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Charting Your Data


Which chart to use for what data... Examples of Excel's Charts. How to Create a Chart Sheet ... To create an embedded chart that uses the default chart type, ... – PowerPoint PPT presentation

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Title: Charting Your Data

Charting Your Data
Create a Simple Chart
  • This lesson will cover
  • What is a chart?
  • Which chart to use for what data
  • Examples of Excels Charts
  • How to Create a Chart Sheet
  • The Chart Wizard
  • How to Delete, Resize and Move Embedded Charts
  • Selecting Chart Objects
  • Formatting Chart Objects
  • Changing Chart Options
  • Changing the Current Chart Type
  • Adding and Deleting or Changing Source Data
  • Changing the Charts Location

What is a Chart?
Charts are visual aids that help users see
comparisons, patterns, and trends in data. For
instance, rather than having to analyze several
columns of worksheet numbers, you can see at a
glance whether sales are falling or rising over
quarterly periods, or how the actual sales
compare to the projected sales. You can create a
chart on its own sheet or as an embedded object
on a worksheet. You can also publish a chart on a
Web page or insert it into another Office 2000
document. To create a chart you can the Chart
Wizard to step through the process of choosing
the data from your worksheet, the chart type and
the various chart options.
Embedded Chart or Chart Sheet?
Embedded charts  - An embedded chart is
considered a graphic object and is saved as part
of the worksheet on which it is created. Use
embedded charts when you want to display one or
more charts with your worksheet data, or copy a
chart to another document. Chart sheets  - A
chart sheet is a separate worksheet within your
workbook that has its own sheet name. Use a chart
sheet when you want to view or edit large or
complex charts separately from the worksheet data
or when you want to preserve screen space as you
work on the worksheet.
Anatomy of a chart
Legend Chart Series Data
Z Axis
Y Axis
X Axis - Categories
The Z Axis actually replaces the Y axis in 3D
charts. It is the horizontal axis that starts at
the 0 value of Y and increases to the back of
the chart. As far as Excel is concerned it is
the horizontal markings on the Y axis.
Which Chart type for what?
Excel has 14 standard chart types to choose from
and many more custom types. Knowing which one to
use takes a little time to master. You could try
to use the same types in all your work, but data
is represented differently with each chart type.
So you can present another view of the same data
by using another chart. For example
a Pie chart
Profits by quarter in 1995, the legend shows the
month that ends each quarter.
A slice
Profits as a percentage of 100

a Stacked Bar chart
Profits by quarter in 3 years, 1994, 1995 and
1996, the legend shows the month that ends each
Profits as a percentage of 100
a Clustered Horizontal Bar chart
Each bar now represents a specific year
Profits are shown as a numerical value (undefined
on this sheet) by each quarter
a Line chart
The Data Series is now 3 years of profits, the
legend shows line color that represents each year.
Each point, as shown in the circle, is a data
point, and refers to a value in the table.
This chart uses the Show data table option
available on the Data Table tab of the wizard or
the Chart Options dialog box.
Want to see more charts?
Click here to preview your data in the selected
chart type
To view the other chart typesopen the Chart
Wizardscroll through the Chart Type pane of
the wizard, click on a Chart sub-type and press
the button directly below the panesyou can also
find this information by using the Chart Type
command on the Chart menu.
Want to see more charts?
This will display a preview of your data in the
selected typesome items, such as in the legend
may not be labeled properlyyoull have to do
that later.
Want to see more charts?
To see more types, just point and clickbut you
really need to learn how to properly use the
Chart Wizard to appreciate it
A Tour of the Chart Wizard
Creating a Chart Sheet with the Chart Wizard
  • You can create either an embedded chart or a
    chart sheet several ways in Excel (what else is
  • To create a chart sheet that uses the default
    chart type, select the data you want to plot, and
    then press F11.
  • To create an embedded chart that uses the
    default chart type, select the data you want to
    plot, and then click Default Chart button
    . If the Default Chart button is not available,
    add it to a toolbar.
  • or you can use the Chart Wizard

Creating a Chart Sheet with the Chart Wizard
You can create either an embedded chart or a
chart sheet by using the Chart Wizard. It is by
far the best way to create simple or complex
graphs and charts that perfectly match your
criteria. To use the Wizard
  • Select the cells that contain the data you want
    to appear in the chart. If you want the column
    and row labels to appear in the chart, include
    the cells that contain them in the selection.
  • Click Chart Wizard button .
  • Follow the Wizards instructions....

Chart Wizard button
To start the charting process select the data
that you want to usehere the Product Segments
and the Sales in millions of dollars during the
quarter (ending June 29, 1996) were
selectedB3B8 and G3G8. Then click the Chart
Wizard button on the toolbar
Notice the steps are numbered, this is step 1 of
4selecting a Chart type.
When the Wizard opens the first task is selecting
a Chart type remember that you can preview the
types before you move to the next step.
The Pie chart with 3D effects is chosen for this
The Chart, as it is currently formatted, is
displayed in the upper pane of the wizard. You
now can change the data range that was previously
selected by clicking on the button next to the
Data Range text box
After clicking the Next button step 2 is
Remember that there is Whats This? help
available for the objects and options in the
wizard. To use it, click on the ? button in the
upper right corner of the dialog box, and then
click on the item in questionbelow is a sample
of the help
The Data Range selection is fine so well
proceed click Next
Here at step 3 we can change some of our chart
options, such as Titles, the Legend and the Data
Labelsa chart title is added Motorola Earnings
by Quarter, which appears as we type it in, and
then we click the Legend tab
The Show Legend option is selected and we leave
that alone. But we change the Placement to
Bottom. The legend moves to the bottom of the
chart, and then we click the Data Labels tab
The Data Labels tab has options for adding or
changing labels that explain the chart. Here the
selection was changed from None to Show value
this displays the actual data values from the
And, here the selection was changed to Show
percent this displays the percentage each data
value is of the whole (100) notice how the
chart updates as we customize it to our
needsthis looks fineand now we click Next
Step 4the end of the line. At this step we
select to save the chart as either a new sheet or
an object on a sheet. If As new sheet is
selected, a name for the sheet should be entered
or the default value (here, Chart1) will be
usedif we are happy with everything we click
You can always backup a step or two if you want
to make a change before you click Finish
And, this is our final chartsaved as a worksheet
named Chart1
If the current design still isnt what we really
would like to see, it can be modifiedthat is
what Chapter 7 is about.
Deleting, Sizing and Moving Embedded Charts
Deleting resizing or moving an Excel chart is
very simple first you need to make it Active.
Just like a cell, a chart needs to be activated
to be changed. To activate a chart, simply click
anywhere on itwhen the chart becomes active its
border will display little black boxes called
The handles are used for resizing the chart, but
they also let you know the chart is active and
can be moved or modified. You can right click on
an active chart to display its shortcut menu.
The active charts shortcut menu offers numerous
ways to modify it. Of course, there is the usual
Cut, Copy and Paste actionsbut now there is a
Clear commandthis is basically the
Deletehowever you can use the Delete key for
this, too. Clicking on the top command, Format
Chart Area, brings up
the Format Chart Area dialog box. From here you
can change many of the charts properties like
its background, font and its positioning and
locked property.
changing the font to Architect and the area
(fill) color to gray and the border to shadowed
with rounded corners changes the chart from the
previous one, to this...
to resize a chart, hover your mouse cursor over
one of the handles until a double headed arrow
appears like this , when it appears left
click and drag the border outward (to enlarge the
chart), or inward (to reduce the chart). This is
a simple process, but it takes a few tries to
understand it. Dragging from the corners resizes
the chart diagonally (both height and width are
resized) which is the best way to increase its
size overall. Dragging from the sides merely
moves the sides in or out, resizing the chart
vertically or horizontally.
to move a chart, left click on the active chart
and drag it to its new locationnotice the
ghost of the chart as you move it
when you release the chart it comes to rest in
it new home...
to add a toolbar to Excels windowright click
on a visible toolbar and select the one you want
to use form the pop-up menuhere you see the
Chart toolbar is already displayed
when a chart is active the main menu displays a
Chart menu which includes many of the charts
shortcut menu commands and few that are
the Chart toolbar can be undocked and moved to
wherever you wantit can be docked on the bottom
of the window or at either of the sides if you
The Chart Toolbar
The Chart Toolbar can be used to access many of
the charts features and modify it according to
your desires
Chart Objects shows the active object on the
chart and can be used to select another
Default Chart creates the currently selected
default chart type by clicking this button.
  • Format Chart Area dialog
  • Chart Type
  • Show Legend
  • Data Table
  • Series by Row
  • Series by Column
  • Angle Text

to select a chart object, like the title, either
click on the object (the chart does not have to
be active), or select the object from the Chart
toolbars drop-down list boxeach of these
methods will make the chart object available for
modificationsin fact, you can use many of the
formatting toolbars commands to change it once
it is active.
the selected or active chart object displays a
border with handles this object can now be
changed. To resize the object you simply grab
one of the handles and drag it
the current Chart object is the Plot Area
to delete the object press the Delete keyor you
can bring up the shortcut menu by right clicking
on the active object
the current Chart object is the Legend
select the Clear command from the menu to delete
the objectnotice that the active object here is
the Legend. Its border is slightly different
then the Plot Area, but you can still tell that
it is selected. Each chart object has a shortcut
menu that is customized to the options available
to that objectselecting the Format Legend
displays the formatting dialog box for the
Legend. You can also change many object options
by using the commands on the formatting toolbar,
such as the Font styles and Fill coloronly the
available options on the toolbar will be active,
the others are grayed-out.
the shortcut menu for the Plot Area (which is
where the data is visually displayed) contains
commands that can drastically alter the current
chart. Selecting the Chart Options command
displays Chart Options dialog box. Here you
will find many of the same options as are
presented by the Chart Wizard
many of the Plot Areas shortcut menu commands
can be found on the Chart menu that appears
whenever a chart is selectedfor example, to
change the chart type, click on the Chart Type
menu commandpretty intuitive, huh?
The Chart Type dialog box allows you to select a
new chart type. When you select a new type and
click OK it is immediately implementedyou can
use the Undo command to revert to the original
chart. For instance, if you select a Clustered
Bar with 3D effects.
This is where you reset the default chart type
you would see something like this
remember the source data is highlighted when
you select a chart.
To change the data sources for the chart, select
Source Data from the Chart menu
the Source Data dialog box displays options for
selecting data ranges or data series. It
dynamically displays the changes you make to your
removing the 1997 column from the the data range
produces a slightly different chart
and changing the series from rows to columns
adjusts it even more. Remember not all these
changes will produce a chart that effectively
communicates your datas true meaning. Be
selective and know what you want to portray.
Changing the location of a chart means to change
it from an embedded object or a chart sheet, or
move it from one sheet to another, or both. To
change a charts location, select the Location
command from the Chart menu.
The Location command displays the Chart Location
dialog box. There are two ways to save a chart,
as an embedded object or as a chart sheet
currently the chart in this demonstration is an
embedded object on the Options worksheetby
selecting the As new sheet button, entering a
worksheet name, such as New Chart Sheet (as used
here) and then clicking OK
the chart is now moved to a new worksheet named
New Chart Sheet, just as we requested.