1. Exploring Excel 2003 Revised - Grauer and Barber 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 Revised Edition

2. Exploring Excel 2003 Revised - Grauer and Barber 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 to create and modify a chart

3. Exploring Excel 2003 Revised - Grauer and Barber 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. Exploring Excel 2003 Revised - Grauer and Barber 4 Case Study: Delivering a Message The opening case study demonstrates using Excel to analyze and chart data, then linking that worksheet into a Word document. This allows you to combine Excel’s charting capability with Word’s capability to produce an attractive memo.

5. Exploring Excel 2003 Revised - Grauer and Barber 5 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

6. Exploring Excel 2003 Revised - Grauer and Barber 6 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

7. Exploring Excel 2003 Revised - Grauer and Barber 7 Pie Charts Each slice of the pie represents the percentage of the dinner bill each person pays Slices are exploded Chart title

8. Exploring Excel 2003 Revised - Grauer and Barber 8 Column Charts Row 4 contains column headings and forms labels for X axis Embedded chart shows both the chart and the data

9. Exploring Excel 2003 Revised - Grauer and Barber 9 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

10. Exploring Excel 2003 Revised - Grauer and Barber 10 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

11. Exploring Excel 2003 Revised - Grauer and Barber 11 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.

12. Exploring Excel 2003 Revised - Grauer and Barber 12 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

13. Exploring Excel 2003 Revised - Grauer and Barber 13 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

14. Exploring Excel 2003 Revised - Grauer and Barber 14 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

15. Exploring Excel 2003 Revised - Grauer and Barber 15 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

16. Exploring Excel 2003 Revised - Grauer and Barber 16 Enhancing a Chart Arrow with embedded text box highlights fourth quarter increase

17. Exploring Excel 2003 Revised - Grauer and Barber 17 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

18. Exploring Excel 2003 Revised - Grauer and Barber 18 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

19. Exploring Excel 2003 Revised - Grauer and Barber 19 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.

20. Exploring Excel 2003 Revised - Grauer and Barber 20 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

21. Exploring Excel 2003 Revised - Grauer and Barber 21 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

22. Exploring Excel 2003 Revised - Grauer and Barber 22 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

23. Exploring Excel 2003 Revised - Grauer and Barber 23 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

24. Exploring Excel 2003 Revised - Grauer and Barber 24 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

25. Exploring Excel 2003 Revised - Grauer and Barber 25 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)

26. Exploring Excel 2003 Revised - Grauer and Barber 26 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

27. Exploring Excel 2003 Revised - Grauer and Barber 27 Linking A Worksheet Worksheet and embedded chart are linked into this document

28. Exploring Excel 2003 Revised - Grauer and Barber 28 Multitasking Multitasking – the ability to have more than one application open at the same time Use the taskbar to switch between open applications

29. Exploring Excel 2003 Revised - Grauer and Barber 29 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

30. Exploring Excel 2003 Revised - Grauer and Barber 30 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)

31. Exploring Excel 2003 Revised - Grauer and Barber 31 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

32. Exploring Excel 2003 Revised - Grauer and Barber 32 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

33. Exploring Excel 2003 Revised - Grauer and Barber 33 End-of-Chapter Exercises Multiple Choice Practice Exercises  Exercise 1 – Theme Park Admissions  Exercise 2 – Hotel Bookings  Exercise 3 – Flexibility in Charting  Exercise 4 – Page Break Preview  Exercise 5 – Your Next Car  Exercise 6 – Irrational Exuberance  Exercise 7 – Worksheet References

34. Exploring Excel 2003 Revised - Grauer and Barber 34 End-of-Chapter Exercises (continued) Practice Exercises (continued)  Exercise 8 – Additional Practice  Exercise 9 – A Combination Chart Mini Cases  The Convention Planner  Designer Clothing  PowerPoint Presentations  Exploded Pie Charts  The Petting Zoo  Chapter Recap – Tax Cuts and Dinner

35. Exploring Excel 2003 Revised - Grauer and Barber 35 Questions?