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Fundamentals of Graphic Aids: Charts and Graphs
Radkur, Inc. Net Profit, 1994-2001
15.2
9
-3.1
-12.5
5.3
10.812.1
9.9
-15
-10
-5
0
5
10
15
20
mil
lio
ns
of
do
llar
s
O"Leary's Home Center Sales by Department, 1991-2000
0.0
20.0
40.0
60.0
80.0
100.0
Plumbing
Gardening
Hardw are
Roswell Manufacturing Company Annual Production of Automotive Parts, 1990-94
147
77
160
120
180
0
20
40
60
80
100
120
140
160
180
200
$ m
illio
ns
1990 1991 1992 1993 1994
XYZ Company Annual Sales, 1996-1998
0
10
20
30
40
50
1 2 3 4
Objectives
• Explain the value of graphs in reports
• Describe the criteria for quality graphs
• Describe the potential for misleading data
• Choose the correct graph for different data sets
• Construct bar graphs, pie charts, and line graphs
Radkur, Inc. Net Profit, 1994-2001
15.2
9
-3.1
-12.5
5.3
10.812.1
9.9
-15
-10
-5
0
5
10
15
20
mil
lio
ns
of
do
llar
s
O"Leary's Home Center Sales by Department, 1991-2000
0.0
20.0
40.0
60.0
80.0
100.0
Plumbing
Gardening
Hardw are
Why use charts?
• To help clarifyclarify complex data
• To supplementsupplement text (not substitute text)
• To help the reader focusfocus on the data
• To simplifysimplify the reader’s comprehension
To clarify, supplement, focus, simplify
Year Hardware Gardening Plumbing
1991 20.4 1.4 12.3 1992 23.3 1.2 14.6 1993 25.8 1.6 18.0 1994 27.3 1.8 23.2 1995 26.1 2.0 28.4 1996 28.9 2.3 30.1 1997 29.2 2.9 36.5 1998 31.3 3.5 39.2 1999 32.5 4.2 40.3 2000 34.9 5.5 40.8
Source: Primary
Table 1
O’Leary’s Home & Garden Center Sales by Department, 1991-2000
(millions of dollars)
O'Leary's Home Center Sales by Department, 1991-2000
(millions of dollars)
0.0
20.0
40.0
60.0
80.0
100.0
Plumbing
Gardening
Hardw are
1991 1992 1993 1994 1995 1996 1997 1998 1999 2000
To clarify, supplement, focus, simplify
1991 1992 1993 1994 1995 1996 1997 1998 1999 2000
To clarify, supplement, focus, simplify
O'Leary's Home Center Sales by Department, 1991-2000
(millions of dollars)
0.0
20.0
40.0
60.0
80.0
100.0
Plumbing
Gardening
Hardw are
Year Hardware Gardening Plumbing
1991 20.4 1.4 12.3 1992 23.3 1.2 14.6 1993 25.8 1.6 18.0 1994 27.3 1.8 23.2 1995 26.1 2.0 28.4 1996 28.9 2.3 30.1 1997 29.2 2.9 36.5 1998 31.3 3.5 39.2 1999 32.5 4.2 40.3 2000 34.9 5.5 40.8
Source: Primary
Table 1
O’Leary’s Home & Garden Center Sales by Department, 1991-2000
(millions of dollars)
Criteria for Quality Graphs
1. Shows the data2. Helps the reader focus on the data rather than
on the graph itself3. Avoids misleading the reader or distorting the
data4. Simplifies the reader’s comprehension of the
data5. Is consistent with the verbal or numeric
description of the data.
Potential for misleading the reader
Radkur, Inc. Net Profit, 1994-2001
15.2
9
-3.1
-12.5
5.3
10.812.1
9.9
-15
-10
-5
0
5
10
15
20
mil
lio
ns o
f d
oll
ars
Two Different Graphs Presenting the Same Information
XYZ Company Safety Violations, 1996-1998
0
5
10
15
20
25
30
35
40
45
50
1986 1987 1988 1989
500
450
400
350
300
250
200
150
100
50
01986 1987 1988 1989
XYZ Company Safety Violations, 1996-1998
Two Different Graphs Presenting the Same Information
$515
$510
$505
$500
0
Oct Nov Dec
$600
$500
$400
$100
0
Oct Nov Dec
$200
$300
almost unnoticeable scale break
XYZ Company Sales XYZ Company Sales
XYZ Company Cost of Operations, 1999-2000
Training & Development
10%
Other
5%
35%
Material & Capital
Development
Salaries
50%
You be the judge.
Column and Bar Charts
Owens Communication Company, Projected Income from Subsidiaries, 1995
Roswell Manufacturing Company Annual Production of Automotive Parts, 1990-94
147
77
160
120
180
0
20
40
60
80
100
120
140
160
180
200
$ m
illio
ns
1990 1991 1992 1993 1994
Radkur, Inc. Projected Sales by Division, 1996-98
9
12
14
4
67
24
5
0
5
10
15
1 2 3
$ m
illio
ns Division 1
Division 2
Division 3
Radkur, Inc. Employees by Gender, 1996-2001
0
200
400
600
800
Female
Male
1994 1995 1996 1997 1998 1999 2000 2001
Simple Vertical Column Chart
Roswell Manufacturing Company Annual Production of Automotive Parts, 1990-94
147
77
160
120
180
0
20
40
60
80
100
120
140
160
180
200
$ m
illio
ns
1990 1991 1992 1993 1994
Simple Horizontal Bar Chart
Owens Communication Company, Projected Income from Subsidiaries, 1995
Western Cable TV
Radio Station WROZ-FM
Radio Station WKDM-AM
0 2 4 6 8 10
Net Income (millions of dollars)
$3.2 million
$55
$75
Expenditures for Real Estate Advertising in Selected Colorado Counties, 1998
Arapahoe County
Denver County
El Paso County
0 20 40 60 80 100
Thousands of dollars
SCALE BREAK
Multiple Column Chart
Radkur, Inc. Projected Sales by Division, 1996-98
9
12
14
4
67
2
45
0
5
10
15
$ m
illio
ns Division 1
Division 2
Division 3
1999 2000 2001
Stacked (segmented or subdivided) Column Chart
Radkur, Inc. Employees by Gender, 1996-2001
0
200
400
600
800
Female
Male
1994 1995 1996 1997 1998 1999 2000 2001
Bilateral Column ChartRadkur, Inc. Net Profit, 1994-2001
15.2
9
-3.1
-12.5
5.3
10.812.1
9.9
-15
-10
-5
0
5
10
15
20
mil
lio
ns
of
do
llar
s
1993 1994 1995 1996 1997 1998 1999 2000
Choose the Correct Column or Bar Chart
Situation 1:
Radkur, Inc. net profit for 8 years1993 +15.2 million
1994 + 9.0 million
1995 - 3.1 million
1996 - 12.5 million
1997 + 5.3 million
1998 +10.8 million
1999 +12.1 million
2000 + 9.9 million
Choose the Correct Column or Bar Chart
Situation 2:
Provide the correct graph to depict projected annual sales for XYZ Company for the next 5 years:
Year Projected Sales Revenue
1 10.2 million
2 11.1 million
3 11.9 million
4 12.5million
5 13.5 million
Choose the Correct Column or Bar Chart
Situation 3:
Provide the correct graph to depict projected income of three divisions for XYZ Company for the next 3 years as follows (in millions):
Year Division A Division B Division C
1 15.2 5.1 12.7
2 22.4 8.6 14.5
3 26.7 9.5 15.8
Pie Charts
2001 Sales by Area
Denver19%
Boston55%
New York5%
Miami21%
Line Charts
Sales for 2001
21,987
35,984
87,654 86,954
63,987
48,579
67,895
78,254
86,744
45,879
88,939
77,095
0
20,000
40,000
60,000
80,000
100,000
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Month
Sal
es
Vo
lum
e
Creating a Chart
• Six main steps to create a chart 1. Specify the data series
2. Select the range of cells to chart
3. Select the chart type
4. Insert the chart and designate the chart location
5. Choose chart options/add graphics in charts
6. Change the chart location and size
Six Steps
1. Specify the data series– The rows and/or columns that contain the data
you want to chart
2. Select the range to chart– Can be a single cell, but most often is multiple
cells– Cells may be adjacent or non-adjacent– Use Shift key to select adjacent cells; use Ctrl
key to select non-adjacent cells
Six Steps (continued)
3. Select the chart type– Each type presents data in a different way
– Pick the type that will best visually illustrate the information you want to convey
Select a Chart TypeChart Type Purpose
Column Compares categories, shows changes over time
Bar Shows comparison between independent variables. Not used for time or dates
Pie Shows percentages of a whole. Exploded pie emphasizes a popular category
Line Shows change in a series over categories or time
Doughnut Compares how two or more series contribute to the whole
Scatter Shows correlation between two sets of values
Stock Shows high low stock prices
Six Steps (continued)
4. Insert chart and designate location– Insert as an embedded object in the worksheet
• Can print worksheet and chart on one page
– Insert the chart as a New Sheet• Will require you to print the worksheet and chart on
separate pages
– You can choose the location to display the chart
Six Steps (continued)
5. Choose chart options using the Design, Layout and Format tabs– The Design tab can be used to display data in rows
or columns– The Layout tab can be used to change the display
of chart elements– The Format tab can be used to apply special effects
Six Steps (continued)
• Add graphics to chart– May add company logos or representative clip art
to personalize charts– Remember, less is sometimes more, so be sparing
in use of graphics
Add a Graphic
• To add a graphic to a chart:– In the Illustrations section on the Insert tab,
select the medium where the graphic will come from (Picture, Clip Art, or Smart Art)
– Search for and insert the graphic
– Size and move the graphic on the chart as desired
Six Steps (continued)
6. Change the chart location and size– Select the chart to reveal sizing handles– Drag the sizing handles to achieve desired location
and size
Print Charts
• You can print a chart:– Including the worksheet in which it is embedded
– That is embedded, without printing the worksheet
– That was placed on a separate worksheet
• Always Print Preview to ensure you are printing what you intended
• Select Print from the File menu or click the Print button on the Standard Toolbar
Hands-On Exercises 1 (p. 201) and 2 (p. 212)