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Exp2003 exl ppt_03

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Exp2003 exl ppt_03

  1. 1. Exploring Microsoft Excel 2003 Committed to Shaping the Next Generation of IT Experts. Chapter 3 – Graphs and Charts: Delivering a Message Robert Grauer and Maryann Barber
  2. 2. Objectives <ul><li>Describe how a chart can be used to deliver a message. </li></ul><ul><li>List several types of charts and describe the purpose of each </li></ul><ul><li>Distinguish between an embedded chart versus a chart in its own sheet </li></ul><ul><li>Use the Chart Wizard, and F11, to create and modify a chart </li></ul>
  3. 3. Objectives (continued) <ul><li>Use the Drawing toolbar to enhance a chart by adding lines and objects </li></ul><ul><li>Distinguish between data series in rows versus columns </li></ul><ul><li>Differentiate between a stacked-column chart versus a side-by-side column chart </li></ul>
  4. 4. What is a Chart? <ul><li>A graphic representation of data in a worksheet </li></ul><ul><ul><li>Allow decision makers to quickly spot trends and patterns without having to sort through rows and columns of data. </li></ul></ul><ul><ul><li>Charts are frequently used in presentations. </li></ul></ul><ul><ul><li>Many organizations have performance measurables. These items are often charted and displayed in each group’s work area. </li></ul></ul>
  5. 5. What is a Chart? <ul><li>Chart elements </li></ul><ul><ul><li>Category labels – descriptive text entries </li></ul></ul><ul><ul><li>Data points – numeric values </li></ul></ul><ul><ul><li>Data series: a grouping of data points </li></ul></ul>
  6. 6. Chart Types <ul><li>Keep it simple </li></ul><ul><li>Use the appropriate chart type </li></ul><ul><ul><li>Pie and Exploded pie charts display proportional relationships or percentages </li></ul></ul><ul><ul><li>Column charts display actual numbers rather than percentages - 2 or more data series </li></ul></ul><ul><ul><li>Bar charts display numbers horizontally- 2 or more data series </li></ul></ul>
  7. 7. Pie Charts Each slice of the pie represents the percentage of the dinner bill each person pays Slices are exploded Chart title
  8. 8. Chart Types <ul><li>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. </li></ul><ul><li>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”. </li></ul>
  9. 9. Column Charts Row 4 contains column headings and forms labels for X axis Embedded chart shows both the chart and the data
  10. 10. Creating A Chart <ul><li>Two ways to create </li></ul><ul><ul><li>Embed chart in worksheet </li></ul></ul><ul><ul><ul><li>Sizing handles allow you to size, move, copy, or delete an embedded chart </li></ul></ul></ul><ul><ul><ul><li>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 </li></ul></ul></ul><ul><ul><ul><li>Formatting embedded worksheets tends to be a little more difficult </li></ul></ul></ul>
  11. 11. Creating A Chart <ul><ul><li>Create in separate chart sheet </li></ul></ul><ul><ul><ul><li>Chart sheets are easier to format and tend to print better. </li></ul></ul></ul><ul><ul><ul><li>Charts in separate chart sheets are easily created with the F11 key! </li></ul></ul></ul><ul><ul><ul><ul><li>It provides a basic column chart (the default chart) that can be customized as you wish. </li></ul></ul></ul></ul><ul><li>Charts are linked to underlying data </li></ul><ul><ul><li>A change in the data instantly updates the chart(s) created on that data </li></ul></ul>
  12. 12. Using the Chart Wizard <ul><li>Select the cells that contain the data </li></ul><ul><li>Click the Chart Wizard button on the standard toolbar </li></ul><ul><ul><li>Select the chart type </li></ul></ul><ul><ul><li>Check the data series </li></ul></ul><ul><ul><li>Complete the chart options </li></ul></ul><ul><ul><li>Choose the location </li></ul></ul>
  13. 13. 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.
  14. 14. 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
  15. 15. 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
  16. 16. 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
  17. 17. Modifying a Chart <ul><li>Add labels, change the data type, or format the chart with the Chart toolbar </li></ul><ul><li>Add text boxes, arrows and other objects for emphasis with the Drawing toolbar </li></ul>
  18. 18. Modifying a Chart <ul><li>To change the Grid Scale, Right click on one of the gridlines in the chart. </li></ul><ul><li>Select Format Gridlines </li></ul><ul><li>Select Scale </li></ul>
  19. 19. Enhancing a Chart Arrow with embedded text box highlights fourth quarter increase
  20. 20. 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
  21. 21. Multiple Data Series <ul><li>Select multiple data series when you want to see individual data points rather than totals </li></ul><ul><li>Determine whether data series are in rows or columns </li></ul><ul><ul><li>Data points plotted are the same either way, but grouping will be different. </li></ul></ul>
  22. 22. Rows Versus Columns <ul><li>If data series are in rows </li></ul><ul><ul><li>First row is used for category labels </li></ul></ul><ul><ul><li>Remaining rows are used for data series </li></ul></ul><ul><ul><li>First column is used for the legend text </li></ul></ul><ul><li>If data series are in columns </li></ul><ul><ul><li>First column is used for category labels </li></ul></ul><ul><ul><li>Remaining columns are used for data series </li></ul></ul><ul><ul><li>First row is used for legend text </li></ul></ul>
  23. 23. 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
  24. 24. 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
  25. 25. Stacked Column Charts <ul><li>Depicts totals by category instead of each individual data point </li></ul><ul><ul><li>Each data point is plotted as part of a whole </li></ul></ul><ul><ul><li>The second data point in the series is graphed where the first data point leaves off and so forth. </li></ul></ul><ul><ul><li>Useful when you want to compare totals by category </li></ul></ul>
  26. 26. Stacked Column Charts <ul><li>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. </li></ul>
  27. 27. 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
  28. 28. Object Linking and Embedding- OLE <ul><li>Create a document in one application that contains objects from another application </li></ul><ul><li>Embedded object is stored in the document </li></ul><ul><ul><li>an Excel chart becomes part of the Word document </li></ul></ul><ul><ul><li>It becomes part of the master document. </li></ul></ul><ul><li>Linked object is stored in its own file </li></ul><ul><ul><li>any change in this file is automatically reflected in the main document </li></ul></ul>
  29. 29. Object Linking and Embedding <ul><li>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. </li></ul><ul><li>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. </li></ul>
  30. 30. Linking A Worksheet Worksheet and embedded chart are linked into this document
  31. 31. Object Linking <ul><li>To link a file </li></ul><ul><ul><li>Click on Insert </li></ul></ul><ul><ul><li>Click on Object </li></ul></ul><ul><ul><li>Select tab, Create from File </li></ul></ul><ul><ul><li>Make sure that you Check box, Link to File </li></ul></ul><ul><ul><li>Choose any file in My Documents </li></ul></ul>
  32. 32. 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
  33. 33. Updating Links <ul><li>Click on Edit </li></ul><ul><li>Click on Links </li></ul><ul><ul><li>From the Edit Links dialog box </li></ul></ul><ul><ul><ul><li>Update or change links </li></ul></ul></ul><ul><ul><ul><li>Check the status of the link </li></ul></ul></ul><ul><ul><ul><li>Break a link </li></ul></ul></ul><ul><ul><ul><li>Specify to initiate the link automatically or manually </li></ul></ul></ul>
  34. 34. Multitasking <ul><li>Multitasking – the ability to have more than one application open at the same time </li></ul><ul><li>Use the taskbar to switch between open applications </li></ul>
  35. 35. Assignment 4 <ul><li>Title of Exercise: Object Linking and Embedding- Starts on Page 401-426 </li></ul><ul><li>Objective: To create a compound document consisting of a memo, worksheet, and chart </li></ul><ul><ul><li>Input file: Software Sales.xls and Software Memo </li></ul></ul><ul><ul><li>Output files: Software Sales Solution (additional modifications),Software Memo (Word document) </li></ul></ul>