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

2 Objectives Describe how a chart can be used to deliver a message. List several types of charts and describe the purpose of each Distinguish between an embedded chart versus a chart in its own sheet Use the Chart Wizard, and F11, to create and modify a chart

3 Objectives (continued) Use the Drawing toolbar to enhance a chart by adding lines and objects Distinguish between data series in rows versus columns Differentiate between a stacked-column chart versus a side-by-side column chart Create a Word document that is linked to a worksheet and an associated chart

4 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

5 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

6 Pie Charts Each slice of the pie represents the percentage of the dinner bill each person pays Slices are exploded Chart title

7 Column Charts Row 4 contains column headings and forms labels for X axis Embedded chart shows both the chart and the data

8 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

9 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

10 Choose the Chart Type Select any of the standard chart types or click the Custom Types tab to create your own Sub-types change as a different chart type is selected Definitely use this button. If all you see is a blank screen, cancel and reselect data.

11 Check the Data Series Preview the chart before going further The first row is used as a default for the X axis labels Collapse button hides the dialog and allows you to select a different range

12 Complete the Chart Options Enter a title for the chart. If you want labels for the axes, enter them here Use the other tabs to add descriptive text to the chart and enhance its formatting

13 Choose the Location Use this option to create the chart in a chart sheet. Remember F11 provides this result instantly Give the chart sheet a name Use this option to embed the chart

14 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

15 Enhancing a Chart Arrow with embedded text box highlights fourth quarter increase

16 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

17 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.

18 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

19 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

20 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

21 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

22 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

23 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

24 Linking A Worksheet Worksheet and embedded chart are linked into this document

25 Multitasking Multitasking – the ability to have more than one application open at the same time Use the taskbar to switch between open applications

26 Updating Links Use this if changes to the linked document are not updated in the main document Change the source if the link becomes broken

27 Demo of OLE’ (Object Linking & Embedding)

28 Chapter 4 Preview New Functions

29 Using Functions Function – a predefined computational task Requires arguments  Values the function uses to calculate answers Returns a value

30 The PMT Function Calculates a periodic payment, such as a car or mortgage payment Based on:  Amount financed  Interest rate  Number of periods

31 Using the PMT function Interest rate divided by 12 Number of payments multiplied by 12 Amount financed expressed as a negative number Amount financed, interest rate, and the term, are all isolated as assumptions. One or more assumptions can be changed

32 The FV function Returns the future value of a series of payments  For example, contributions to your 401K or IRA Based on:  Number of periods  Expected rate of return  Amount invested each period

33 Using the FV Function Amount of contribution, rate of return, and years contributing are all expressed as assumptions

34 Inserting a Function Use the Insert Function command from the Insert menu Use the list box to select the name of the function  Functions are categorized Let the Wizard help you enter the arguments  Point to enter cell references  Use the Collapse button to collapse the dialog box

35 The Function Wizard Enter arguments into text boxes Collapse button shrinks dialog box if necessary Value returned by the function (answer) is displayed

36 Summary Charts graphically represent data in a worksheet Select chart type based on the message you are trying to convey Create with the Chart Wizard Can be embedded onto a worksheet or created on a separate chart sheet

37 Summary (continued) Multiple data series may be specified in either rows or columns  Same data points, but different grouping gives different comparison Object Linking and Embedding (OLE) creates a compound document  Contains objects from multiple applications  Embedding – the object is stored within the compound document  Linking – the object is stored as a separate file

38 Hands-on Exercise 1 Title of Exercise: The Chart Wizard Objective: To create and modify a chart by using the Chart Wizard; to embed a chart within a worksheet; to enhance a chart to include arrows and text.  Input file: Software Sales  Output file: Software Sales Solution

39 Hands-on Exercise 2 Title of Exercise: Multiple Data Series Objective: To plot multiple data series in the same chart; to differentiate between data series in rows and columns  Input file: Software Sales Solution (from first exercise)  Output file: Software Sales Solution (additional modifications)

40 Hands-on Exercise 3 Title of Exercise: Object Linking and Embedding Objective: To create a compound document consisting of a memo, worksheet, and chart  Input file: Software Sales Solution (from second exercise)  Output files: Software Sales Solution (additional modifications),Software Memo Solution (Word document)

41 End-of-Chapter Lab Assignments Page 430 #1. (Use Figure 3.13 on page 430 as a guide) Use the Chapter 3 Practice 1 workbook from your data disk. Page 436 #7. (Use Figure 3.19 on page 436 as a guide) Use the Chapter 3 Practice 7 workbook from your data disk. On Your Own: Page 438 – Convention Planner. Use the data in the Chapter 3 Mini Case – Convention Planner workbook from the data disk.

42 Questions?