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Excel charts witcher

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  • 1. Dynamic Chart with Dropdown List Control
    February 18, 2011
  • 2. Overview
    We will create a chart in Microsoft Excel that updates automatically based on a selection from an in-cell dropdown list
    This chart will function based on quarterly figures as its data source
    The main purpose is to show users the dynamic functionality of Microsoft Excel without using macros
    Copyright © 2011 Techronology. All rights reserved.
  • 3. Quick Glance
    The components
    Dropdown selection list
    Categories and data
    Dynamic chart
    The idea
    To be able to change the chart's data source based a user's selection
    Again, we will not show you how to create the dropdown list itself, which is covered in a separate lesson
    Copyright © 2011 Techronology. All rights reserved.
  • 4. Requirements
    Microsoft Excel 2007
    You may be able to apply the instructions in this tutorial to other versions of Microsoft Excel
    Optional
    Check out the tutorials below on creating dropdown lists in Microsoft Excel(We will not cover the creation of dropdown lists in this tutorial)
    Copyright © 2011 Techronology. All rights reserved.
    Tutorial Links
    http://www.slideshare.net/techron/incell-interactivity-dropdown-box-in-excel
    http://www.techronology.com/index.php?pageID=007002&lessonID=excel0001&lessonType=pres
  • 5. Get the Data Ready
    This data refers to the amount of money spent on business supplies and stationary for a particular business
    Below is the data you should use in this lesson
    Copyright © 2011 Techronology. All rights reserved.
    We have our data organized in cells D5 to H8, as shown below
  • 6. Enter the Data
    Enter the data (in cells D5 to H8) for your chart using the same numbers as below
    Copyright © 2011 Techronology. All rights reserved.
  • 7. Create the In-cell Dropdown List
    In cell B6, create an in-cell dropdown list with four choices
    1st Quarter
    2nd Quarter
    3rd Quarter
    4th Quarter
    Copyright © 2011 Techronology. All rights reserved.
  • 8. Select Your Data and Prepare to Create Chart
    Copyright © 2011 Techronology. All rights reserved.
    1
    1
    Select cells D5 to E8, which will serve as your initial data for your chart
    Click on the Insertmenu
    2
    2
  • 9. Create a Standard Pie Chart
    Click on the Pie icon
    Click on the first pie icon in the 2-D Pie section
    Copyright © 2011 Techronology. All rights reserved.
  • 10. Chart Display
    You can move the chart around, resize it, etc., but it is time to make the chart more dynamic
    Now that the chart is created, let's make some named ranges that will work with the chart
    Copyright © 2011 Techronology. All rights reserved.
  • 11. Create the Named Ranges for First Two Quarters
    Copyright © 2011 Techronology. All rights reserved.
    1
    1
    Select cells E6 to E8
    Type qtrData1 in the Name Box and press Enter
    Select cells F6 to F8
    Type qtrData2 in the Name Box and press Enter
    We cover named ranges in a previous tutorial, which is listed on the Requirements page in the beginning of this tutorial
    2
    2
  • 12. Finish Creating the Named Ranges
    Copyright © 2011 Techronology. All rights reserved.
    1
    1
    Select cells G6 to G8
    Type qtrData3 in the Name Box and press Enter
    Select cells H6 to H8
    Type qtrData4 in the Name Box and press Enter
    2
    2
  • 13. Test the Dropdown List
    We now want to supply a number based on the user's selection
    Below are the index values we want to use for the dropdown list
    1st Quarter = 1
    2nd Quarter = 2
    3rd Quarter = 3
    4th Quarter = 4
    So, when a user selects 3rd Quarter, for example, the value 3 should be applied
    Copyright © 2011 Techronology. All rights reserved.
  • 14. Match Up Your Choice
    Type the formula shown above in cell B8 and press Enter
    The MATCH function searches for a specified item in a range and then returns the relative position of that item in the range
    In our case, the range is {"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"}
    Copyright © 2011 Techronology. All rights reserved.
  • 15. Our Match Formula Breakdown
    Copyright © 2011 Techronology. All rights reserved.
    =MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)
    This is the value in cell B6 we want to lookup
    These are the range of values to check B6 against
    The zero value in MATCH looks for an exact match
    The final result should be 1, 2, 3, or 4 in cell B6
    If a match cannot be found, an error is displayed
    Our dropdown list should only allow the values listed in the match range; therefore, an error should not occur
  • 16. Creating the Series Names from User Selections
    We can now append the number produced in B6 to the text "qtrData"
    For example, if the user selects "2nd Quarter" then B6 will equal 2 and the text "qtrData" will become "qtrData2"
    Below are the text values that we want to create based on the user selection
    1st Quarter = "qtrData1"
    2nd Quarter = "qtrData2"
    3rd Quarter = "qtrData3"
    4th Quarter = "qtrData4"
    Copyright © 2011 Techronology. All rights reserved.
  • 17. Test the Series Text Name
    In cell B9, enter the follow formula (including the quotations)…
    ="qtrData"&B8
    …which will produce qrtData1, qrtData2, qrtData3, or qrtData4
    Copyright © 2011 Techronology. All rights reserved.
    Remember, cell B8 is the same as…
    =MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)
  • 18. Finalize Series Name
    In cell B10, combine cell B8 and B9 using the following formula…
    ="qtrData"&MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)
    This will become our master named range for the chart series
    Copyright © 2011 Techronology. All rights reserved.
  • 19. Get the Formula for the Series Name
    Copyright © 2011 Techronology. All rights reserved.
    1
    1
    Click on cell B10
    Press function key 2 (F2) to go into edit more
    Select all the text, including the equal sign
    Press Ctrl-C to copy the formula
    Or…
    Select and copy the formula from the formula toolbar
    2
    2
  • 20. Create the Series Named Range
    Copyright © 2011 Techronology. All rights reserved.
    1
    1
    Click Formulas from the menu
    Click Define Name from the Formulas ribbon
    Type seriesData as the Name
    Paste in the formula you copied from cell B10 to the Refers to box
    Press Enter or click OK
    You may need to try this twice or type in the formula directly to get use to the procedure
    2
    2
  • 21. Make the New Range Name an Indirect Range
    Open the Name Manager by pressing Ctrl-F3 or by clicking Name Manager from the Formulas ribbon (see previous page)
    Click on seriesData
    In the Refers to box, enclose everything in parenthesis
    Before the first parenthesis, type INDIRECT
    See the complete formula below
    Copyright © 2011 Techronology. All rights reserved.
    =INDIRECT("qtrData"&MATCH(Sheet1!$B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0))
  • 22. INDIRECT Function Note
    INDIRECT returns the reference specified by a text string. References are immediately evaluated to display their contents. Use INDIRECT when you want to change the reference to a cell within a formula without changing the formula itself.
    Copyright © 2011 Techronology. All rights reserved.
  • 23. Apply Your New Range Name to the Chart
    Right-click on a white area on the chart to view the shortcut menu
    Click Select Data from the shortcut menu
    You can also click on the chart, select Design from Chart Tools, and click on the Select Data icon
    Copyright © 2011 Techronology. All rights reserved.
  • 24. Create New Data Source
    Copyright © 2011 Techronology. All rights reserved.
    1
    1
    Click on 1st Qtr and then click the Edit option
    Under Edit Series, type Sheet1!seriesData in the Series values box
    Press Enter or click OK
    Basically, what you are doing is typing the name of your sheet, the exclamation point, and the named range
    If your sheet's name is not "Sheet1" replace "Sheet1" with the name of your sheet
    2
    2
  • 25. Test Your Chart
    Now when you select an option from the dropdown, the chart will update automatically according to your selection
    On the other hand, the series name or title will not change because you did not create a dynamic range name for them yet
    You really do not need to unless you plan on displaying a chart or series title
    Simply click on the chart title and press delete
    Copyright © 2011 Techronology. All rights reserved.
  • 26. End Notes
    You can now delete the contents of the test cells (B8, B9, and B10)
    This technique can work with almost any kind of chart
    Once you get really good, you can create charts that automatically adjust to the size of a range
    You can get the supporting Microsoft Excel file from the following site:
    http://www.techronology.com/products.php?prodID=less002
    Copyright © 2011 Techronology. All rights reserved.
  • 27. www.techronology.com