We already explored why and how you can add a Data Table to
your existing PowerPoint chart. A Data Table is a tabular representation of chart data that's placed along with the chart itself, as shown in
Figure 1, below. There are of course both pros and cons in using a Data Table -- the pros stem from the fact that all content is
available in one place and the cons are mainly because there's very little space left on the slide when you have both a chart and a table. To combat
these cons, you may want to explore some advanced options that let you format your Data Table exactly as you want.
Figure 1: A chart with Data Table
You can format this Data Table in various ways such as removing some of the grid lines from the table, formatting the text and gird lines, adding
shadow etc. Explore more in the following steps:
- Select the chart that already has a Data Table as shown in Figure 1, above. Then, select the Chart Layout tab
(highlighted in red within Figure 2) of the
Ribbon, and click the Data Table button (highlighted in
blue within Figure 2). This opens the Data Table gallery as shown in
Figure 2.
Figure 2: Data Table gallery
- Within the Data Table gallery, select Data Table Options, which is the last option (refer to
Figure 2 above). This will summon the Format Data Table dialog box as shown in Figure 3.
Figure 3: Format Data Table dialog box
Let us explore the options within the sidebar of the Data Table gallery (highlighted in red within
Figure 3, above) in the order of their appearance:
i. Grid: Provides you with various options in the form of check-boxes as shown in Figure 3, above
to show/hide the Horizontal, Vertical, and Outline grids within the Data Table. You can also
show/hide the legend keys (when this check-box is selected, the color blocks are displayed with the legends).
ii. Font: Includes options to format the text within the Data Table. When the Font option is
selected in the sidebar you can see two tabs within the dialog box, Font and Character Spacing as shown highlighted
in red within Figure 4. These options work similarly to what we explain in our
Format Text Dialog Box -- Font Options in
PowerPoint 2011 for Mac and
Character Spacing in PowerPoint 2011 for Mac tutorials
respectively. In Figure 4 you can see some changes made to the various options within the Font tab.
Figure 4: Options within the Font tab
In Figure 5 you can see the result of the above changes on the Data Table.
Figure 5: Data Table reflecting the text formatting done
iii. Fill: Lets you add a fill behind the text within the Data Table. You can choose from Solid,
Gradient, Picture or Texture, or Pattern tabs (highlighted in red
within Figure 6). Again, these options work similar to what we explain in our
Fills for Shapes in PowerPoint 2011 for Mac tutorial -- although the linked tutorial explains Shape fills, the techniques work the same way for Data Tables too.
Figure 6: Fill options for the Data Table
In Figure 7 you can see the effect of selecting a solid fill for the Data Table. Note that Series names doesn't show any fill behind
them.
Figure 7: Data Table reflecting the effect of selecting a solid fill
iv. Line: Includes options to format the grid lines within the Data Table as shown in Figure 8.
You can select from Solid, Gradient, or Weights & Arrows tabs (highlighted in
red within Figure 8) to choose various line formatting options as required. To learn more about how to
use these options, refer to our Formatting Lines (and
Shape Outlines) in PowerPoint 2011 for Mac tutorial. Again, even though the tutorial explains Shape lines, the techniques work for Data Table as
well.
Figure 8: Line editing options for the Data Table
Figure 9 shows our sample Data Table after applying some line formatting.
Figure 9: Data Table with formatted Grid lines
v. Shadow: You can add a shadow effect to the Data Table and edit the effect as required using the Shadow options
that you see in Figure 10. To learn more about how to apply and edit Shadow effect, refer to our
Advanced Shadow Effect Options in PowerPoint 2011
for Mac tutorial.
Figure 10: Options to add and edit Shadow effect to the Data Table
Figure 11 shows our sample Data Table added with Shadow effect. We have hidden the Grid lines in the sample to make the Data Table
look less crowded. Do note that the Shadow effect is applied not to the text but to the box area within which the text is contained.
Figure 11: Data Table added with Shadow effect
vi. Glow & Soft Edges: Among these two options as shown in Figure 12, Glow option adds a halo
of selected color around the Grid lines of the Data Table whereas the Soft Edges effect adds an eaten-up, feathered edge to the fill and Grid lines
of the Data Table. Do note that both these effect are applied not to the text but to the box area within which the text is contained.
Figure 12: Glow & Soft Edges options for Data Table
- Select and apply any of the Data Table formatting options as required.
- Save your presentation often.
See Also:
Chart Data Table Options in PowerPoint 2013 for
Windows
