Download - Exp2003 exl ppt_03

Exploring Office 2003 - Grauer and Barber 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

Exploring Office 2003 - Grauer and Barber 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


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


What is a Chart?

A graphic representation of data in a worksheet Allow decision makers to quickly spot trends and

patterns without having to sort through rows and columns of data.

Charts are frequently used in presentations. Many organizations have performance

measurables. These items are often charted and displayed in each group’s work area.


What is a Chart?

Chart elements Category labels – descriptive text entries Data points – numeric values Data series: a grouping of data points


Chart Types

Keep it simple Use the appropriate chart type

Pie and Exploded pie charts display proportional relationships or percentages

Column charts display actual numbers rather than percentages - 2 or more data series

Bar charts display numbers horizontally- 2 or more data series


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


Chart Types

The pie chart shown earlier was created in a chart sheet. This chart is embedded in the worksheet. Notice that the chart is neatly lined up under the data and that the text on both axes is legible.

Another common mistake is to not include the row or column headings in the data selected for the chart. This results in helpful category labels such as “Series 1” and “Series 2”.


Column Charts

Row 4 contains column headings and forms labels for X axis

Embedded chart shows both the chart and the data


Creating A Chart

Two ways to create Embed chart in worksheet

Sizing handles allow you to size, move, copy, or delete an embedded chart

Embedded worksheets allow you to show the chart and its underlying data on the same printed sheet or to display the data and more than one chart on the same sheet

Formatting embedded worksheets tends to be a little more difficult


Creating A Chart

Create in separate chart sheet Chart sheets are easier to format and tend to print

better. Charts in separate chart sheets are easily created with

the F11 key! It provides a basic column chart (the default chart) that can

be customized as you wish.

Charts are linked to underlying data A change in the data instantly updates the

chart(s) created on that data


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


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.


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


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


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


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


Modifying a Chart

To change the Grid Scale, Right click on one of the gridlines in the chart.

Select Format Gridlines

Select Scale


Enhancing a Chart

Arrow with embedded text box highlights fourth quarter increase


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


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.


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


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


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


Stacked Column Charts

Depicts totals by category instead of each individual data point Each data point is plotted as part of a whole The second data point in the series is graphed

where the first data point leaves off and so forth. Useful when you want to compare totals by

category


Stacked Column Charts

A variation on this is the 100% stacked column chart, which combines the proportionality of a pie chart with the ability to plot multiple data series, which you cannot do with a pie chart.


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


Object Linking and Embedding- OLE

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 It becomes part of the master document.

Linked object is stored in its own file any change in this file is automatically reflected in

the main document


Object Linking and Embedding

With either, the worksheet can be edited in the application that created it by simply double-clicking the object on the document. The difference between the two is where the document is saved.

Links sometimes become broken if the file is moved or damaged. In a local network area environment, the link can become broken if the mapping to the network drive is changed, so take care when using links.


Linking A Worksheet

Worksheet and embedded chart are linked into this document


Object Linking

To link a file Click on Insert Click on Object Select tab, Create from File Make sure that you Check box, Link to File Choose any file in My Documents


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


Updating Links

Click on Edit Click on Links

From the Edit Links dialog box Update or change links Check the status of the link Break a link Specify to initiate the link automatically or manually


Multitasking

Multitasking – the ability to have more than one application open at the same time

Use the taskbar to switch between open applications


Assignment 4

Title of Exercise: Object Linking and Embedding- Starts on Page 401-426

Objective: To create a compound document consisting of a memo, worksheet, and chart Input file: Software Sales.xls and Software Memo Output files: Software Sales Solution (additional

modifications),Software Memo (Word document)