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Graphics Graphics will help you achieve: conciseness large amounts of information in a small space clarity clarify complex information Trends in line graphs Comparisons between like components in bar graphs Percentages in pie charts Facts and figures in tables cosmetic appeal breaks up words on a page

Graphics Graphics will help you achieve: conciseness – large amounts of information in a small space clarity – clarify complex information Trends in line

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Graphics

Graphics will help you achieve: conciseness – large amounts of information in a

small space

clarity – clarify complex information Trends in line graphs Comparisons between like components in bar

graphs Percentages in pie charts Facts and figures in tables

cosmetic appeal – breaks up words on a page

Criteria for Effective Graphics

Are integrated with the text. Graphic explains text or vice versa

Are appropriately located. Immediately following the text referring to the

graphic

Add to the material explained in the text. Without being redundant

Communicate important information that could not be obtained easily in text.

Criteria for Effective Graphics

Do not contain details that detract from rather than enhance the information.

Are an effective size. Are neatly printed to be readable. Are correctly labeled. Sustain the style common to other

figures or tables in the text. Are well conceived and carefully executed.

1996 Monthly Rainfall versus Average Rainfall(All Figures in Inches)

MONTHMONTH AVERAGE 1966 AVERAGE 1966 RAINFALLRAINFALL

January 1.50 2.00

February 1.50 2.50

March 1.00 2.50

April 1.00 2.50

May 0.50 1.50

June 0.00 0.50

Types of Graphics: Tables

Provide an introductory sentence prefacing the table.

Eliminate needless repetition of words. Show comparisons. Highlight content’s significant differences. Allow for easy future reference.

Types of Graphics: Tables

1996 Monthly Rainfall versus Average Rainfall

(All Figures in Inches) MONTHMONTH 1996 RAINFALL AVERAGE 1996 RAINFALL AVERAGE RAINFALLRAINFALL

January 1.50 2.00

February 1.50 2.50

March 1.00 2.50

April 1.00 2.50

May 0.50 1.50

June 0.00 0.50

July 0.25 0.50

August 0.00 0.25

September 0.50 0.50

October 0.50 0.50

November 1.50 1.50

December 2.00 1.50

Criteria for Effective Tables

Number tables in order of presentation. Table 1, Table 2, Table 3, etc.

Title every table. Placed above the table. In your writing, refer to table by its number, not its

title. Table 1 shows . . .

Present the table as soon as possible after you’ve mentioned it in your text.

Place table on same page as appropriate text.

Criteria for Effective Tables

Don’t present the table until you’ve mentioned it.

Use an introductory sentence or two to lead into the table.

Explain the table’s significance.

Thus the rainfall in both March and

April exceeded the actual rainfall by 1.50 inches,

showing how dry the spring was.

Criteria for Effective Tables

Write headings for each column. Choose terms that summarize information in columns.

Abbreviate terms to accommodate column size.

Be sure audience understands terminology.

Center tables between right and left margins.

Separate columns with ample white space, vertical lines, or dashes.

Criteria for Effective Tables

Show omitted information by

printing 2-3 periods or hyphens in

empty columns.

Be consistent when using numbers. 3-1/4 and 3-3/4 or 3.25 and 3.75

If using decimals, write whole

numbers as 9.00 for nine.

Criteria for Effective Tables

If table takes more than one page, on the second page write (Continued) in parentheses after the table number and title.

1996 Monthly Rainfall versus Average Rainfall

(All Figures in Inches) MONTHMONTH 1996 RAINFALL AVERAGE 1996 RAINFALL AVERAGE RAINFALLRAINFALL

January 1.50 2.00

February 1.50 2.50

March 1.00 2.50

April 1.00 2.50

TABLE 1: MONTHLY RAINFALL (Continued)

Using Figures

Bar charts Pie charts Line charts Flowcharts

Organizational charts

Photographs Icons Line drawings

Figures highlight and supplement important points.

Figures include:

Criteria for Effective Figures

Number figures in order of presentation. Title each figure. Preface each figure with introductory

statement. Don’t use figure until you’ve mentioned it in

text. Present figure as soon as possible

after mentioning it. Explain figure’s significance.

Criteria for Effective Figures

Label the figure’s components. When necessary, provide a legend or key at

the bottom to explain information. If you abbreviate any labels, define these

in a footnote. Place an * after the term and at the bottom of the

figure explain the terminology.

Note the source of the information at the bottom of the figure.

Criteria for Effective Tables

Frame the figure. Center it on the page or window it in a box.

Size figures appropriately. Try the super comic book look (figures

drawn in cartoon-like characters to highlight parts of the graphic and to interest readers.

Bar Charts

Bars are scaled to reveal quantities and comparative values.

May use vertical bars or horizontal bars.

QUARTERLY EARNINGS

020406080

100

1st

Qtr

2nd Q

tr

3rd

Qtr

4th

Qtr

EastWestNorth

Pie Charts

Illustrate portions of a whole.

Circle = 100% Begin spacing wedges at

the 12 o’clock position. Use shading/color for

emphasis. Use horizontal writing to

label wedges OR provide a key.

Provide percentages within wedges when possible.

ANNUAL EARNINGS

13%

17%

13%

57%

1st Qtr2nd Qtr3rd Qtr4th Qtr

Line Charts

Reveal relationships between sets of figures.

Line charts of more than one line are useful in showing comparisons between two sets of values.

ANNUAL EARNINGS

020406080

100120140160180

1st

Qtr

2nd Q

tr

3rd

Qtr

4th

Qtr

NorthWestEast

Flowcharts

• Shows chronological

sequence of activities• Good for writing

technical instructions

• Ovals = starts & stops

• Rectangles = steps

• Diamonds = decisions

Begin

End

Icons

Visual representations of a capability, a danger, a direction, etc. Keep it simple. Create a realistic image. Make it recognizable. Avoid cultural and

gender stereotyping. Strive for universality.

Line Drawings

Use line drawings to show important parts of a mechanism or to enhance your text cosmetically.

• Maintain correct proportions in relation to each part of the object.

• If drawings illustrate steps in a process, place them in left-to-right or top-to-bottom order.

• Label the components of the object.• Use letters or numbers to refer to numerous parts and provide

a key.• Use exploded views or cutaways to highlight parts.

For further assistance:

Use any of the following programs to make tables and graphs. Microsoft Word Excel Power Point

Word also can assist with indexes, tables of content, and tables of figures Insert > Indexes and Tables