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PowerPoint Presentation to AccompanyGO! with Microsoft Excel ® 2007

Comprehensive 1e

Chapter 4Creating Charts and Tables; Sorting and Filtering Data

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Objectives

• Use Text Orientation• Create a Column Chart• Create a Chart Sheet and Edit the

Chart• Create and Modify a Pie Chart• Apply a Theme to a Chart• Print Charts

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Objectives

• Sort Data• Convert Text into Columns• Apply Conditional Formatting Using

Data Bars and Color Scales• Insert a Table and Filter Data

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Use Text Orientation• Information in cells can be displayed

at an angle or vertically.• These formats save space.• They also add interest

and a professional look to the worksheet.

Column titles displayed at anangle on two lines

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Use Text Orientation

• To change text orientation:– With the cells selected, from the Home tab,

in the Alignment group, point to the Orientation button.

– Click the Orientation button arrow and

make a selection.

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Use Text Orientation

Orientation menu

Orientation button

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Create a Column Chart

• A chart type determines the way the data is presented—as a column, line, bar, or pie chart.

• Chart styles determine the colors used in the chart.

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• Determining which chart type to use:– Pie chart: To show the proportion of each item

to the sum of the whole. • All data points must be positive values and only

one data range—row or column—may be charted.– Bar chart: To illustrate comparisons among

individual items.

Create a Column Chart

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Create a Column Chart

• Determining which chart type to use:– Column chart: To show data changes over

a period of time or to illustrate comparisons among items.

– Line chart: To display continuous data over time. Use for showing trends in data at equal intervals.

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Create a Column Chart• A chart is a visual representation of

numeric data.• To create a chart:

- Select the source data range. - Click on the Insert tab. - In the Charts group, select the

preferred chart style.

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Create a Column Chart3D Clustered Column chart

Chart legend

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• By default, charts are embedded in a worksheet.

• The default displays both the chart and the worksheet data.

• A chart may be displayed on a separate sheet in a workbook, called a chart sheet.

Create a Column Chart

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Create a Chart Sheet and Edit the Chart

• Determining which chart type to use:– Column chart: To show data changes over

a period of time or to illustrate comparisons among items.

– Line chart: To display continuous data over time. Use to show trends in data at equal intervals.

– Bar chart: To illustrate comparisons among individual items.

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Create a Chart Sheet and Edit the Chart

– Pie chart: To show the proportion of each data item to the sum of the whole. • All data points must be positive values and

only one data range—row or column—may be charted.

Sample pie chart

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Create and Modify a Pie Chart

• To create a Pie Chart: Select the data range.

• Click on the Insert tab, and in the Charts group, click Pie to display the Pie chart gallery.

• Select the desired style of chart.

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• When a theme is applied, it is applied to the entire workbook, including the chart.

• To change a theme: – Select the Page Layout tab.– In the Themes group, click the Themes

button. – The Themes gallery is displayed.

Apply a Theme to a Chart

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Print Charts• A chart sheet:

– Can include a header and a footer.– Can be centered on the page.– Can be printed in portrait or landscape

orientation. • A chart embedded on the same sheet

as a worksheet can be printed with the worksheet or as a separate document.

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Print Charts

• To print a chart as a separate sheet apart from the worksheet data:– Click the chart to make it active. – Click the Office button. – Point to Print and then click Print Preview.– Only the chart displays in Print Preview.

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• A table—also called a list or a database—is a collection of data.

Sort Data

A row or recordcontains all of the data about one employee.

Column titles identifyfield categories.

Sort & Filter button

Sort & Filter list

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Sort Data• Data can be sorted by:

– Text– A to Z – Z to A

– Numbers– Largest to smallest – Smallest to largest

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Sort Data• When the primary sort results match, a

secondary sort field is used.

Sort dialog box

Primary level sort

Then by level—secondary level

Sort order options

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• Data, such as first and last name, that is entered into one cell can be split into two or more cells.

• Use the Text to Columns feature.

Convert Text into Columns

Data tabText to Columns button

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Convert Text into Columns

• Two choices for the file type—delimited and fixed width. – Delimited width sets the limits of the fields

by a symbol (e.g., comma, tab, or semicolon), which is called a delimiter.

– Fixed width sets the limits of the fields by the specified width for the column break.

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Convert Text into Columns

Delimited—sets the limits of the fields by characters.

Fixed width—sets the limits of the fields by a specific number of spaces.

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Apply Conditional Formatting Using Data Bars and

Color Scales• Cells that meet a specific condition,

such as greater than, less than, or equal to, can be highlighted using conditional formatting.

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Apply Conditional Formatting Using Data Bars and

Color Scales• With conditional formatting, data that

falls within a specific range will be highlighted.– To create, click the Home tab, and in the

Styles group, click the Conditional Formatting button.

– From the displayed list, point to Highlight Cells Rules, and from the submenu, click Between.

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Apply Conditional Formatting Using Data Bars and

Color Scales

Between dialog box

Type smallest number of range

Type largest number of range

Format to apply

Results

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Apply Conditional Formatting Using Data Bars and

Color Scales• A data bar is a colored bar that

displays in a worksheet cell.• The data bar represents the value in

the cell.– A longer bar represents a higher value.– A shorter bar represents a lower value.

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Apply Conditional Formatting Using Data Bars and

Color Scales Data Bars Gallery

Conditional Formatting button

Live Preview displays data bars in the worksheet.

Data Bar ScreenTip

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Apply Conditional Formatting Using Data Bars and

Color Scales• Color scales use gradients of the

color to visually compare values.• A two-color template assigns one

color to the lowest value and another to the highest value. – Gradients of color are used for the values

in between.

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Apply Conditional Formatting Using Data Bars and

Color Scales

Color assigned to maximum

Edit Formatting Rule dialog box

Color assigned to minimum

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Insert a Table and Filter Data

• Filtering data enables you to display a specific set of data.

• When a filter is applied to a list, only the records that match the criteria will display in the worksheet.

• Data is not lost.

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Insert a Table and Filter Data

• To apply a filter:– Click in a cell within the worksheet data.– Click the Data tab.– In the Sort & Filter group, click the Filter

button.

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Insert a Table and Filter DataFilter button

Sorting and filtering arrow

Sort & Filter group

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Insert a Table and Filter Data

• Click the sorting and filtering arrow to display the menu.

• A list of sorting and filtering options displays.

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Insert a Table and Filter Data

Text Filters list displays

Sorting instructions

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Insert a Table and Filter Data• A filter button displays when the

column is filtered.

Filter button—indicates column is filtered.

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Insert a Table and Filter Data

• A filter can be removed from a table individually by field.

• To remove all filters:– On the Data tab, in the Sort & Filter group,

click Clear.

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Covered Objectives

• Use Text Orientation• Create a Column Chart• Create a Chart Sheet and Edit the

Chart• Create and Modify a Pie Chart• Apply a Theme to a Chart• Print Charts

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Covered Objectives

• Sort Data• Convert Text into Columns• Apply Conditional Formatting Using

Data Bars and Color Scales• Insert a Table and Filter Data