1. Using Charts in a Presentation
Lesson 6

2. Objectives

3. Step-by-Step: Insert a Chart
Before you begin these steps, make sure that your computer is on. Log on, if necessary.
START PowerPoint, if the program is not already running.
Locate and open the Revenues presentation and save it as Revenues Final.
Go to slide 3. Click the Insert Chart icon in the center of the content placeholder. The Insert Chart dialog box opens, as shown above, showing chart types and subtypes.
Another Way: To insert a chart on a slide that does not have a content placeholder, click the Chart button on the Insert tab.

4. Step-by-Step: Insert a Chart
Click the 3-D Clustered Column chart subtype (the fourth from the left in the top row of the dialog box).
Click OK. Microsoft Excel opens in a separate window on top of the PowerPoint window. See right. Notice the bright-blue border that surrounds the data range in Excel. This range border is used to indicate the data being charted.

5. Step-by-Step: Insert a Chart
Drag the marker in the bottom right corner of the range border so that the range includes only cells A1:C5.
Select column D, and then press Delete to clear the selected cells.
Click cell B1 and type 2010, replacing the current entry. Then press Tab to move to cell C1. Type 2011, and press Enter.
Beginning in cell A2, type the data below in Excel to complete the chart.
Spring $89,000 $102,000
Summer $54,000 $62,000
Fall $102,000 $118,000
Winter $233,000 $267,000

6. Step-by-Step: Insert a Chart
Close Excel and return to PowerPoint. The chart appears with the data you entered, as shown below.
SAVE the presentation.
LEAVE the presentation open to use in the next exercise.

7. Step-by-Step: Insert a Chart
As you saw in the previous exercise, Excel opens to allow you to insert the data that creates the chart.
If you do not have Excel installed, PowerPoint instead resorts to Microsoft Graph, the charting application used in previous versions of PowerPoint. Microsoft Graph is not covered in this course.
After you type the chart data, you can close Excel. You do not have to save your work in Excel because it is saved within the PowerPoint file, as part of the chart.
You can edit the Excel data any time you want by clicking the Edit Data button on PowerPoint’s Chart Tools Design tab (which appears when a chart is selected).

8. Step-by-Step: Insert a Chart
If you want to use data from an existing workbook, open that workbook and Copy and Paste the data into the sheet created for the chart’s data. Adjust the range border as needed.
You can also create the chart in Excel, and then copy the completed chart to PowerPoint using the Clipboard.

9. Step-by-Step: Choose a Different Chart Type
USE the Revenues Final presentation that is still open from the previous exercise.
In PowerPoint, click the Change Chart Type button on the Chart Tools Design tab. The Change Chart Type dialog box opens, showing the same options that appeared when you first created the chart.
On the list of chart types at the left, click Bar.
Another Way: You also can use a shortcut to change the chart’s type. Right-click almost anywhere in the chart and then click Change Chart Type on the shortcut menu.

10. Step-by-Step: Choose a Different Chart Type
Click the Clustered Horizontal Cylinder subtype, and then click OK. The rectangular columns change to 3-D cylinders, as shown at right. Don’t worry if the text is not readable; you will learn to fix that later in this lesson.
SAVE the presentation.
LEAVE the presentation open to use in the next exercise.

11. Step-by-Step: Choose a Different Chart Type
You can change any chart type to any other type, but the result may not always be what you expect, and you may lose some data.
For example, when you change from any multi-series chart (such as a clustered bar or line) to a pie chart, only the first data series appears on the chart.
In addition, when you change from a vertical to a horizontal chart, as in the preceding exercise, some of the axis labels may need adjustment.
If you apply a chart type that does not display your data as you want, use Undo to reverse the change and then try another type.
Troubleshooting: Changing from a 2-D chart type to a 3-D type can yield unexpected results. For some chart types, PowerPoint may display the new chart type in a rotated perspective view that you might not like. It is best to decide when you create the original chart whether you want it to use 2- or 3-D, and then stick with those dimensions when making any change to the chart type.

12. Step-by-Step: Apply a Different Chart Layout
USE the Revenues Final presentation that is still open from the previous exercise.
With the chart on slide 3 selected, click the More button in the Chart Layouts group on the Chart Tools Design tab. The Chart Layout gallery displays, as shown at right.
Click Layout 2 in the gallery. The layout is modified to place the legend above the chart and add data labels to each of the bars. See the figure on the next slide.
Take Note: The thumbnails in the Chart Layout gallery show in miniature the new layout and elements of the chart.

13. Step-by-Step: Apply a Different Chart Layout
Switch to the Chart Tools Layout tab.
Click the Chart Title button to open a menu, and click None. The chart title is removed. (It’s not necessary because the slide itself provides a title.)
SAVE the presentation and then CLOSE the file.
LEAVE PowerPoint open to use in the next exercise.

14. Step-by-Step: Apply a Quick Style to a Chart
To apply a quick style to a chart, perform these steps:
OPEN the Conditions presentation and save it as Conditions Final.
Go to slide 2 and click the chart to select it.
On the Chart Tools Design tab, click the More button in the Chart Styles group. The Quick Styles gallery appears, as shown at right.

15. Step-by-Step: Apply a Quick Style to a Chart
Click Style 7. The data series’ colors change to variations of another theme color. This is not quite dramatic enough for your purpose.
Click the More button again, and then click Style 43. This style applies new theme color, bevel effects, and different chart background colors, as shown at right.
SAVE the presentation and then CLOSE the file.
LEAVE PowerPoint open to use in the next exercise.

16. Step-by-Step: Edit a Chart’s Data
To edit a chart’s data, do the following:
OPEN the Pricing presentation and save it as Pricing Final. Examine the information on the slides, and notice that the dates on the title slide do not agree with the dates on the chart.
Go to slide 2 and click the chart to select it.
On the Chart Tools Design tab, click the Edit Data button in the Data group. The data worksheet opens in Excel.
Click cell A3 and type Equipment, replacing the current entry there.

17. Step-by-Step: Edit a Chart’s Data
Click column B’s column header to select the entire column, and then on the Home tab, click Delete. The data in Excel should now resemble the figure at right.
Return to PowerPoint. Notice that the
chart on slide 2 has been updated.

18. Step-by-Step: Edit a Chart’s Data
In PowerPoint, on the Chart Tools Design tab, click the Switch Row/Column button. The chart changes to plot the data with the years on the horizontal axis, rather than the categories. See above.
SAVE the presentation.
LEAVE the presentation open to use in the next exercise.

19. Step-by-Step: Edit a Chart’s Data
The Switch Row/Column feature can be very helpful in adjusting the way data appears in a chart. In essence, the legend entries and the horizontal axis labels switch places.
If you find that your chart does not seem to show the data as you wish, try switching rows and columns for a different perspective on the data.

20. Step-by-Step: Add and Delete Chart Elements
USE the Pricing Final presentation that is still open from the previous exercise.
Click the chart on slide 2 to select it, and click the Chart Tools Layout tab.
Click the Gridlines button, point to Primary Vertical Gridlines, and click Major Gridlines (see right). Vertical gridlines are added to the chart.
Click one of the red bars within the chart to select the Equipment series. All the red bars should be selected.
Troubleshooting: If only one bar is selected, click away from the chart to cancel the selection, and then click a red bar again to retry.

21. Step-by-Step: Add and Delete Chart Elements
Click the Data Labels button, and then click Outside End. The number for each data point in the selected series appears above the bar, as shown at right.
Modify the data labels you just inserted as follows:
a. Click one of the data labels to select all data labels for the series.

22. Step-by-Step: Add and Delete Chart Elements
b. Click the Data Labels button again, then click More Data Label Options at the bottom of the menu. The Format Data Labels dialog box opens.
c. In the Label Position area of the Label Options pane, click Center to center each label within its bar.
d. Click Number in the left pane, and then click the Currency category.
e. Select the value in the Decimal places box and type 0 to reduce decimal places to 0. See above.
f. Click Close.

23. Step-by-Step: Add and Delete Chart Elements
Click one of the Lift Passes data bars, and repeat steps 4 and 5 to add and format currency data labels.
Click the Chart Title button, and click None.
Click the Axis Titles button, point to Primary Vertical Axis Title, and then click Rotated Title. An axis title placeholder appears to the left of the vertical axis.
Drag over the placeholder text and type U.S. Dollars.
Click outside the chart to deselect it. Your chart should look similar to the figure on the next slide.
SAVE the presentation.

24. Step-by-Step: Add and Delete Chart Elements
LEAVE the presentation open to use in the next exercise.
Applying elements such as a chart title or axis titles generally reduces the size of the plot area and the data markers. You can offset this adjustment by resizing the chart or by reducing the font size of axis labels and titles, as you learn later in this lesson.