1. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 11 Copyright © 2008 Prentice-Hall. All rights reserved. Committed to Shaping the Next Generation of IT Experts. Chapter 3: Charts: Delivering a Message Robert Grauer, Keith Mulbery, Judy Scheeren Exploring Microsoft Office Excel 2007

2. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 2 Objectives Choose a chart type Create a chart Modify a chart Enhance charts with graphic shapes Embed charts Print charts

3. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 3 Charts A chart is a graphic or visual representation of data Multiple chart types can enhance information, adding visual appeal and making it easy to analyze data

4. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 4 Choosing a Chart Type Graphic representation of data Attractive, clear way to convey information Select the type of chart that best presents your message Add enhancements to better communicate your information

5. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 5 Choosing a Chart Type (continued) Data point - numeric value that describes a single item on a chart Data series - group of related data points Category label - describes a group of data points in a chart

6. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 6 Choosing a Chart Type Which chart would best suit the data shown in the worksheet below?

7. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 7 Questions to Ask Percentage of the total revenue by city? Percentage of total revenue by product? Percentage of total revenue each product produces in each city? Percentage of total revenue each city produces in each product?

8. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 8 Column Charts Used to show actual numbers rather than percentages Displays data comparisons vertically in columns The X or horizontal axis depicts categorical labels The Y or vertical axis depicts numerical values The plot area contains graphical representation of values in data series The chart area contains entire chart and all of its elements

9. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 9 Column Charts Column chart displays the revenue of software sales by city  The height of the column reflects revenue of each city  Pittsburgh has the highest revenue and Buffalo has the lowest revenue Height of column reflects value of the data point Chart title Plot area Y axis X axis Chart area

10. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 10 Add a 3-D Effect 3-D can enhance the display of one set of data

11. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 11 Clustered vs. Stacked A multiple data series chart compares two or more sets of data  Clustered column chart Groups similar data in columns Makes visual comparison easier  Stacked column chart Places (stacks) data in one column with each data series in a different color for each category

12. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 12 Clustered Column Chart Shows totals for each software category in a uniquely colored column

13. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 13 Stacked Column Chart Total sales in the Y- axis would go up as the total sales go up

14. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 14 Bar Charts Column charts with a horizontal orientation Emphasizes the difference between items

15. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 15 Bar Chart Clustered bar chart shows totals for each software category in a uniquely colored bar

16. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 16 Pie Charts Effective way to display proportional relationships The pie denotes the total amount Each slice corresponds to its respective percentage of the total

17. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 17 Pie Chart

18. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 18 Exploded Pie Charts Exploded pie charts can be used to emphasize one or more slices of the pie

19. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 19 3-D Pie Chart A 3-D pie chart may be misleading One section may “appear” larger than the others, but may not really be larger

20. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 20 Line Chart Shows trends over a long period of time A line is used to connect data points

21. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 21 Line Charts

22. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 22 Other Chart Types A doughnut chart A scatter (xy) chart A stock chart

23. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 23 Doughnut Chart Displays values as percentages of the whole Shows values for each category in each market area Unlike pie chart, displays multiple sets of data

24. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 24 Scatter Chart Shows a relationship between two variables Often used in statistical analysis and scientific studies

25. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 25 Stock Chart Shows the high, low, and close prices for individual stocks over a period of time

26. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 26 Creating a Chart Six main steps to create a chart  Specify the data series  Select the range of cells to chart  Select the chart type  Insert the chart and designate the chart location  Choose chart options/add graphics in charts  Change the chart location and size

27. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 27 Six Steps Specify the data series  The rows and/or columns that contain the data you want to chart Select the range to chart  Can be a single cell, but most often is multiple cells  Cells may be adjacent or non-adjacent  Use Shift key to select adjacent cells; use Ctrl key to select non-adjacent cells

28. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 28 Six Steps (continued) Select the chart type  Each type presents data in a different way  Pick the type that will best visually illustrate the information you want to convey

29. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 29 Select a Chart Type Chart TypePurpose ColumnCompares categories, shows changes over time Bar Shows comparison between independent variables. Not used for time or dates Pie Shows percentages of a whole. Exploded pie emphasizes a popular category LineShows change in a series over categories or time DoughnutCompares how two or more series contribute to the whole ScatterShows correlation between two sets of values StockShows high low stock prices

30. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 30 Six Steps (continued) Insert chart and designate location  Insert as an embedded object in the worksheet Can print worksheet and chart on one page  Insert the chart as a New Sheet Will require you to print the worksheet and chart on separate pages  You can choose the location to display the chart

31. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 31 Six Steps (continued) Choose chart options using the Design, Layout and Format tabs  The Design tab can be used to display data in rows or columns  The Layout tab can be used to change the display of chart elements  The Format tab can be used to apply special effects

32. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 32 Six Steps (continued) Add graphics to chart  May add company logos or representative clip art to personalize charts  Remember, less is sometimes more, so be sparing in use of graphics

33. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 33 Add a Graphic To add a graphic to a chart:  In the Illustrations section on the Insert tab, select the medium where the graphic will come from (Picture, Clip Art, Shapes, or SmartArt)  Search for and insert the graphic  Size and move the graphic on the chart as desired

34. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 34 Six Steps (continued) To change the chart location and size  Select the chart to reveal sizing handles  Drag the sizing handles to achieve desired location and size

35. Chart Enhancements Modify charts to enhance and approve look Modifications include: color, font, format, scale, or style Can change and edit chart elements Add data labels Enhance with graphics Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 35

36. Change, Edit, and Format Chart Elements Change elements such as title and axes Edit the contents of a data label Approach formatting in two ways:  Use tabs Insert, Design, Layout, Format  Select chart and use shortcut menu Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 36

37. Add Data Labels and Change Fill Color Data labels are values or names of data points Labels assists reading chart To accentuate data in chart form you can change the color or fill pattern or use an image Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 37

38. Enhance Charts with Graphic Shapes Add pre-made graphics to chart to emphasize content of a chart Shapes are rectangles, circles, arrows, lines, flowchart symbols, and callouts Insert shapes using Insert tab or Layout tab Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 38

39. Chart Distribution Your visual masterpiece can be shared Use charts as documentation in Web pages, memos, reports, research papers, books, and other types of documents MS Office 2007 suite applications are integrated and enable data sharing Charts can be exported to other applications Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 39

40. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 40 Print Charts You can print a chart:  Including the worksheet in which it is embedded  That is embedded, without printing the worksheet  That was placed on a separate worksheet Always Print Preview to ensure you are printing what you intended Select Print from the File menu or click the Print button on the Standard Toolbar

41. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 41 Questions?

42. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 42 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2010 Pearson Education, Inc. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall