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Exploring Office 2003 - Grauer and Barber 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
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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
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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
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What is a Chart?
A graphic representation of data in a worksheet Allow decision makers to quickly spot trends and
patterns without having to sort through rows and columns of data.
Charts are frequently used in presentations. Many organizations have performance
measurables. These items are often charted and displayed in each group’s work area.
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What is a Chart?
Chart elements Category labels – descriptive text entries Data points – numeric values Data series: a grouping of data points
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Chart Types
Keep it simple Use the appropriate chart type
Pie and Exploded pie charts display proportional relationships or percentages
Column charts display actual numbers rather than percentages - 2 or more data series
Bar charts display numbers horizontally- 2 or more data series
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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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Chart Types
The pie chart shown earlier was created in a chart sheet. This chart is embedded in the worksheet. Notice that the chart is neatly lined up under the data and that the text on both axes is legible.
Another common mistake is to not include the row or column headings in the data selected for the chart. This results in helpful category labels such as “Series 1” and “Series 2”.
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Column Charts
Row 4 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
Two ways to create Embed chart in worksheet
Sizing handles allow you to size, move, copy, or delete an embedded chart
Embedded worksheets allow you to show the chart and its underlying data on the same printed sheet or to display the data and more than one chart on the same sheet
Formatting embedded worksheets tends to be a little more difficult
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Creating A Chart
Create in separate chart sheet Chart sheets are easier to format and tend to print
better. Charts in separate chart sheets are easily created with
the F11 key! It provides a basic column chart (the default chart) that can
be customized as you wish.
Charts are linked to underlying data A change in the data instantly updates the
chart(s) created on that data
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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
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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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Modifying a Chart
To change the Grid Scale, Right click on one of the gridlines in the chart.
Select Format Gridlines
Select Scale
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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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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 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
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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 The second data point in the series is graphed
where the first data point leaves off and so forth. Useful when you want to compare totals by
category
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Stacked Column Charts
A variation on this is the 100% stacked column chart, which combines the proportionality of a pie chart with the ability to plot multiple data series, which you cannot do with a pie chart.
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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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Object Linking and Embedding- OLE
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 It becomes part of the master document.
Linked object is stored in its own file any change in this file is automatically reflected in
the main document
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Object Linking and Embedding
With either, the worksheet can be edited in the application that created it by simply double-clicking the object on the document. The difference between the two is where the document is saved.
Links sometimes become broken if the file is moved or damaged. In a local network area environment, the link can become broken if the mapping to the network drive is changed, so take care when using links.
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Linking A Worksheet
Worksheet and embedded chart are linked into this document
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Object Linking
To link a file Click on Insert Click on Object Select tab, Create from File Make sure that you Check box, Link to File Choose any file in My Documents
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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
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Updating Links
Click on Edit Click on Links
From the Edit Links dialog box Update or change links Check the status of the link Break a link Specify to initiate the link automatically or manually
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Multitasking
Multitasking – the ability to have more than one application open at the same time
Use the taskbar to switch between open applications
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Assignment 4
Title of Exercise: Object Linking and Embedding- Starts on Page 401-426
Objective: To create a compound document consisting of a memo, worksheet, and chart Input file: Software Sales.xls and Software Memo Output files: Software Sales Solution (additional
modifications),Software Memo (Word document)