Exploring Microsoft

Office Excel 2007

Chapter 3:
Charts:
Delivering a Message
Robert Grauer, Keith Mulbery, Judy Scheeren

Committed to Shaping the Next Generation of IT Experts.

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Objectives

Choose a chart type

Create a chart
Modify a chart
Enhance charts with graphic shapes
Embed charts
Print charts

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Charts

A chart is a graphic or visual representation

of data
Multiple chart types can enhance information,
adding visual appeal and making it easy to
analyze data

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Choosing a Chart Type

Graphic representation of data

Attractive, clear way to convey information
Select the type of chart that best presents
your message
Add enhancements to better communicate
your information

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Choosing a Chart Type (continued)

Data point - numeric value that describes a

single item on a chart
Data series - group of related data points
Category label - describes a group of data
points in a chart

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Choosing a Chart Type

Which chart would best suit the data shown in the worksheet below?

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Questions to Ask

Percentage of the total revenue by city?

Percentage of total revenue by product?
Percentage of total revenue each product
produces in each city?
Percentage of total revenue each city
produces in each product?

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Column Charts

Used to show actual numbers rather than percentages

Displays data comparisons vertically in columns
The X or horizontal axis depicts categorical labels
The Y or vertical axis depicts numerical values
The plot area contains graphical representation of
values in data series
The chart area contains entire chart and all of its
elements

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Column Charts
Chart title
Plot area
Y axis

Height of
column
reflects
value of the
data point

X axis
Chart area

Column chart displays the revenue of software sales by city

The height of the column reflects revenue of each city

Pittsburgh has the highest revenue and Buffalo has the lowest
revenue

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Add a 3-D Effect

3-D can enhance

the display of
one set of data

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Clustered vs. Stacked

A multiple data series chart compares two

or more sets of data

Clustered column chart

Groups similar data in columns

Makes visual comparison easier

Stacked column chart

Places (stacks) data in one column with each data

series in a different color for each category

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Clustered Column Chart

Shows totals for each

software category in a
uniquely colored
column

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Stacked Column Chart

Total sales in the Yaxis would go up as

the total sales go up

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Bar Charts

Column charts with a horizontal orientation

Emphasizes the difference between items

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Bar Chart

Clustered bar chart shows totals for each software

category in a uniquely colored bar
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Pie Charts

Effective way to display proportional

relationships
The pie denotes the total amount
Each slice corresponds to its respective
percentage of the total

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Pie Chart

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Exploded Pie Charts

Exploded pie charts

can be used to
emphasize one or more
slices of the pie

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3-D Pie Chart

A 3-D pie chart may be

misleading
One section may
appear larger than the
others, but may not
really be larger

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Line Chart

Shows trends over a long period of time

A line is used to connect data points

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Line Charts

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Other Chart Types

A doughnut chart
A scatter (xy) chart
A stock chart

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Doughnut Chart

Displays values as
percentages of the whole
Shows values for each
category in each market
area
Unlike pie chart, displays
multiple sets of data

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Scatter Chart

Shows a relationship
between two variables
Often used in statistical
analysis and scientific
studies

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Stock Chart

Shows the high, low,

and close prices for
individual stocks over a
period of time

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Creating a Chart

Six main steps to create a chart

Specify the data series

Select the range of cells to chart
Select the chart type
Insert the chart and designate the chart location
Choose chart options/add graphics in charts
Change the chart location and size

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Six Steps

Specify the data series

The rows and/or columns that contain the data

you want to chart

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
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Six Steps (continued)

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

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Select a Chart Type

Chart 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

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Six Steps (continued)

Insert chart and designate location

Insert as an embedded object in the worksheet

Insert the chart as a New Sheet

Can print worksheet and chart on one page

Will require you to print the worksheet and chart on

separate pages

You can choose the location to display the chart

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Six Steps (continued)

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

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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

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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, Shapes, or
SmartArt)
Search for and insert the graphic
Size and move the graphic on the chart as
desired
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Six Steps (continued)

To change the chart location and size

Select the chart to reveal sizing handles

Drag the sizing handles to achieve desired
location and size

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Chart Enhancements

Modify charts to enhance and approve look

Modifications include: color, font, format,
scale, or style
Can change and edit chart elements
Add data labels
Enhance with graphics

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Change, Edit, and Format Chart

Elements

Change elements such as title and axes

Edit the contents of a data label
Approach formatting in two ways:

Use tabs

Insert, Design, Layout, Format

Select chart and use shortcut menu

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Add Data Labels and Change Fill

Color

Data labels are

values or names of
data points
Labels assists
reading chart
To accentuate data in
chart form you can
change the color or fill
pattern or use an
image
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Enhance Charts with Graphic

Shapes

Add pre-made graphics to chart to emphasize

content of a chart
Shapes are rectangles, circles, arrows, lines,
flowchart symbols, and callouts
Insert shapes using Insert tab or Layout tab

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Chart Distribution

Your visual masterpiece can be shared

Use charts as documentation in Web pages,
memos, reports, research papers, books, and
other types of documents
MS Office 2007 suite applications are
integrated and enable data sharing
Charts can be exported to other applications

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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

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Questions?

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All rights reserved. No part of this publication may be reproduced, stored in a

retrieval system, or transmitted, in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without the prior written
permission of the publisher. Printed in the United States of America.

Copyright 2010 Pearson Education, Inc.

Publishing as Prentice Hall
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