1. tables, charts, and graphs microsoft word & excel 2003

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Tables, Charts, and Graphs

Microsoft Word & Excel 2003

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Tables, Charts, & Graphs

Tables present information in numbers and rows, rather than with graphics

Charts graphically represent data contained in a worksheet

Select the table or chart type based on the message you are trying to convey

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Tables, Charts, & Graphs

Create with the Table command, the Chart Wizard or Insert Chart command

Can be embedded onto a worksheet or created on a separate chart sheet (Excel)

Or created in the document (Word)

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What is a Chart?

A graphic representation of data in a worksheet

Chart elements Category labels – descriptive text entries

(i.e. variable names, response names) Data points – numeric values Data series: a grouping of data points (i.e.

each response for a question)

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Chart Types

What message or information are you trying to convey?

Use the appropriate chart type Pie and Exploded pie charts display

proportional relationships Column charts display numbers and are

useful for showing comparisons between groups or responses

Bar charts display numbers horizontally Keep it simple

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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

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Column Charts

Row 3 contains column headings and forms labels for X axis

Embedded chart shows both the chart and the data

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Creating A Chart

Charts and graphs can be made in Excel or Word

The Wizard (or steps) basically work the same way In Excel, you have pre-existing data, or you

enter data into a worksheet In Word, you have to enter the data into a

“datasheet” that appears when you begin the chart creation process

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Creating A Chart in Excel

Two ways to create in Excel Embed chart in worksheet

Sizing handles allow you to size, move, copy, or delete an embedded chart

Create in separate chart sheet (F11) Easier to format

Charts are linked to underlying data A change in the data instantly updates the

chart(s) created on that data

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Creating A Chart in Excel Open the file & select the cells that contain the

data Be sure to include row & column headings

For a “stand alone” chart, press the F11 key Opens a chart sheet which you can customize

For an “embedded” chart, click the Chart Wizard button on the standard toolbar Select the chart type Check the data series Complete the chart options Choose the location

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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.

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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

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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

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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

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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

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Enhancing a Chart

Arrow with embedded text box highlights fourth quarter increase

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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

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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

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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.

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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

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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

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Data Series in ColumnsData 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

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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

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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

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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)

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Creating A Chart in Word

In Word: “Insert” Menu Choose “Picture” Then “Chart” You’ll get a similar

wizard as the one in Excel

Begin by entering data into datasheet

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Creating A Chart in Word

The wizard will open with sample data entered

Clear out this data & enter your own data into the datasheet

Again, you’ll need to consider what data to present in columns vs. rows

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Creating A Chart in Word

Make any changes to data (# decimal points) & close your datasheet

To modify your chart, right click inside the chart area

“Chart Type” will allow you to preview & change the type of chart (same as Excel)

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Creating A Chart in Word

“Chart Options” will allow you to add a title, change the legend, add data labels, etc. (same as Excel)

After modifications, click “OK”

Any element of the chart can be modified by right clicking on it

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Creating A Chart in Word

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Hand-on Exercise

Use your handout to create a chart for the data listed in the first example

Enter the data in the datasheet, modify your chart as you like, add a title, values, etc.

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Tables

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Tables

Tables feature Table menu

Insert Table command

Cells Insert Delete Borders and

Shading

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Formatting Tables Click Table menu

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Table Properties Command

TableProperties

Table Menu

Click OK to choose

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Hands-on Exercise

Create a basic Table for the second set of information in your handout

We’ll need 4 columns & 5 rows

If you choose an “AutoFormat” option, your table will have preformatted elements

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Hands-on Exercise

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Presenting Data Properly

…standardized presentations

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Presenting Data Properly

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Presenting Data Properly

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Presenting Data Properly

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Presenting Data Properly

Bivariate Analysis Analysis with two variables for

description or explanation Involves table construction Tables vary based on the type of variables

you have (categorical or continuous)

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Presenting Data Properly

Two categorical variables: The order of presentation follows causal

logic: IV DV Ex: Gender as an influence on church

attendance Categorize the IV (gender) by columns

and the DV (church attendance) by rows Facilitates left to right comparison

across columns

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Presenting Data Properly

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Presenting Data Properly

Categorize the IV (gender) by columns and the DV (church attendance) by rows

Facilitates left to right comparison across columns

If you do the opposite, you confuse the issue and the reader – it doesn’t make sense to imply that church attendance influences gender

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Presenting Data Properly

One categorical and one continuous variable

You have descriptive statistics for one continuous variable for two or more groups of respondents (defined by a categorical variable)

“Subgroup” comparisons Ex: Income by Gender

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Presenting Data Properly

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Presenting Data Properly

Multivariate Analysis Two or more predictor variables and an

outcome Organize the columns by all predictors

Divide LAST by the variable of PRIMARY theoretical interest

This facilitates comparisons among categories of that variable

Ex: if we focus on gender, divide last by that

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Presenting Data Properly

Two or more predictor variables & an outcome

Ex: gender & age as predictors of church attendance

Distinguish by categories by gender and age Young men & old men; young women & old

women For each group, calculate the percentage that

attends church weekly vs. less often

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Presenting Data Properly

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Presenting Data Properly

Multivariate Analysis If the predictors are equally important,

you might consider a different style of presentation

Present percentages for only one outcome category

Organize rows by one predictor, columns by the other

Allows comparisons of weekly attendance by age & gender

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Presenting Data Properly

N

%

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Presenting Data Properly

Multivariate Analysis with Continuous Variables

Organize rows by one predictor, columns by the other

Present mean for each “cell” in the table Ex: gender, job tenure & income

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Presenting Data Properly

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Presenting Data Properly

You have examples in your handouts of standard presentation forms for other types of charts and tables: Correlation matrixes Regression analysis presentation Different forms of tables and charts for

presenting frequencies and crosstab data

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Correlation Matrix

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Regression Analysis

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Regression Analysis

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Factor Analysis Matrix

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Questions?