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1Committed to Shaping the Next Generation of IT Experts.
Chapter 3 – Graphs and Charts: Delivering a Message
Robert Grauer and Maryann Barber
Exploring Microsoft Excel 2003
2
Objectives
Describe how a chart can be used to deliver a message.
List several types of charts and describe the purpose of each
Distinguish between an embedded chart versus a chart in its own sheet
Use the Chart Wizard, and F11, to create and modify a chart
3
Objectives (continued)
Use the Drawing toolbar to enhance a chart by adding lines and objects
Distinguish between data series in rows versus columns
Differentiate between a stacked-column chart versus a side-by-side column chart
Create a Word document that is linked to a worksheet and an associated chart
4
What is a Chart?
A graphic representation of data in a worksheet
Chart elements Category labels – descriptive text entries Data points – numeric values Data series: a grouping of data points
5
Chart Types
Keep it simple Use the appropriate chart type
Pie and Exploded pie charts display proportional relationships
Column charts display numbers rather than percentages
Bar charts display numbers horizontally
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Pie Charts
Tom1%
Dick4% Harry
9%
Ben18%
Ken68%
Ken pays 68% of the bill before the refund
Each slice of the pie represents the percentage of the dinner bill each person paysSlices are exploded
Chart title
7
Column Charts
Row 4 contains column headings and forms labels for X axis
Embedded chart shows both the chart and the data
8
Creating A Chart
Two ways to create Embed chart in worksheet
Sizing handles allow you to size, move, copy, or delete an embedded chart
Create in separate chart sheet Charts are linked to underlying data
A change in the data instantly updates the chart(s) created on that data
9
Using the Chart Wizard
Select the cells that contain the data Click the Chart Wizard button on the standard
toolbar Select the chart type Check the data series Complete the chart options Choose the location
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Choose the Chart Type
Select any of the standard chart types or click the Custom Types tab to create your own
Sub-types change as a different chart type is selected
Definitely use this button. If all you see is a blank screen, cancel and reselect data.
11
Check the Data Series
Preview the chart before going further
The first row is used as a default for the X axis labels
Collapse button hides the dialog and allows you to select a different range
12
Complete the Chart Options
Enter a title for the chart. If you want labels for the axes, enter them here
Use the other tabs to add descriptive text to the chart and enhance its formatting
13
Choose the Location
Use this option to create the chart in a chart sheet. Remember F11 provides this result instantly
Give the chart sheet a name
Use this option to embed the chart
14
Modifying a Chart
Add labels, change the data type, or format the chart with the Chart toolbar
Add text boxes, arrows and other objects for emphasis with the Drawing toolbar
15
Enhancing a Chart
Arrow with embedded text box highlights fourth quarter increase
16
Moving and Sizing the Chart
Sizing handles indicate a chart is selected and can be moved, sized, copied, or deleted Drag a corner
handle to change height and width simultaneously and keep in proportion
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Multiple Data Series
Select multiple data series when you want to see individual data points rather than totals
Determine whether data series are in rows or columns Data points plotted are the same either way, but
grouping will be different.
18
Rows Versus Columns
If data series are in rows First row is used for category labels Remaining rows are used for data series First column is used for the legend text
If data series are in columns First column is used for category labels Remaining columns are used for data series First row is used for legend text
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Data Series in Rows
Data series in rows, so first row is used as category labels and remaining rows are data series
First column used as legend text
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Data Series in Columns
Data series in columns, so first column is used as category labels and the first row as legend text
Data points are the same; different grouping allows you to make different comparisons
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Stacked Column Charts
Depicts totals by category instead of each individual data point Each data point is plotted as part of a whole Useful when you want to compare totals by
category
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Example of Stacked Column Chart
Each category is graphed as a total. Denver is plotted beginning where Miami left off Data labels show the
value associated with each piece of the column
23
Object Linking and Embedding
Create a document in one application that contains objects from another application
Embedded object is stored in the document an Excel chart becomes part of the Word
document Linked object is stored in its own file
any change in this file is automatically reflected in the main document
24
Linking A Worksheet
Worksheet and embedded chart are linked into this document
25
Multitasking
Multitasking – the ability to have more than one application open at the same time
Use the taskbar to switch between open applications
26
Updating Links
Use this if changes to the linked document are not updated in the main document
Change the source if the link becomes broken
27
Demo of OLE’(Object Linking &
Embedding)
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Chapter 4 Preview
New Functions
29
Using Functions
Function – a predefined computational task Requires arguments
Values the function uses to calculate answers Returns a value
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The PMT Function
Calculates a periodic payment, such as a car or mortgage payment
Based on: Amount financed Interest rate Number of periods
31
Using the PMT function
Interest rate divided by 12
Number of payments multiplied by 12
Amount financed expressed as a negative number
Amount financed, interest rate, and the term, are all isolated as assumptions. One or more assumptions can be changed
32
The FV function
Returns the future value of a series of payments For example, contributions to your 401K or IRA
Based on: Number of periods Expected rate of return Amount invested each period
33
Using the FV Function
Amount of contribution, rate of return, and years contributing are all expressed as assumptions
34
Inserting a Function
Use the Insert Function command from the Insert menu
Use the list box to select the name of the function Functions are categorized
Let the Wizard help you enter the arguments Point to enter cell references Use the Collapse button to collapse the dialog box
35
The Function WizardEnter arguments into text boxes
Collapse button shrinks dialog box if necessary
Value returned by the function (answer) is displayed
36
Summary
Charts graphically represent data in a worksheet
Select chart type based on the message you are trying to convey
Create with the Chart Wizard Can be embedded onto a worksheet or
created on a separate chart sheet
37
Summary (continued)
Multiple data series may be specified in either rows or columns Same data points, but different grouping gives
different comparison Object Linking and Embedding (OLE) creates
a compound document Contains objects from multiple applications Embedding – the object is stored within the
compound document Linking – the object is stored as a separate file
38
Hands-on Exercise 1
Title of Exercise: The Chart Wizard Objective: To create and modify a chart by
using the Chart Wizard; to embed a chart within a worksheet; to enhance a chart to include arrows and text. Input file: Software Sales Output file: Software Sales Solution
39
Hands-on Exercise 2
Title of Exercise: Multiple Data Series Objective: To plot multiple data series in the
same chart; to differentiate between data series in rows and columns Input file: Software Sales Solution (from first
exercise) Output file: Software Sales Solution (additional
modifications)
40
Hands-on Exercise 3
Title of Exercise: Object Linking and Embedding
Objective: To create a compound document consisting of a memo, worksheet, and chart Input file: Software Sales Solution (from second
exercise) Output files: Software Sales Solution (additional
modifications),Software Memo Solution (Word document)
42
Questions?