QUESTION/DISCUSSION

1.How to use Graphics and Charts

Creating Charts

Select the slide where you want the chart to appear.

In the Insert tab, under the Illustrations group, click on CHART to open the Insert Chart dialog.

Select the type of chart from the category list on the left, or simply scroll through the gallery on the right to view all the available charts. Once you have made your selection, click OK.

The chart will appear on your slide, and Excel will open as a split screen with dummy data already filled in.

Add your data and labels to the Excel spreadsheet and the chart will be automatically updated on your slide.

When finished, click the in the upper right hand corner of Excel to close the worksheet..

Changing To a Different Chart

PowerPoint makes it easy to change the type of chart you are using without needing to start over and re-add all your data. You can make this change even after you have applied formatting (see below).

Right-click on the chart you would like to change and select Change Series Chart Type... to bring up the Change Chart Type dialog.

Make a selection and press OK.

Updating a chart

After creating a chart you may want to update, add, or delete information.

Changing Values

Click on the chart to select it.

The Chart Tools tabs appear, including separate tabs for Design, Layout, and Format.

In the Design tab under the Data group click on EDIT DATA . Excel will open in a splitscreen with your chart's data.

Change your data. Your chart will be updated automatically when you press [Enter] or click outside of the cell.

When finished, click the in the upper right hand corner of Excel to close the worksheet.

Adding Data

Click on the chart to select it.

The Chart Tools tabs appear, including separate tabs for Design, Layout, and Format.

In the Design tab under the Data group click on EDIT DATA . Excel will open in a splitscreen with your chart's data.

If needed, drag the lower right hand corner of the data range to add rows or columns. Type the new data in the appropriate location. If you add the data to a new table or row, the data will automatically be added to the appropriate place on your chart.

To update the chart on your slide, press [Enter] or click outside of the cell where you've added data.

When finished, click the in the upper right hand corner of Excel to close the worksheet.

Deleting Data

Click on the chart to select it.

The Chart Tools tabs appear, including separate tabs for Design, Layout, and Format.

In the Design tab under the Data group click on EDIT DATA . Excel will open in a splitscreen with your chart's data.

In the Excel worksheet, select the individual values you would like to delete, or click on the row or column identifyer to select an entire row or column.

Press [Delete]. The chart is updated on the slide.

When finished, click the in the upper right hand corner of Excel to close the worksheet.

Customizing a Chart

When you add a chart to your slide, PowerPoint chooses the formatting based on the theme of your slide. All of the elements of your chart can be customized, however, either by using another preset or by modifying the elements individually.

Preset Formats & Styles

For a quick way to change the look of your chart without having to change every individual element, PowerPoint provides a number of layouts and color schemes for each chart.

Click on the chart to select it.

The Chart Tools tabs appear, including separate tabs for Design, Layout, and Format.

To change the layout of your chart, in the Design tab under the Chart Layouts group, scroll through the layout gallery and select a new layout to apply it to your chart.NOTE: The layouts available will depend on the type of chart selected.

To change the style of your chart, in the Design tab under the Chart Styles group, scroll through the style gallery and select a new style to apply it to your chart.NOTE: The styles available will depend on the type of chart selected.

Changing Elements Manually

PowerPoint lets you choose from among many elements to display on your charts -- labels, gridlines, data points, etc. You can add or delete these elements at any time.

NOTE: The elements available for editing will depend on the type of chart chosen.

Click on the chart to select it.

The Chart Tools tabs appear, including separate tabs for Design, Layout, and Format.

In the Layout tab select the element you wish to change and choose the new formatting.

Use the drop down menu in this group to select specific elements of your chart to modify.

Format Selection: This brings up the Format dialog where you can modify the formatting for your selected chart element.

Reset to Match Style: This button will clear any custom formatting you have applied to the selected element.

Chart Title: Add, remove, or position the chart title.

Axis Titles: Add, remove, or position the text used to label each axis.

Legend: Add, remove, or position the chart legend.

Data Labels: Add, remove, or position data labels. Use data labels to label the elements of the chart with their actual data values.

Chart Data Table: Adds a table summarizing your data to the chart.

Axes: Change the layout and formatting of each axis. Hides the axes or their labels, switches axes, or changes the measurements displayed with each axes.

Chart Gridlines: Turn gridlines on or off.

Plot Area: Turn the plot area on or off.

Chart Wall: Formats the color on the vertical walls behind the data on a three-dimensional chart.

Chart Floor: Formats the color on the horizontal floor below the data of a three-dimensional chart.

3-D Rotation: Opens the Format Chart Area dialog, where you can set the three-dimensional viewpoint of the chart.

Trendline: Hide or display a line that indicated the average course of data to the chart.

Lines: Hide or display lines at data points which compare the data to other points or the axes, and clarify where each data point falls.

Up/Down Bars: Hide or display bars between the lowest and highest numbers at a given point on the graph.

Error Bars: Hides or displays bars that indicate how much the data may vary from the displayed values, and allows you to set the amount of error.

Overview of data charting and graphing

You can add a data chart or graph to your presentation in one of two ways:

You can create a chart or graph in your presentation. When you create a new chart in PowerPoint, you edit the data for that chart in Office Excel 2007, but the data is saved with the PowerPoint file.

You can paste an Excel chart or graph into your presentation and link to the data in an Office Excel 2007 file. When you copy a chart from a saved Office Excel 2007 file and paste it into your presentation, the data in the chart is linked to that Excel file. If you want to change the data in the chart, you must make your changes to the linked worksheet in Office Excel 2007 and then refresh the data in your PowerPoint presentation. The Excel worksheet is a separate file and is not saved with the PowerPoint file.

NOTE If you open a presentation that was created in an earlier version of PowerPoint and the presentation contains a graph or chart that was created by using Microsoft Graph, PowerPoint 2007 will maintain the look and feel of the graph or chart, and let you continue to update your graph or chart.

A chart in PowerPoint that is made up of sample data from an Excel worksheet

Insert a chart or graph in your presentation

Do the following when you want to create a new chart or graph in PowerPoint:

In PowerPoint, click the placeholder that you want to contain the chart.

On the Insert tab, in the Illustrations group, click Chart.

In the Insert Chart dialog box, click a chart, and then click OK.

Office Excel 2007 opens in a split window and displays sample data on a worksheet.

Sample data on an Excel worksheet

In Excel, to replace the sample data, click a cell on the worksheet, and then type the data that you want.

You can also replace the sample axis labels in Column A and the legend entry name in Row 1.

NOTE After you update the worksheet, the chart in PowerPoint updates automatically with the new data.

When you are finished inputting the data in Excel, on the File menu, click Close.

NOTE To change the data in a chart you've inserted, use the Edit Data command. To learn more about theEdit Data command,

Watch the demo: Insert a chart or graph in your presentation

2.How to Running Presentation

Rehearsing our Slides

Before we rehearse, make sure that we select our first slide. Now open the ‘Slide Show’ tab and click the ‘Rehearse Timings’ button.

Powerpoint will start the usual presentation mode with a timer panel. The clock on the panel will start ticking once we enter the presentation mode.

Click on the arrow button to move on the next slide and Microsoft Powerpoint will record each timing as you progress from one slide to the next one. You can also click on the pause button just in case you need to answer the phone or turn off the oven while you’re rehearsing your slides.

You will see a summary on how much time you have spent on each slide at the end of the rehearsal.

Create a Self-Running Presentation

You can even set a self-running power point slides and let it run according to these timing, relieving us from the need to manually navigate the slides. Bear in mind that we can run into a situation where Powerpoint changes the slides before we finish, so make sure that you can deliver each slide based on your rehearsal timing.

Click on the setup slide show button.

Select the ‘Browsed at a kiosk (full screen)’ option to setup a self-running Powerpoint presentation. Press the ‘esc’ key to stop the self-running presentation.

You can re-adjust the presentation timing by recording back from the beginning or from the current slide.

If we’re still not happy with the timing, we can clear all the slides timing and redo our presentation rehearsal.

Delivering a good presentation is not an easy task and requires a lot of practice. There are tons of great things that we can do with Powerpoint to add punch to our presentation

Before you can self-run a presentation, you have to tell PowerPoint that you want it to self-run. Self-running PowerPoint presentations don’t have the control buttons in the lower-left corner. You can’t click the screen or press a key to move forward or backward to the next or previous slide. The only control you have over a self-running presentation is pressing the Esc key. Pressing Esc ends the presentation.

Follow these steps to make yours a kiosk-style, self-running presentation:

1.Click the Slide Show tab.

2.Click the Set Up Slide Show button.

You see the Set Up Show dialog box.

Make a presentation self-running in this dialog box.

3.Under Show Type, select the Browsed at a Kiosk (Full Screen) option.

When you select this option, PowerPoint automatically selects the Loop Continuously Until ‘Esc’ option.

4.Make sure that the Using Timings, If Present option button is selected.

The previous section in this chapter explains how to declare how long you want each slide to remain on-screen in a self-running presentation.

5.Click OK.

That’s all there is to it.