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

6

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

10

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

17

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

19

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

20

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

21

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

22

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)

28

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

30

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?