1. In many reports, there is usually a section that describes the demographics of the sample or population of subjects or clients who are included in the study. This section might include a narrative summary of key statistics, as well as tables and charts displaying the most crucial characteristics of the sample. The activities in this class demonstrate methods for presenting tables and charts that summarize or profile these key characteristics. The tables that we use to profile demographics will be created as Excel pivot tables. A pivot table is a dynamic tool that that produces tables that are easy to change and manipulate so that a user can look at the data in different ways. While this makes a pivot table very useful for analyzing data, it makes it awkward to chart the data. We will copy the pivot table to a static range of cells containing only formatted text. This will leave the pivot table intact in case we need to work with it. Once the pivot table has been converted to a static table, we will chart the data in the table using pie charts, bar charts, and column charts. Demographic Profiles of Agency Clients - Part 1 Demographic Profiles of Agency Clients Part 1, Slide 1Copyright © 2004, Jim Schwab, University of Texas at Austin

2. The data source is ClientDemographics.xls I have added data for 78 clients of my hypothetical agency in the file ClientDemographics.xls, which can be downloaded from a link on Class Worksheet 6. Demographic Profiles of Agency Clients Part 1, Slide 2Copyright © 2004, Jim Schwab, University of Texas at Austin

3. Save the data source file under a different name Demographic Profiles of Agency Clients Part 1, Slide 3Copyright © 2004, Jim Schwab, University of Texas at Austin We will save the source data file under a different name so that we can start over with the original data file, if needed. Save the file under the name ClientDemographicProfile.xls. We will save the source data file under a different name so that we can start over with the original data file, if needed. Save the file under the name ClientDemographicProfile.xls.

4. Change the names of the worksheets Demographic Profiles of Agency Clients Part 1, Slide 4Copyright © 2004, Jim Schwab, University of Texas at Austin We will change the name of Sheet2 to Client Profile and use this worksheet as the destination for all of our charts and tables for our demographic profile. We will change the name of Sheet3 to PivotTables and use this worksheet for the Excel pivot tables that we create.

5. Select PivotTable Report to create a tally for Sex Demographic Profiles of Agency Clients Part 1, Slide 5Copyright © 2004, Jim Schwab, University of Texas at Austin First, select any cell within the list, e.g. A1. Second, select the PivotTable and PivotChart Report command from the Data menu to open the PivotTable and PivotChart Wizard dialog box. If we are interested in tallying how many cases fall into each category of a variable, we can create a pivot table that gives us this information.

6. Step 1: verify the source of data and kind of report Demographic Profiles of Agency Clients Part 1, Slide 6Copyright © 2004, Jim Schwab, University of Texas at Austin Click on the Next button. On step 1 of the PivotTable and PivotChart Wizard, we indicate the source of the data for the report and indicate what type of report we want to produce. Since the data for the table is in a Excel list from which we want to create a PivotTable, we accept the default data source and Kind of report to create.

7. Step 2: verify the location of the data for the table Excel shows the range as the entire list, including the row for the headers, A1 through D79. Selecting the entire table will enables us to choose to include any field in the list when we are laying out the structure of the table. Since the address of the list is the correct data source, click on the Next button to go to Step 3. Demographic Profiles of Agency Clients Part 1, Slide 7Copyright © 2004, Jim Schwab, University of Texas at Austin On step 2 of the PivotTable and PivotChart Wizard, we indicate the location of the data for the report.

8. Step 3: locate the table on a new worksheet We want to put all the pivot tables we create on the one worksheet named PivotTables, so we click on the Existing worksheet option button. Finally, click on the Finish button to complete the table. In the text box, we type the worksheet name and cell for the upper left corner of the pivot table, PivotTables!A1. Demographic Profiles of Agency Clients Part 1, Slide 8Copyright © 2004, Jim Schwab, University of Texas at Austin On step 3 of the PivotTable and PivotChart Wizard, we indicate the destination worksheet for our table and the cell where the upper left corner of the table will be positioned.

9. Adding sex to the table as the row variable - 1 Demographic Profiles of Agency Clients Part 1, Slide 9Copyright © 2004, Jim Schwab, University of Texas at Austin Click on the variable Sex in the Pivot Table Field List as the field that we want to add to the table. When we finish with the pivot table wizard, Excel creates a layout template on the worksheet that we specified for the report. We create the contents of the pivot table by dropping fields from our lists on the template. We want to create a frequency table for sex. The first column of the table will contain the categories of sex and the second will contain the number of cases in each category.

10. Adding sex to the table as the row variable - 2 Hold the mouse button down on the icon by the Sex variable, drag the icon to the left and drop it on the section of the table marked Drop Row Fields Here. Demographic Profiles of Agency Clients Part 1, Slide 10Copyright © 2004, Jim Schwab, University of Texas at Austin

11. Adding sex to the table as the row variable - 3 When Sex as dropped as a row variable, Excel updated the pivot table, using the variable name as a header for the row variable, listing each category as a row in the table, and including grand total as the last row in the table. Demographic Profiles of Agency Clients Part 1, Slide 11Copyright © 2004, Jim Schwab, University of Texas at Austin

12. Adding sex to the table as the data item - 1 Since we want a tally of the different categories of sex, we add sex to the table as a data item as well as the row variable. Click on the variable Sex in the Pivot Table Field List as the field that we want to add to the table. Since we want a tally of the different categories of sex, we add sex to the table as a data item as well as the row variable. Click on the variable Sex in the Pivot Table Field List as the field that we want to add to the table. Demographic Profiles of Agency Clients Part 1, Slide 12Copyright © 2004, Jim Schwab, University of Texas at Austin

13. Adding sex to the table as the data item - 2 Hold the mouse button down on the icon by the Sex variable, drag the icon to the left and drop it on the section of the table marked Drop Data Items Here. Demographic Profiles of Agency Clients Part 1, Slide 13Copyright © 2004, Jim Schwab, University of Texas at Austin

14. The complete table showing a breakdown of sex When Sex was dropped as a data item, Excel updated the pivot table, and added Count of Sex to the table. The statistic, Count of Sex, is shown in cell A1 in the row above the row variable. The counts for each category are shown in the column to the right of the row categories. This is the basic one variable pivot table. It tells us how many subjects were in each category of sex. Demographic Profiles of Agency Clients Part 1, Slide 14Copyright © 2004, Jim Schwab, University of Texas at Austin

15. Copy the table to the client profile worksheet We copy the pivot table to the worksheet for tables and charts, converting it from a pivot table to static text along the way. First, select the cells of the table, A2 through B5. Second, click on the Copy tool button to copy the table to the clipboard. Fourth, click on the Paste tool button to put the clipboard copy of the table on the worksheet. Demographic Profiles of Agency Clients Part 1, Slide 15Copyright © 2004, Jim Schwab, University of Texas at Austin Third, navigate to the Client Profile worksheet and select cell A2.

16. Add a title and improve formatting of the table First, autofit column A so that the letters in Grand Total are fully visible. Second, type a title for the table Breakdown by Sex into cell A1 above the table, and bold the font for the title. Demographic Profiles of Agency Clients Part 1, Slide 16Copyright © 2004, Jim Schwab, University of Texas at Austin

17. Create a pie chart for breakdown by sex Demographic Profiles of Agency Clients Part 1, Slide 17Copyright © 2004, Jim Schwab, University of Texas at Austin First, select the data for the chart, cells A3 through B4. Second, open the Chart tool bar and select the Pie Chart as the type of chart to create. After the basic pie chart has been created, close the Chart tool bar. We want a chart to accompany the table so that we can select the one that will be more effective in our presentation.

18. Position and resize the chart Demographic Profiles of Agency Clients Part 1, Slide 18Copyright © 2004, Jim Schwab, University of Texas at Austin Move the chart so that its top is even with the table and its left border is adjacent to the tables right border. Resize the chart on the worksheet by dragging its handles.

19. Remove the legend from the chart Demographic Profiles of Agency Clients Part 1, Slide 19Copyright © 2004, Jim Schwab, University of Texas at Austin To remove the legend from a chart, right click on the legend and select Clear from the popup menu. We will label the slices of the pie chart, so we do not need the legend.

20. Adding data labels to the pie slices Open the Format Data Series dialog box by right clicking on the plot area which contains the pie and selecting the Format Data Series command from the popup menu. In the Format Data Series dialog box, mark the Category name and Percentage check boxes on the Data Labels tab. Open the Format Data Series dialog box by right clicking on the plot area which contains the pie and selecting the Format Data Series command from the popup menu. In the Format Data Series dialog box, mark the Category name and Percentage check boxes on the Data Labels tab. Demographic Profiles of Agency Clients Part 1, Slide 20Copyright © 2004, Jim Schwab, University of Texas at Austin When the data labels are added the size of the pie decreases.

21. Format the font for the data labels Demographic Profiles of Agency Clients Part 1, Slide 21Copyright © 2004, Jim Schwab, University of Texas at Austin Format the data labels so that they are displayed in 8 point, Arial Bold. Since Excel re-scales the chart every time we change a part of it, we will reduce the size of the font for the data labels and see if this results in a better size pie.

22. Add a title to the chart Right click on the chart and select Chart Options from the popup menu. On the Titles tab, type Breakdown by Sex in the Chart Title text box. Right click on the chart and select Chart Options from the popup menu. On the Titles tab, type Breakdown by Sex in the Chart Title text box. Demographic Profiles of Agency Clients Part 1, Slide 22Copyright © 2004, Jim Schwab, University of Texas at Austin

23. Reduce the size of the title font Select the chart title, if necessary, and reduce the size of the text to 14 point Bold Arial. Demographic Profiles of Agency Clients Part 1, Slide 23Copyright © 2004, Jim Schwab, University of Texas at Austin

24. Resizing the plot area Demographic Profiles of Agency Clients Part 1, Slide 24Copyright © 2004, Jim Schwab, University of Texas at Austin Excel had resized the pie smaller than desired. We can enlarge the plot area by holding the mouse button down over the upper left handle and dragging upward, to the left. When the size of the plot area is increased, the pie is no longer centered on the chart. Center the pie on the chart by holding down the mouse button and drag the plot area down and to the left. When the size of the plot area is increased, the pie is no longer centered on the chart. Center the pie on the chart by holding down the mouse button and drag the plot area down and to the left.

25. Format the font for the data labels again When we resized the plot area, the font for the data labels was made too small by Excel. Format the data labels so that they are displayed in 8 point, Arial Bold. Demographic Profiles of Agency Clients Part 1, Slide 25Copyright © 2004, Jim Schwab, University of Texas at Austin

26. Add free text to chart to indicate the number of cases Since the pie chart only shows percentages in each category, we add a text box below the chart title to indicate the total number of cases represented by the pie chart in the format (n = 78). Activate the drawing tool, if necessary, and click on the Text Box tool button. Click the insertion point under the title and type (n = 78). Format the text as 9 point Arial Bold. Center the text box under the title as needed. Activate the drawing tool, if necessary, and click on the Text Box tool button. Click the insertion point under the title and type (n = 78). Format the text as 9 point Arial Bold. Center the text box under the title as needed. Demographic Profiles of Agency Clients Part 1, Slide 26Copyright © 2004, Jim Schwab, University of Texas at Austin

27. Add a discussion text box at the base of the chart To add a discussion text box for the pie chart, click on the Text Box tool button and click an insertion point at the base of the chart. Type the text: There are a few more boys than girls in the program. Resize the text box so that it has the same width as the chart. Format the font to 10 point Arial, and fill the background of the text box with White if the grid lines show through the text box. To add a discussion text box for the pie chart, click on the Text Box tool button and click an insertion point at the base of the chart. Type the text: There are a few more boys than girls in the program. Resize the text box so that it has the same width as the chart. Format the font to 10 point Arial, and fill the background of the text box with White if the grid lines show through the text box. The table and chart for the Breakdown by Sex are now complete. Demographic Profiles of Agency Clients Part 1, Slide 27Copyright © 2004, Jim Schwab, University of Texas at Austin

28. A table and chart for age Demographic Profiles of Agency Clients Part 1, Slide 28Copyright © 2004, Jim Schwab, University of Texas at Austin The next demographic variable that we want to portray with a table and chart is age. Age can be more complicated to present because there are usually a large range of ages for the people in the data set. To keep the number of pie slices or bars at a manageable number, we tally age ranges instead of individual age values. Though the age range in my list is limited because we are only dealing with children, we will still use age ranges to demonstrate the technique. Our table will use the age ranges: 10 - 11, 12 - 13, 14 - 15, and 16 - 17. While we could use a pie chart to represent the age breakdown, we will use a bar chart to demonstrate the different technique. In addition, we will calculate the average age and present it as additional information on the chart.

29. Select PivotTable Report to create a tally for Age First, select any cell within the list, e.g. A1. Second, select the PivotTable and PivotChart Report command from the Data menu to open the PivotTable and PivotChart Wizard dialog box. If we are interested in tallying how many cases fall into each category of a variable, we can create a pivot table that gives us this information. Demographic Profiles of Agency Clients Part 1, Slide 29Copyright © 2004, Jim Schwab, University of Texas at Austin

30. Step 1: verify the source of data and kind of report Demographic Profiles of Agency Clients Part 1, Slide 30Copyright © 2004, Jim Schwab, University of Texas at Austin Click on the Next button. On step 1 of the PivotTable and PivotChart Wizard, we indicate the source of the data for the report and indicate what type of report we want to produce. Since the data for the table is in a Excel list from which we want to create a PivotTable, we accept the default data source and Kind of report to create.

31. Step 2: verify the location of the data for the table Demographic Profiles of Agency Clients Part 1, Slide 31Copyright © 2004, Jim Schwab, University of Texas at Austin Excel shows the range as the entire list, including the row for the headers, A1 through D79. Selecting the entire table will enables us to choose to include any field in the list when we are laying out the structure of the table. Since the address of the list is the correct data source, click on the Next button to go to Step 3. On step 2 of the PivotTable and PivotChart Wizard, we indicate the location of the data for the report.

32. Step 2: choose to use the same source data - 1 Demographic Profiles of Agency Clients Part 1, Slide 32Copyright © 2004, Jim Schwab, University of Texas at Austin Excel created its own copy of the data used for the first pivot table. We can use that source if we choose so we do not make a second internal copy of the data. Making duplicate copies of the data increases the size of the application when save on disk. Click on the Yes button to reuse the source data.

33. Step 2: choose to use the same source data - 2 Demographic Profiles of Agency Clients Part 1, Slide 33Copyright © 2004, Jim Schwab, University of Texas at Austin Click on the Next button to reuse the source data for pivot table 1 and go to Step 3. Since we have only one pivot table source to choose from, the choice is simple. As we include more tables, we will see more choices, but we will continue to select the first pivot table as our choice.

34. Step 3: locate the table on a new worksheet We want to put all the pivot tables we create on the one worksheet named PivotTables, so we click on the Existing worksheet option button. Finally, click on the Finish button to complete the table. In the text box, we type the worksheet name and cell for the upper left corner of the pivot table, PivotTables!A8. Demographic Profiles of Agency Clients Part 1, Slide 34Copyright © 2004, Jim Schwab, University of Texas at Austin On step 3 of the PivotTable and PivotChart Wizard, we indicate the destination worksheet for our table and the cell where the upper left corner of the table will be positioned.

35. Adding age to the table as the row variable - 1 Hold the mouse button down on the icon by the Age variable, drag the icon to the left and drop it on the section of the table marked Drop Row Fields Here. Demographic Profiles of Agency Clients Part 1, Slide 35Copyright © 2004, Jim Schwab, University of Texas at Austin When we finish with the pivot table wizard, Excel creates a layout template on the worksheet that we specified for the report. We create the contents of the pivot table by dropping fields from our lists on the template.

36. Adding age to the table as the row variable - 2 When Age was dropped as a row variable, Excel updated the pivot table, using the variable name as a header for the row variable, each category as a row in the table, and including grand total as the last row in the table. Demographic Profiles of Agency Clients Part 1, Slide 36Copyright © 2004, Jim Schwab, University of Texas at Austin

37. Adding age to the table as the data item Hold the mouse button down on the icon by the Age variable, drag the icon to the left and drop it on the section of the table marked Drop Data Items Here. Since we want a tally of the different categories of age we add age to the table as a data item as well as the row variable. Demographic Profiles of Agency Clients Part 1, Slide 37Copyright © 2004, Jim Schwab, University of Texas at Austin

38. Pivot table showing sum of age instead of count When Age was dropped as a data item, Excel updated the pivot table, and added Sum of Age to the table instead of Count of Age. When Excel sees that a variable has numerous categories, it assumes you want to sum the values rather than count them. Since we really do want the count, we select cell A8, which contains Sum of Age, and click on the Field Setting tool button on the PivotTable tool bar. This will open the PivotTable Field dialog box, which provides options for changing the display of the field. Since we really do want the count, we select cell A8, which contains Sum of Age, and click on the Field Setting tool button on the PivotTable tool bar. This will open the PivotTable Field dialog box, which provides options for changing the display of the field. Demographic Profiles of Agency Clients Part 1, Slide 38Copyright © 2004, Jim Schwab, University of Texas at Austin

39. Choosing to count age instead of summing age In the PivotTable Field dialog box, select Count from the Summarize by list. Excel changes the Name of the field to Count of Age instead of Sum of Age. In the PivotTable Field dialog box, select Count from the Summarize by list. Excel changes the Name of the field to Count of Age instead of Sum of Age. Click on the OK button to apply the change. Demographic Profiles of Agency Clients Part 1, Slide 39Copyright © 2004, Jim Schwab, University of Texas at Austin

40. The pivot table with the count for each age The pivot table for age now shows the count for each of the ages in the list. Demographic Profiles of Agency Clients Part 1, Slide 40Copyright © 2004, Jim Schwab, University of Texas at Austin

41. Grouping the ages To reduce the number of categories for age, we will group the ages into two year intervals starting at age 10, the lowest age accepted by my program. The intervals will be: 10-11, 12-13, 14-15, and 16-17. Excel supports grouping ranges of numeric data provided the ranges all contain the same size intervals. To open the Grouping dialog box, select Group and Show Detail > Group from the PivotTable drop down menu on the PivotTable toolbar. Excel supports grouping ranges of numeric data provided the ranges all contain the same size intervals. To open the Grouping dialog box, select Group and Show Detail > Group from the PivotTable drop down menu on the PivotTable toolbar. Demographic Profiles of Agency Clients Part 1, Slide 41Copyright © 2004, Jim Schwab, University of Texas at Austin

42. The grouping dialog box The default grouping for Excel is to put all of the ages in a single group. Since this is not what we want, we will change the default, or auto, values. Since I want my first interval to start at 10, the change the Starting at value to 10. Since 17 is the upper bound for the last interval I want, there is no need to change the Ending at value. I want my intervals to contain 2 years each, so I change the By value to 2. When I have made the changes, I click on the OK button to apply them to the table. Demographic Profiles of Agency Clients Part 1, Slide 42Copyright © 2004, Jim Schwab, University of Texas at Austin

43. The pivot table with grouped ages Excel created the groupings I wanted for the ages of the children in my list. At the same time, it adjusted the number of cases in each interval to produce the correct count. Excel created the groupings I wanted for the ages of the children in my list. At the same time, it adjusted the number of cases in each interval to produce the correct count. To restore the table to its ungrouped state, select Group and Show Detail > Ungroup from the PivotTable drop down menu on the PivotTable toolbar. Demographic Profiles of Agency Clients Part 1, Slide 43Copyright © 2004, Jim Schwab, University of Texas at Austin

44. Copy the age table to the client profile worksheet First, select the cells of the table, A9 through B14. Second, click on the Copy tool button to copy the table to the clipboard. Demographic Profiles of Agency Clients Part 1, Slide 44Copyright © 2004, Jim Schwab, University of Texas at Austin We copy the pivot table to the worksheet for tables and charts, converting it from a pivot table to static text along the way. Third, navigate to the Client Profile worksheet and select cell A19. Fourth, click on the Paste tool button to put the clipboard copy of the table on the worksheet.

45. Add a title and improve formatting of the table First, increase the width of column A if necessary, so that the letters in Grand Total are fully visible. Do not autofit the column because the title of the first table Breakdown by Sex will cause an autofitted column A to be too wide. Second, type a title for the table Breakdown by Age into cell A18 above the table, and bold the font for the title. Demographic Profiles of Agency Clients Part 1, Slide 45Copyright © 2004, Jim Schwab, University of Texas at Austin

46. Add the average age beneath the table We want to make the average age of all children available for possible use in a presentation. We use the Average function to compute the average value for the ages in column B on the Demographics worksheet. We can refer to the entire column B of our list as DemoGraphics!B:B. First, select cell A25 and type Average Age. Second, select cell B25 and type =Average(Demographics!B:B) When the Enter key is pressed to complete the cell, the average age appears in cell B25. Second, select cell B25 and type =Average(Demographics!B:B) When the Enter key is pressed to complete the cell, the average age appears in cell B25. Demographic Profiles of Agency Clients Part 1, Slide 46Copyright © 2004, Jim Schwab, University of Texas at Austin

47. Reduce the number of decimal places in average age There are excessive decimal places in the computed average age. With cell B25 selected, click on the Decrease Decimals tool button on the Formatting tool bar enough times to decrease the visible decimal places to one. Demographic Profiles of Agency Clients Part 1, Slide 47Copyright © 2004, Jim Schwab, University of Texas at Austin

48. Compute decimal fractions for each age range Demographic Profiles of Agency Clients Part 1, Slide 48Copyright © 2004, Jim Schwab, University of Texas at Austin While Excel will calculate percentages for pie charts, we must compute them ourselves for column and bar charts. We first compute the decimal fractions and then format them as percentages. Divide the number of clients in each of the age range categories by the total number of clients. In cell C20, enter the formula: =B20/B24. In cell C21, enter the formula: =B21/B24. In cell C22, enter the formula: =B22/B24. In cell C23, enter the formula: =B23/B24. In cell C21, enter the formula: =B21/B24. In cell C22, enter the formula: =B22/B24. In cell C23, enter the formula: =B23/B24.

49. Using autosum function to add up decimal fractions To add up the decimal fractions for the age ranges, we use the Sum function from the AutoSum tool button. First, select cell C24 as the destination for the Sum function. Second, select Sum from the AutoSum tool button. Demographic Profiles of Agency Clients Part 1, Slide 49Copyright © 2004, Jim Schwab, University of Texas at Austin

50. The autosum function indicates the range it will sum The AutoSum function does not complete its work immediately. Rather, it displays the function with the range of cells that it will add up. If the range is incorrect, edit the function in the formula bar. If the range is correct (as it is in this example), press the Enter key to complete the function. The AutoSum function does not complete its work immediately. Rather, it displays the function with the range of cells that it will add up. If the range is incorrect, edit the function in the formula bar. If the range is correct (as it is in this example), press the Enter key to complete the function. Demographic Profiles of Agency Clients Part 1, Slide 50Copyright © 2004, Jim Schwab, University of Texas at Austin

51. The results of the autosum function When the AutoSum function is finished, the total will appear in the destination cell. Note: the sum of the percentages for all the rows in our tables should always equal 1, or 100%, unless there is a rounding error. When the AutoSum function is finished, the total will appear in the destination cell. Note: the sum of the percentages for all the rows in our tables should always equal 1, or 100%, unless there is a rounding error. Demographic Profiles of Agency Clients Part 1, Slide 51Copyright © 2004, Jim Schwab, University of Texas at Austin

52. Format the decimal fractions and sum as percentages We will format the decimal fractions and their sum as percentages by clicking on the Percent Style tool button. First, select cells C20 through C24 which contain the decimal fractions for the age ranges. Second, click on the Percent Style tool button to format the cells as percentages. Demographic Profiles of Agency Clients Part 1, Slide 52Copyright © 2004, Jim Schwab, University of Texas at Austin

53. Add a header for the percentage column to the table Demographic Profiles of Agency Clients Part 1, Slide 53Copyright © 2004, Jim Schwab, University of Texas at Austin Select cell C19 and type Percent as the title for column C. We want the column of percentages to appear like the other columns in the table for age, so we add a header, borders, and similar alignments.

54. Put borders around the percentaged data Demographic Profiles of Agency Clients Part 1, Slide 54Copyright © 2004, Jim Schwab, University of Texas at Austin To match the pattern of the borders created by the pivot table, we add a border around the column label, the percentages, and the total percentage. Select cell C19, C20:C23, and C24, and click on the Borders tool button. Choose the Outside Borders style.

55. Center the column headers Demographic Profiles of Agency Clients Part 1, Slide 55Copyright © 2004, Jim Schwab, University of Texas at Austin Select the cells A19 through C19 which contain the table headers, and click on the Center tool button. The column headers can stand our a little better if we change their cell alignment from left justified to centered.

56. Create a bar chart for breakdown by age First, select the data for the chart, cells A20 through A23 and C20 through C23. Second, open the Chart tool bar and select the Bar Chart as the type of chart to create. After the basic bar chart has been created, close the Chart tool bar. Demographic Profiles of Agency Clients Part 1, Slide 56Copyright © 2004, Jim Schwab, University of Texas at Austin We want to create a bar chart that displays the relative frequencies of the different age groups.

57. Position and resize the chart Demographic Profiles of Agency Clients Part 1, Slide 57Copyright © 2004, Jim Schwab, University of Texas at Austin Move the chart so that its top, left corner is in the upper left corner of cell D18. Resize the chart on the worksheet by dragging its handles.

58. Remove the legend from the chart To remove the legend from a chart, right click on the legend and select Clear from the popup menu. Demographic Profiles of Agency Clients Part 1, Slide 58Copyright © 2004, Jim Schwab, University of Texas at Austin We will add values as data labels to the bars of the chart, so we do not need the legend, which does not really contain any useful information on its own.

59. Adding data labels to the bars To add data labels, double click on a bar to open the Format Data Series dialog box, and mark the check box for Value on the Data Labels tab. Demographic Profiles of Agency Clients Part 1, Slide 59Copyright © 2004, Jim Schwab, University of Texas at Austin

60. Add a title to the chart Right click on the chart and select Chart Options from the popup menu. On the Titles tab, type Breakdown by Age in the Chart Title text box. Right click on the chart and select Chart Options from the popup menu. On the Titles tab, type Breakdown by Age in the Chart Title text box. Demographic Profiles of Agency Clients Part 1, Slide 60Copyright © 2004, Jim Schwab, University of Texas at Austin

61. Add a title to the category axis Demographic Profiles of Agency Clients Part 1, Slide 61Copyright © 2004, Jim Schwab, University of Texas at Austin Right click on the chart and select Chart Options from the popup menu. On the Titles tab, type Age Ranges in the Category (X) axis text box. Right click on the chart and select Chart Options from the popup menu. On the Titles tab, type Age Ranges in the Category (X) axis text box. It may not be really clear what the numbers on the vertical axis (16-17, 14-15, etc.) really stand for, so we will add at title for the axis.

62. Reduce the size of the title font Select the chart title and reduce the size of the text to 14 point Bold Arial. Demographic Profiles of Agency Clients Part 1, Slide 62Copyright © 2004, Jim Schwab, University of Texas at Austin

63. Format the font for the data labels and axes Format the data labels and the labels on both axes so that they are displayed in 8 point, Arial Bold. Demographic Profiles of Agency Clients Part 1, Slide 63Copyright © 2004, Jim Schwab, University of Texas at Austin

64. Clear the plot area background color and grid lines Right click on the Plot Area of the bar chart and select Clear from the popup menu. This will clear the gray background color from the plot area. Right click on a grid line and select Clear from the popup menu. This will clear the grid lines from the plot area. Right click on the Plot Area of the bar chart and select Clear from the popup menu. This will clear the gray background color from the plot area. Right click on a grid line and select Clear from the popup menu. This will clear the grid lines from the plot area. Demographic Profiles of Agency Clients Part 1, Slide 64Copyright © 2004, Jim Schwab, University of Texas at Austin

65. Reverse the order of the category axis Reverse the order of the category (vertical) axis so that the order of the categories matches the data table used to create the chart. The youngest age group should be at the top of the axis, and the oldest age group should be at the bottom of the axis. Demographic Profiles of Agency Clients Part 1, Slide 65Copyright © 2004, Jim Schwab, University of Texas at Austin

66. Re-scale the value axis to go from 0% to 100% Excel will fit the chart to the largest percentage in the data set, 33%. We will force it to go to 100% so that percentage charts can be compared. Double click on the value axis and change the maximum scale value to 1.0 for 100%, and the major unit to 0.25 for 25% increments on the axis. Excel will fit the chart to the largest percentage in the data set, 33%. We will force it to go to 100% so that percentage charts can be compared. Double click on the value axis and change the maximum scale value to 1.0 for 100%, and the major unit to 0.25 for 25% increments on the axis. Demographic Profiles of Agency Clients Part 1, Slide 66Copyright © 2004, Jim Schwab, University of Texas at Austin

67. Increase the width of the bars To increase the width of the bars, double click on a bar, and click the down arrow on the Gap width spinner on the Options tab until the gap width equals 50. Reducing the gap will increase the width of the bar. Demographic Profiles of Agency Clients Part 1, Slide 67Copyright © 2004, Jim Schwab, University of Texas at Austin

68. Add free text to chart to indicate the number of cases We can improve the information in the chart by including the average age and the number of cases represented by the chart. Activate the drawing tool, if necessary, and click on the Text Box tool button. Click the insertion point under the title and type (average = 14.1, n = 78). Format the text as 9 point Arial Bold. Center the text box under the title as needed. Activate the drawing tool, if necessary, and click on the Text Box tool button. Click the insertion point under the title and type (average = 14.1, n = 78). Format the text as 9 point Arial Bold. Center the text box under the title as needed. Demographic Profiles of Agency Clients Part 1, Slide 68Copyright © 2004, Jim Schwab, University of Texas at Austin

69. Add a discussion text box at the base of the chart To add a discussion text box for the bar chart, click on the Text Box tool button and click an insertion point at the base of the chart. Type the text: About two-thirds of the children were age 14 or older. Resize the text box so that it has the same width as the chart. Format the font to 10 point Arial, and fill the background of the text box with White if the grid lines show through the text box. To add a discussion text box for the bar chart, click on the Text Box tool button and click an insertion point at the base of the chart. Type the text: About two-thirds of the children were age 14 or older. Resize the text box so that it has the same width as the chart. Format the font to 10 point Arial, and fill the background of the text box with White if the grid lines show through the text box. The table and chart for the Breakdown by Sex are now complete. Demographic Profiles of Agency Clients Part 1, Slide 69Copyright © 2004, Jim Schwab, University of Texas at Austin