1. Demographic Profiles of Agency Clients - Part 2 Next, we will create a table and a column chart for the conservator field in my database. Because we are creating a column chart, Excel will not compute the percentages for each column as it does for a pie chart. When we created the chart for age, we calculated the percentages with Excel formulas. For the table on conservators, we will create percentages as part of the pivot table, using two copies of the same variable in the data area of the pivot table. The first instance of the variable will be displayed as the count of cases in the category. The second instance of the variable will be display as the percent of the cases in each category of the column of values. We will use the data from the pivot table to create a column chart for conservator, though we could just as easily have created a bar chart. This tutorial builds on Profiling the Demographic Characteristics of Agency Clients - Part 1, using the same data file as the source (ClientDemographics.xls) and assuming that the tables and charts created in part 1 have been saved to the workbook ClientDemographicProfile.xls. Demographic Profiles of Agency Clients Part 2, Slide 1Copyright © 2004, Jim Schwab, University of Texas at Austin

2. Select PivotTable Report for Conservator Demographic Profiles of Agency Clients Part 2, Slide 2Copyright © 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.

3. Step 1: verify the source of data and kind of report Demographic Profiles of Agency Clients Part 2, Slide 3Copyright © 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.

4. Step 2: verify the location of the data for the table Since the list is the 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. Demographic Profiles of Agency Clients Part 2, Slide 4Copyright © 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 enable us to choose to include any field in the list when we are laying out the structure of the table.

5. Step 2: choose to use the same source data - 1 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 which would increase the size of the application. Click on the Yes button to reuse the source data. Demographic Profiles of Agency Clients Part 2, Slide 5Copyright © 2004, Jim Schwab, University of Texas at Austin

6. Step 2: choose to use the same source data - 2 Since the first pivot table we created contains the original copy of the data, we choose it. Click on the Next button to reuse the source data for pivot table 1 and go to Step 3. Demographic Profiles of Agency Clients Part 2, Slide 6Copyright © 2004, Jim Schwab, University of Texas at Austin

7. 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!A18. Demographic Profiles of Agency Clients Part 2, Slide 7Copyright © 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.

8. Adding conservator to the table as the row variable Hold the mouse button down on the icon by the Conservator variable, drag the icon to the left and drop it on the section of the table marked Drop Row Fields Here. 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. Demographic Profiles of Agency Clients Part 2, Slide 8Copyright © 2004, Jim Schwab, University of Texas at Austin

9. Adding conservator to the table as the data item Hold the mouse button down on the icon by the Conservator 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 2, Slide 9Copyright © 2004, Jim Schwab, University of Texas at Austin

10. Adding conservator as the data item a second time Hold the mouse button down on the icon by the Conservator variable, drag the icon to the left and drop it on the cells containing the count for each conservator category. We will use a second copy of conservator for the data to use in calculating percentages. Demographic Profiles of Agency Clients Part 2, Slide 10Copyright © 2004, Jim Schwab, University of Texas at Austin

11. Converting the data rows to data columns In the data area of the table, we now have Count of Conservator on one row and Count of Conservator2 on a second row. My preference is that these two data item be side by side in columns rather than in consecutive rows. First, select cell B18, which contains the button for displaying the two variables. Second, select Order > Move to Column from the PivotTable drop down menu on the PivotTable tool bar. Demographic Profiles of Agency Clients Part 2, Slide 11Copyright © 2004, Jim Schwab, University of Texas at Austin

12. Change the data for conservator2 to percent We want to change the display of data for conservator2 from the numeric count to percentages. First, right click on cell C19 that contains Count of Conservator2. Second, select Field Settings from the popup menu. Demographic Profiles of Agency Clients Part 2, Slide 12Copyright © 2004, Jim Schwab, University of Texas at Austin

13. Expand the options for the conservator field In the PivotTable Field dialog box, we click on the Options button to expand the dialog box so that it displays additional choices for displaying the data. Demographic Profiles of Agency Clients Part 2, Slide 13Copyright © 2004, Jim Schwab, University of Texas at Austin

14. Show data as percent of column In the Show data as drop down menu, select % of column as the display for this column. This will calculate the percentage of the total for each cell in the Count of Conservator2 column. Demographic Profiles of Agency Clients Part 2, Slide 14Copyright © 2004, Jim Schwab, University of Texas at Austin

15. Apply the change in data display Click on the OK button to apply the percentage display changes to the column, Count of Conservator2. Demographic Profiles of Agency Clients Part 2, Slide 15Copyright © 2004, Jim Schwab, University of Texas at Austin

16. Copy the table to the clipboard The second conservator field now contains percentages, which is what we wanted to accomplish. We will copy the table to the Client Profile worksheet before improving the formatting of the table. First, select the cells of the table, A19 through C23. Second, click on the Copy tool button to copy the table to the clipboard. Demographic Profiles of Agency Clients Part 2, Slide 16Copyright © 2004, Jim Schwab, University of Texas at Austin

17. Copy the clipboard table to the client profile worksheet Second, click on the Paste tool button to put the clipboard copy of the table on the worksheet. First, navigate to the Client Profile worksheet and select cell A35. Demographic Profiles of Agency Clients Part 2, Slide 17Copyright © 2004, Jim Schwab, University of Texas at Austin

18. Add a title and improve formatting of the table First, increase the width of column A to 160 pixels so that the letters in the conservator names are fully visible. Second, type a title for the table Breakdown by Conservator into cell A34 above the table, and bold the font for the title. Third, reduce the decimal places in the percentages by clicking on the Decrease Decimals tool button. Fourth, change the column label Count of Conservator to Count and change the column label Count of Conservator2 to Percent. Demographic Profiles of Agency Clients Part 2, Slide 18Copyright © 2004, Jim Schwab, University of Texas at Austin

19. Create a column chart for breakdown by conservator First, select the data for the chart, cells A36 through A38 and C36 through C38. Second, open the Chart tool bar and select the Column Chart as the type of chart to create. After the basic column chart has been created, close the Chart tool bar. Demographic Profiles of Agency Clients Part 2, Slide 19Copyright © 2004, Jim Schwab, University of Texas at Austin

20. Position and resize the chart Move the chart so that its top, left corner is in the upper left corner of cell D34. Resize the chart on the worksheet by dragging its handles. Demographic Profiles of Agency Clients Part 2, Slide 20Copyright © 2004, Jim Schwab, University of Texas at Austin

21. 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. The legend does not really contain any useful information, so we will delete it. Demographic Profiles of Agency Clients Part 2, Slide 21Copyright © 2004, Jim Schwab, University of Texas at Austin

22. Adding data labels to the bars To add data labels, double click on a column to open the Format Data Series dialog box, and mark the check box for Value on the Data Labels tab to add the percent to the top of each bar. Demographic Profiles of Agency Clients Part 2, Slide 22Copyright © 2004, Jim Schwab, University of Texas at Austin

23. 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 Conservator 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 Conservator in the Chart Title text box. Demographic Profiles of Agency Clients Part 2, Slide 23Copyright © 2004, Jim Schwab, University of Texas at Austin

24. 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 2, Slide 24Copyright © 2004, Jim Schwab, University of Texas at Austin

25. 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 2, Slide 25Copyright © 2004, Jim Schwab, University of Texas at Austin

26. 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 2, Slide 26Copyright © 2004, Jim Schwab, University of Texas at Austin

27. Re-scale the value axis to go from 0% to 100% Excel will fit the chart to the largest percentage in the data set, 54%. 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, 54%. 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 2, Slide 27Copyright © 2004, Jim Schwab, University of Texas at Austin

28. Add free text to chart to indicate the number of cases We can improve the information in the chart by including 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 (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 2, Slide 28Copyright © 2004, Jim Schwab, University of Texas at Austin

29. 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: Slightly more than half of the children are in the conservatorship of child welfare. 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: Slightly more than half of the children are in the conservatorship of child welfare. 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 Conservator are now complete. Demographic Profiles of Agency Clients Part 2, Slide 29Copyright © 2004, Jim Schwab, University of Texas at Austin

30. There are times when we want to display cumulative counts and percents for a variable. In cumulative counts or percents, each category represents the number that fell in that category plus all previous categories. In this example, we will look at cumulative prior days in care, for which each category starts a 0 days through the upper bound for that category. The Excel pivot table has an option for a field to compute a running total, which is the same as a cumulative count. To display the pattern of the data, we will use a column chart, though I could use a line chart because the horizontal axis is based on the dimension of time. However, since line charts are used to display change over time, I will opt for the column chart. A cumulative table and chart for prior days in care Demographic Profiles of Agency Clients Part 2, Slide 30Copyright © 2004, Jim Schwab, University of Texas at Austin

31. Select PivotTable Report to create a tally for prior days 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 2, Slide 31Copyright © 2004, Jim Schwab, University of Texas at Austin

32. Step 1: verify the source of data and kind of report Demographic Profiles of Agency Clients Part 2, Slide 32Copyright © 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.

33. Step 2: verify the location of the data for the table Since the list is the 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. Demographic Profiles of Agency Clients Part 2, Slide 33Copyright © 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 enable us to choose to include any field in the list when we are laying out the structure of the table.

34. Step 2: choose to use the same source data 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 which would increase the size of the application. Click on the Yes button to reuse the source data. Demographic Profiles of Agency Clients Part 2, Slide 34Copyright © 2004, Jim Schwab, University of Texas at Austin

35. Step 2: choose to use the same source data Since the first pivot table we created contains the original copy of the data, we choose it. Click on the Next button to reuse the source data for pivot table 1 and go to Step 3. Demographic Profiles of Agency Clients Part 2, Slide 35Copyright © 2004, Jim Schwab, University of Texas at Austin

36. 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!A27. Demographic Profiles of Agency Clients Part 2, Slide 36Copyright © 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.

37. Adding prior days to the table as the row variable - 1 Hold the mouse button down on the icon by the Prior days in care variable, drag the icon to the left and drop it on the section of the table marked Drop Row Fields Here. 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. Demographic Profiles of Agency Clients Part 2, Slide 37Copyright © 2004, Jim Schwab, University of Texas at Austin

38. Adding prior days to the table as the row variable - 2 When Prior days in care 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. If we scan down the rows, we will see that there are 72 different values for prior days in care. Clearly, we will need to collapse the categories. When Prior days in care 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. If we scan down the rows, we will see that there are 72 different values for prior days in care. Clearly, we will need to collapse the categories. Demographic Profiles of Agency Clients Part 2, Slide 38Copyright © 2004, Jim Schwab, University of Texas at Austin

39. Adding prior days to the table as the data item Hold the mouse button down on the icon by the Prior days in care 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 prior days in care we add Prior days in care to the table as a data item as well as the row variable. Demographic Profiles of Agency Clients Part 2, Slide 39Copyright © 2004, Jim Schwab, University of Texas at Austin

40. Pivot table showing sum of prior days instead of count When Prior days in care was dropped as a data item, Excel updated the pivot table, and added Sum of Prior days in care to the table instead of Count of Prior days in care. 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 A27 which contains Sum of Prior days in care, and click on the Field Setting tool button on the PivotTable tool bar. Demographic Profiles of Agency Clients Part 2, Slide 40Copyright © 2004, Jim Schwab, University of Texas at Austin

41. Choosing to count prior days instead of summing In the PivotTable Field dialog box, select Count from the Summarize by list. Excel changes the Name of the field to Count of Prior days of care instead of Sum of Prior days of care. In the PivotTable Field dialog box, select Count from the Summarize by list. Excel changes the Name of the field to Count of Prior days of care instead of Sum of Prior days of care. Click on the OK button to apply the change. Demographic Profiles of Agency Clients Part 2, Slide 41Copyright © 2004, Jim Schwab, University of Texas at Austin

42. The pivot table with count for prior days of care The pivot table for prior days of care now shows the count for each of the values for prior days of care in the list. Demographic Profiles of Agency Clients Part 2, Slide 42Copyright © 2004, Jim Schwab, University of Texas at Austin

43. Grouping the prior days in care To reduce the number of categories for prior days of care, we will group the values into three month, or ninety day, intervals. Excel supports grouping ranges of numeric data provided the ranges all contain the same size intervals. Select cell A28, the field for Prior days in care, and open the Grouping dialog box by selecting 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. Select cell A28, the field for Prior days in care, and open the Grouping dialog box by selecting Group and Show Detail > Group from the PivotTable drop down menu on the PivotTable toolbar. Demographic Profiles of Agency Clients Part 2, Slide 43Copyright © 2004, Jim Schwab, University of Texas at Austin

44. 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 values. Since I want my first interval to contain all of the values for the first three months (90 days), we change the Starting at value to 90. Since 912 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 90 days each, so I change the By value to 90. When I have made the changes, I click on the OK button to apply them to the table. Demographic Profiles of Agency Clients Part 2, Slide 44Copyright © 2004, Jim Schwab, University of Texas at Austin

45. The pivot table with grouped prior days in care Excel created the groupings I wanted for the prior days in care for the children in my list. At the same time, it recounted the cases in each interval to produce the correct count. Excel created the groupings I wanted for the prior days in care for the children in my list. At the same time, it recounted the 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 2, Slide 45Copyright © 2004, Jim Schwab, University of Texas at Austin

46. Converting the count to a cumulative count Our table now contains the count for prior days of care in 90 day intervals. We will make one additional change so that its count is cumulative. Since we really do want the cumulative count, we select cell A27 which contains Count of Prior days in care, and click on the Field Setting tool button on the PivotTable tool bar. Demographic Profiles of Agency Clients Part 2, Slide 46Copyright © 2004, Jim Schwab, University of Texas at Austin

47. Expand the options for the prior days in care field In the PivotTable Field dialog box, we click on the Options button to expand the dialog box so that it displays additional choices for displaying the data. Demographic Profiles of Agency Clients Part 2, Slide 47Copyright © 2004, Jim Schwab, University of Texas at Austin

48. Show data as a running total or cumulative frequency In the Show data as drop down menu, select Running Total in as the display for this column. This will calculate the cumulative frequency for the variable selected in the Base field list box. Demographic Profiles of Agency Clients Part 2, Slide 48Copyright © 2004, Jim Schwab, University of Texas at Austin

49. Select running total for prior days in care First, select Prior days in care in the Base field text box. This will create a cumulative frequency distribution for prior days in care. Second, click on the OK button to apply the changes to the pivot table. Demographic Profiles of Agency Clients Part 2, Slide 49Copyright © 2004, Jim Schwab, University of Texas at Austin

50. Copy prior days in care table to client profile worksheet First, select the cells of the table, A28 through B39. Note that we do not select the Grand Total since it is not relevant to a cumulative frequency table. Second, click on the Copy tool button to copy the table to the clipboard. We copy the pivot table to the worksheet for tables and charts, converting it from a pivot table to static text along the way. Fourth, click on the Paste tool button to put the clipboard copy of the table on the worksheet. Third, navigate to the Client Profile worksheet and select cell A52. Demographic Profiles of Agency Clients Part 2, Slide 50Copyright © 2004, Jim Schwab, University of Texas at Austin

51. Add a title and improve formatting of the table Type a title for the table Cumulative Distribution of Prior Days in Care into cell A51 above the table, and bold the font for the title. The border at the bottom of the table did not copy so we add it now. Demographic Profiles of Agency Clients Part 2, Slide 51Copyright © 2004, Jim Schwab, University of Texas at Austin

52. Replace the row headers The row headers do not really indicate that we are creating a cumulative frequency distribution. To convey this notion, we can replace the row headers with 0 to 90, 0 to 180, 0 to 270, etc. The row headers do not really indicate that we are creating a cumulative frequency distribution. To convey this notion, we can replace the row headers with 0 to 90, 0 to 180, 0 to 270, etc. Demographic Profiles of Agency Clients Part 2, Slide 52Copyright © 2004, Jim Schwab, University of Texas at Austin

53. Add average prior days in care beneath the table We want to make the average number of prior days in care for children available for possible use in a presentation. We will use the Average function to compute the average of the values of prior days in care in column D on the Demographics worksheet. Column D on the Demographics worksheet is referenced as DemoGraphics!D:D. We want to make the average number of prior days in care for children available for possible use in a presentation. We will use the Average function to compute the average of the values of prior days in care in column D on the Demographics worksheet. Column D on the Demographics worksheet is referenced as DemoGraphics!D:D. First, select cell A64 and type Average Prior Days. Second, select cell B64 and type =Average(Demographics!D:D) When the Enter key is pressed to complete the cell, the average of the values of prior days in care appears in cell B64. Second, select cell B64 and type =Average(Demographics!D:D) When the Enter key is pressed to complete the cell, the average of the values of prior days in care appears in cell B64. Demographic Profiles of Agency Clients Part 2, Slide 53Copyright © 2004, Jim Schwab, University of Texas at Austin

54. Create an chart for breakdown by conservator First, select the data for the chart, cells A53 through B63. Second, open the Chart tool bar and select the Column Chart as the type of chart to create. After the basic column chart has been created, close the Chart tool bar. Demographic Profiles of Agency Clients Part 2, Slide 54Copyright © 2004, Jim Schwab, University of Texas at Austin

55. Position and resize the chart Move the chart so that its top, left corner is in the upper left corner of cell C52. Resize the chart on the worksheet by dragging its handles. Demographic Profiles of Agency Clients Part 2, Slide 55Copyright © 2004, Jim Schwab, University of Texas at Austin

56. 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. The legend does not really contain any useful information, so we will delete it. Demographic Profiles of Agency Clients Part 2, Slide 56Copyright © 2004, Jim Schwab, University of Texas at Austin

57. Add a title to the chart and axes Right click on the chart and select Chart Options from the popup menu. On the Titles tab, type Cumulative Distribution of Prior Days in Care in the Chart Title text box. Right click on the chart and select Chart Options from the popup menu. On the Titles tab, type Cumulative Distribution of Prior Days in Care in the Chart Title text box. Type Number of Prior Days in the category axis text box. For this chart, the measures on the axes are less obvious, so we will add titles to each. Type Number of Children in the value axis text box. For this chart, the measures on the axes are less obvious, so we will add titles to each. Type Number of Children in the value axis text box. Demographic Profiles of Agency Clients Part 2, Slide 57Copyright © 2004, Jim Schwab, University of Texas at Austin

58. Reduce the size of the fonts for the title and the axes Select the chart title and reduce the size of the text to 10 point Bold Arial. Select the value axis title and reduce the size of the text to 8 point Bold Arial. Select the category axis title and reduce the size of the text to 8 point Bold Arial. Demographic Profiles of Agency Clients Part 2, Slide 58Copyright © 2004, Jim Schwab, University of Texas at Austin

59. Format the font for the axes Format the labels on both axes so that they are displayed in 8 point, Arial Bold. Demographic Profiles of Agency Clients Part 2, Slide 59Copyright © 2004, Jim Schwab, University of Texas at Austin

60. 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. Because I have so many bars in my chart, it will be crowded to add data labels to the bars. In this case the grid lines facilitate figuring out the value of each bar so I will retain the gridlines in this chart. 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. Because I have so many bars in my chart, it will be crowded to add data labels to the bars. In this case the grid lines facilitate figuring out the value of each bar so I will retain the gridlines in this chart. Demographic Profiles of Agency Clients Part 2, Slide 60Copyright © 2004, Jim Schwab, University of Texas at Austin

61. 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 = 323.5 days, 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 = 323.5 days, 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 2, Slide 61Copyright © 2004, Jim Schwab, University of Texas at Austin

62. 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: The chart suggests that children tend to remain in care for long periods after a year and a half. 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: The chart suggests that children tend to remain in care for long periods after a year and a half. 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 Cumulative Distribution of Prior Days in Care are now complete. Demographic Profiles of Agency Clients Part 2, Slide 62Copyright © 2004, Jim Schwab, University of Texas at Austin