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Chapter 11: Working with Charts
Page 2 of 4
by Patrice-Anne Rutledge and Jim Grey
...Continued from Page 1 Selecting a Chart Type
Entering Data in the Datasheet
Continued on Page 3...
Selecting a Chart Type
PowerPoint offers plenty of chart types and sub-types for almost
every kind of graphic representation you could want to create.
Sub-types are variations on a basic chart type, such as 3D options.
PowerPoint includes these basic chart types:
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Column Creates vertical columns to compare the values
of categories of data. Column, bar, and line charts work well
if you want to compare values over time periods such as months
or quarters. Figure 11.7 illustrates a sample column
chart.
Figure 11.7
A column chart makes it easy to compare series of data.
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Bar Creates horizontal bars to compare the values of
categories of data.
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Line Creates a line with markers for each data value.
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Pie Creates a pie that analyzes
percentages of a total number. Use a pie chart to see how
items contribute to a total.
For example, you might want to compare the year's expenses
for each department in your company. Figure 11.8 shows
a pie chart.
Figure 11.8
Use pie charts to show percentages of a total amount.
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XY (Scatter) Creates a chart that compares sets of
values.
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Area Creates a chart that shows the trend of values
in a single solid area.
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Doughnut Creates a pie chart that can contain more
than one series.
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Radar Assigns a value axis (radiating from the center)
for each category, and draws lines to connect all values in
the same series. The chart compares the collected values of
several data series.
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Surface Creates a single 3D surface that helps you
finding the best combinations between two sets of data. Colors
and patterns indicate areas that are in the same range of values.
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Bubble Compares three sets of values displayed as bubbles.
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Stock Shows a stock's high, low, and close figures.
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Cylinder Creates columns shaped like cylinders.
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Cone Creates columns shaped like cones.
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Pyramid Creates columns shaped like pyramids.
If you already know that you want to create a 3D clustered column
chart, which is the PowerPoint default, you don't need to
do anything to select a chart type. However, if you want to use
a different chart type, you should select it before you enter any
data or make any other modifications. There are two ways to change
the chart type in PowerPoint. You can click the down arrow next
to the Chart Type button on the Standard toolbar and select the
chart type you want to apply from the palette that appears. Place
the mouse over a specific chart type to view a chart tip that tells
you the chart type's name. PowerPoint applies the chart type
to your chart, which reformats itself in the new type. Not all
chart types are available through the Chart Type button, however.
If you can't find what you need on the palette that appears,
try the Chart Type dialog box (Chart, Chart Type).
In either case, if you don't like the new chart type you
applied, click the Undo button on the Standard toolbar to return
to your original selection.
To apply a new chart type using the Chart Type dialog box, follow
these steps:
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In Microsoft Graph, choose Chart, Chart Type from the menu.
The Chart Type dialog box appears, as shown in Figure 11.9.
Figure 11.9
PowerPoint offers many different chart types.
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On the Standard Types tab, select the type of chart you want
from the Chart Type list. A variety of sub-types appears in
the Chart sub-type area.
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Click the sub-type you want. The text box below provides detailed
information about this sub-type.
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To preview what an actual chart of this type looks like, click
the Press and Hold to View Sample button. A sample chart temporarily
replaces the Chart Sub-Type box, as shown in Figure 11.10.
Figure 11.10
You can preview changes before making them.
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If you want to change this to your default, select the Set
as Default Chart button.
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If none of the chart types in the Standard Types tab suits
your needs, click the Custom Types tab to view more options. Figure
11.11 illustrates this tab.
Figure 11.11
Custom charts provide variety and options.
Note - Custom charts include detailed formatting,
and some are customized specifically for a certain kind
of output, such as onscreen presentations. The text box
beneath the example indicates these details.
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- Click the Built-In option button
to display PowerPoint's
ready-made custom charts.
Note - You can also add an active chart in your
current presentation to the list of chart types. Simply
select the User-Defined option button on the Custom Types
tab, click the Add button, and enter details about this
active chart to the Add Custom Chart Type dialog box that
appears. Microsoft Graph adds this chart to its list of
custom chart types.
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Select the chart type you want to use from the Chart Type
list. An example displays in the Sample box.
- Click OK to apply the chart type and return to your presentation.
Back
Entering Data in the Datasheet
The default datasheet that opens when you
first create a chart includes four columns and three rows. This
is a common chart format—comparing
specific categories over periods of time—but only one of the
hundreds of possible formats. Figure 11.12 illustrates this
datasheet.
Figure 11.12
Enter chart data in a datasheet, similar to an Excel worksheet.
The first row and column of a datasheet serve as headers for the
information in the datasheet. Therefore, the second row begins
with the number 1 and the second column with the letter A. In this
example, the columns display as the category axis, the rows display
as the data series listed in the legend, and the cell data (A1:D3)
represents the value axis.
Tip - To reverse the chart and use the column data
as the data series instead of the row data, click the By
Columns button on the Standard toolbar. Microsoft Graph
redesigns the chart based on this change. For example,
if you changed the default chart to display in columns,
the quarters appear in the legend and the locations appear
in the category axis.
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To input your own data, just type over the existing information
in each cell.
Does your chart have extra spaces? See
the "Troubleshooting" section
near the end of this chapter.
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If the data you need is already in an Excel spreadsheet , you
can import directly from Excel without reentering this information
in the datasheet. Click the Import File button on the Standard
toolbar to open the Import File dialog box. Choose the Excel file
you want to import and click Open. The Import Data Options dialog
box guides you through this process. Note that you can import from
Lotus 1-2-3 and text file formats as well.
Inserting and Deleting Datasheet Rows and Columns
To delete a row or column, place the cursor within the appropriate
row or column and choose Edit, Delete from the menu. To remove
the contents of a cell rather than the cell itself, choose Edit,
Clear, Contents. Clearing the contents is best when you want to
remove existing data and replace it with new data. If you no longer
need the row or column, you should delete it. You can delete a
row or column by selecting its heading and pressing the Delete
key.
Note - You can also cut (Ctrl+X), copy (Ctrl+C),
and paste (Ctrl+V) data in the datasheet by using keyboard
commands or by choosing the appropriate buttons on the
Standard toolbar.
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To insert a new row, select the row below where you want to place
the new row and choose Insert, Cells. Microsoft Graph inserts a
new row directly above the selected row.
To insert a new column, select the column heading to the right
of where you want to place the new column and choose Insert, Cells.
Microsoft Graph inserts a new column directly to the left of the
selected column.
If you want to insert a new cell, rather than a complete row or
column, select the cell where you want to insert a cell; choose
Insert, Cells; and choose either Shift Cells Right or Shift Cells
Down in the Insert dialog box (see Figure 11.13).
Figure 11.13
Determine the direction to move the existing cells in the
Insert dialog box.
PowerPoint inserts a new cell and shifts the row to the right
or shifts the column down, depending on your selection. You can
undo insertions and deletions by clicking the Undo button or pressing
Ctrl+Z.
Formatting Datasheet Column Width
To format the datasheet's column width, follow these steps:
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Select the heading of the column whose width you want to adjust.
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Choose Format, Column Width. The Column Width dialog box appears,
as shown in Figure 11.14.
Figure 11.14
You can customize the width of a datasheet column.
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Type a width for the column the Column Width field. To adjust
to the standard width, select the Use Standard Width check
box. Or, click the Best Fit button to have the columns adjust
automatically based on the existing data.
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Click OK to return to the datasheet.
Formatting Datasheet Numbers
You can format the text and numbers in your datasheet if you want.
To format numerical data, select the cell or cells you want to
format and choose Format, Number. The Format Number dialog box
appears, as shown in Figure 11.15.
Figure 11.15
Customize the way numbers appear in this dialog box.
Select the type of number format you want from the Category list,
such as date, time, or currency format. Based on your category
selection, the right side of the dialog box offers additional formatting
options related to the category.
For example, if you choose Currency, the right side of the dialog
box lets you choose the currency symbol such as the dollar, pound,
or yen. Several of the numeric categories also let you choose the
number of decimal places you want to include.
Click OK to accept the formatting changes and to update your chart.
Do your datasheet numbers display in an exponential
format? See the "Troubleshooting" section
near the end of the chapter.
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Including and Excluding Rows and Columns
You can include rows and columns in your datasheet, but temporarily
hide them in your presentation. To do that, select the column or
row that you want to hide, and choose Data, Exclude Row/Col. The
row or column appears shaded in your datasheet and temporarily
disappears from your presentation. Figure 11.16 shows an
example of a hidden column in a datasheet.
Figure 11.16
This hidden column will temporarily be removed from the chart.
To include this information again, choose Data, Include Row/Col.
Tip - You can also double-click the row or column
head to include or exclude the rows or columns. In this
case, the action serves as a toggle.
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Returning to the Presentation from the Datasheet
When you finish formatting and modifying the datasheet, you can
close it by clicking the View Datasheet button on the Standard
toolbar. Or you can return to working on the presentation while
the datasheet remains open by clicking on any section of the presentation.
To reopen the datasheet, click the View Datasheet button again.
Back
Continued on Page 3...
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