is a group of related data points. A category label is used to describe a group of data points. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Choosing a Chart Type Which chart would best suit the data shown in the worksheet below? Choosing a chart type is a very important decision. The type of chart you use is dependent upon the message you want to convey. You might ask yourself questions like “What information is most pertinent for this presentation?” or “What would the managers be most interested in seeing from this data?” Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Questions to Ask Percentage of the total revenue by city? Percentage of total revenue by product? Percentage of total revenue each product produces in each city? Percentage of total revenue each city produces in each product? Based on the sales data in the excel worksheet in previous slide, the following questions should be asked: What percentage of the total revenue comes from each city? What percentage of total revenue comes from each product? What percentage of total revenue comes from each product produces in each city? What percentage of total revenue each city produces in each product? Based on the question that needs to be answered or the message that needs to be conveyed, one has to select an appropriate chart type. The next set of slides introduces the different type of charts. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Column Charts Used to show actual numbers rather than percentages Displays data comparisons vertically in columns The X or horizontal axis depicts categorical labels The Y or vertical axis depicts numerical values The plot area contains graphical representation of values in data series The chart area contains entire chart and all of its elements A column chart is the most effective choice when you are limited to a small number of categories, generally seven or fewer. A column chart is used when there is need to show actual numbers rather than percentages. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Column Charts Chart title Height of column reflects value of the data point Plot area Y axis X axis Chart area Column charts use vertical bars to represent data. This column chart displays the revenue of software sales by city. The height of the column reflects revenue of each city. Pittsburgh has the highest revenue and Buffalo has the lowest revenue. Column chart displays the revenue of software sales by city The height of the column reflects revenue of each city Pittsburgh has the highest revenue and Buffalo has the lowest revenue Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Add a 3-D Effect 3-D can enhance the display of one set of data A 3-D effect can be very effective when you want to emphasize a particular set of data. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Clustered vs. Stacked A multiple data series chart compares two or more sets of data Clustered column chart Groups similar data in columns Makes visual comparison easier Stacked column chart Places (stacks) data in one column with each data series in a different color for each category The choice of whether to use a clustered column chart or a stacked column chart depends on the intended message. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Clustered Column Chart Shows totals for each software category in a uniquely colored column A clustered column chart can easily show the comparisons. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Stacked Column Chart Total sales in the Y-axis would go up as the total sales go up In a stacked column chart, the comparison is not easily seen. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Bar Charts Column charts with a horizontal orientation Emphasizes the difference between items Bar charts can accommodate long descriptive labels; they are easier to read than in a column chart The most basic type of a bar chart is referred to as a clustered bar chart. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Bar Chart A bar chart uses long, horizontal bars to display data. The clustered bar chart in the example shows totals for each software category in a uniquely colored bar. Clustered bar chart shows totals for each software category in a uniquely colored bar Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Pie Charts Effective way to display proportional relationships The pie denotes the total amount Each slice corresponds to its respective percentage of the total A pie chart is the best selection when working with percentages. It is easiest to read when the number of slices is small, perhaps six or seven. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Pie Chart Pie charts are best used to represent data in a percentage format. “Slices” of the pie should be limited to seven or less. The pie chart in the example divides the pie representing total revenue ($62,500.00) into four slides, one for each city. The size of the slice is proportional to the percentages of total sales in that city. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Exploded Pie Charts Exploded pie charts can be used to emphasize one or more slices of the pie Exploded pie charts can be used to emphasized one particular slice of the pie. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 3-D Pie Chart A 3-D pie chart may be misleading One section may “appear” larger than the others, but may not really be larger As with any 3-D chart, the effect “looks” very nice, but can distract from the intended message. 3-D pie chart may be created in exploded or non-exploded format. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Line Chart Shows trends over a long period of time A line is used to connect data points One of the most frequent uses of a line chart is to show stock market or economic trends. The X axis may represent years, while the Y axis may represent the value of a stock. This enables a user to easily spot trends. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Line Charts Line charts are most often used to represent trends such as sales projections, weather data, or stock values. The line chart in the slide shows the trend of total revenue sales over the years. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Other Chart Types A doughnut chart A scatter (xy) chart A stock chart Less often used chart types include the doughnut chart, the scatter (xy) chart, and the stock chart. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Doughnut Chart Displays values as percentages of the whole Shows values for each category in each market area Unlike pie chart, displays multiple sets of data Like a pie chart, doughnut charts can also be used to display percentages. However, unlike pie charts, these charts can display more than one set of data. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Scatter Chart Shows a relationship between two variables Often used in statistical analysis and scientific studies Scatter charts (sometimes called scatter diagrams) are most often used in statistical analysis to represent a collection of data. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Stock Chart Shows the high, low, and close prices for individual stocks over a period of time Stock charts can be used to chart the high, low, and close prices for individual stocks over a period of time. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Creating a Chart Six main steps to create a chart Specify the data series Select the range of cells to chart Select the chart type Insert the chart and designate the chart location Choose chart options/add graphics in charts Change the chart location and size There are six main steps to creating a chart: Specify the data series. Select the range of cells to chart. Select the chart type. Insert the chart and designate the chart location. Choose chart options/add graphics in charts. Change the chart location and size. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Six Steps Specify the data series The rows and/or columns that contain the data you want to chart Select the range to chart Can be a single cell, but most often is multiple cells Cells may be adjacent or non-adjacent Use Shift key to select adjacent cells; use Ctrl key to select non-adjacent cells The most common mistake users make is that they don't think about the data they want to plot and how they want it to be represented. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Six Steps (continued) Select the chart type Each type presents data in a different way Pick the type that will best visually illustrate the information you want to convey The type of chart you choose will determine how well the information will be conveyed. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Select a Chart Type Chart Type Purpose Column Compares categories, shows changes over time Bar Shows comparison between independent variables. Not used for time or dates Pie Shows percentages of a whole. Exploded pie emphasizes a popular category Line Shows change in a series over categories or time Doughnut Compares how two or more series contribute to the whole Scatter Shows correlation between two sets of values Stock Shows high low stock prices Each chart type is used to display different types of data in a variety of ways. Select the one that best suits your needs. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Six Steps (continued) Insert chart and designate location Insert as an embedded object in the worksheet Can print worksheet and chart on one page Insert the chart as a New Sheet Will require you to print the worksheet and chart on separate pages You can choose the location to display the chart You can insert a chart as an embedded object in an Excel worksheet. You can insert a chart as a new sheet in an Excel workbook. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Six Steps (continued) Choose chart options using the Design, Layout and Format tabs The Design tab can be used to display data in rows or columns The Layout tab can be used to change the display of chart elements The Format tab can be used to apply special effects The Design tab is used to display the data series by row or by column, make changes to the source data of the chart, change the location of the chart, change the chart type, save a chart as a template, or select predefined layout and formatting options. Layout is used to change the display of chart elements such as chart titles and data labels, use drawing tools, or add text boxes and pictures to the chart. Format is used to add/fill colors, change the line styles, or apply special effects. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Six Steps (continued) Add graphics to chart May add company logos or representative clip art to personalize charts Remember, less is sometimes more, so be sparing in use of graphics Adding graphics to a chart can help enhance the presentation. On the other hand, if you add too many graphics, they will distract from the content. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Add a Graphic To add a graphic to a chart: In the Illustrations section on the Insert tab, select the medium where the graphic will come from (Picture, Clip Art, Shapes, or SmartArt) Search for and insert the graphic Size and move the graphic on the chart as desired To add a graphic to a chart: In the Illustrations section on the Insert tab, select the medium where the graphic will come from. Search for and insert the graphic. Size and move the graphic on the chart as desired. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Six Steps (continued) To change the chart location and size Select the chart to reveal sizing handles Drag the sizing handles to achieve desired location and size Click and drag the middle left or right sizing handle of the edge borders to adjust the width of the chart. Drag the sizing handle away from the chart to stretch or widen the chart; drag the sizing handle within the chart to decrease the width of the chart. Click and drag the top or bottom middle sizing handle to adjust the height of the chart. Drag the sizing handle away from the chart to increase its height; drag the sizing handle in the chart to decrease its height. Click and drag a corner sizing handle to increase or decrease the height and width of the chart proportionately. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Chart Enhancements Modify charts to enhance and approve look Modifications include: color, font, format, scale, or style Can change and edit chart elements Add data labels Enhance with graphics A chart can be enhanced by making changes to it. Charts are used to visually express information. Subtle enhancements can improve comprehension. The following are categories you can enhance or edit: Change and edit chart elements Format a chart Add data labels Change fill color Enhance with graphics Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Change, Edit, and Format Chart Elements Change elements such as title and axes Edit the contents of a data label Approach formatting in two ways: Use tabs Insert, Design, Layout, Format Select chart and use shortcut menu Charts can be modified by editing the contents of a title or a data label. Charts can be formatted using tabs or the shortcut menu. Insert - Insert Shapes, insert illustrations, create and edit WordArt and textboxes, Insert symbols. Design - Change chart type, edit the data sources, change the chart style and layout, and change the location of the chart. Layout - Again allows the insertion of shapes, graphics, and text boxes. Add or change chart title, axis title, legend, data labels, and data table. Format axis and change the background. Format - Deals with more sophisticated control of WordArt, Shapes, and Arrangement. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Add Data Labels and Change Fill Color Data labels are values or names of data points Labels assists reading chart To accentuate data in chart form you can change the color or fill pattern or use an image Data label is the value or name of a data point. Labeling these points assists the reader by providing the numerical value on the chart. Changing the color or fill pattern is another enhancement to make. Colors accentuate data presented in a chart. Remember to pay attention to contrast and colors for display. What the looks on a chart look like on the monitor and projected are completely different. Adding a image in the data series customizes the chart. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Enhance Charts with Graphic Shapes Add pre-made graphics to chart to emphasize content of a chart Shapes are rectangles, circles, arrows, lines, flowchart symbols, and callouts Insert shapes using Insert tab or Layout tab To emphasize content of a chart, graphic shapes can be used. There are many ready made symbols to use. These shapes can be inserted from either the Insert or Layout tab. Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Chart Distribution Your visual masterpiece can be shared Use charts as documentation in Web pages, memos, reports, research papers, books, and other types of documents MS Office 2007 suite applications are integrated and enable data sharing Charts can be exported to other applications Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall Print Charts You can print a chart: Including the worksheet in which it is embedded That is embedded, without printing the worksheet That was placed on a separate worksheet Always Print Preview to ensure you are printing what you intended Select Print from the File menu or click the Print button on the Standard Toolbar Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall

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Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2010 Pearson Education, Inc.   Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc.  Publishing as Prentice Hall