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  • Before you begin: If you already know how to create a chart, take the course “Charts II: Choose the right chart type” at http://office.microsoft.com/training/training.aspx?AssetID=RC011097791033. If you want to know how to customize and enhance charts, take the course “Charts III: Create a professional-looking chart” at http://office.microsoft.com/training/training.aspx?AssetID=RC011185911033. [ Note to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
  • You could easily select another chart type; but in this case, you'd accept the Column type, which is commonly used to compare items and will get your point across. For a quick chart, that's all you do. [ Note to trainer: Steps—presented in either numbered or bulleted lists—are always shown in yellow text.]
  • Peacock data, for example, is lavender. Data for each salesperson appears in three separate chart columns, one for each month. Cell B2 from the worksheet becomes the January chart column for Peacock; cell C2 becomes the February column for Peacock; and cell D2 becomes the March column for Peacock.
  • The column titles from the worksheet are now at the bottom of the chart. The titles become the categories in which the values from the worksheet rows are arranged. As you can see at a glance, the chart shows that Suyama sold the most marmalade in January and February, but she had a slump in March, when Peacock did best.
  • Any changes that you make to the worksheet data are instantly shown in the chart. A chart can also be placed on a separate sheet in a workbook, something you'll see how to do in the next lesson.
  • [ Note to trainer: With Excel 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Excel 2003, with instructions to guide you. Important: If you don’t have Excel 2003, you won’t be able to access the practice sessions.]
  • You'll also learn how to add more detail to your chart, such as a chart title, and you'll see other options in the wizard.
  • The Series in option is so named because the worksheet values used in the chart are called data series . You choose whether to compare and group the series in rows or columns. You can see the result of your choice in the preview on the tab.
  • The Series tab lets you change without going back to the worksheet, and it also provides a preview of your changes. Note: Deleting or adding a data series on this tab does not alter the data on the worksheet.
  • The Titles tab in Step 3 of the wizard has boxes for three titles for this chart: one for the chart, at the top, and one for each of the chart axes: vertical and horizontal. After the titles have been entered, they appear in the preview on this tab.
  • Axes: Hide or display the information shown along the axes. Gridlines: Hide or display the lines that extend across the chart. Legend:  Place the chart legend in different locations on the chart. Data Labels: Label the chart with the row and column title for each value and with the numerical values themselves. Be careful—you can easily clutter a chart and make it hard to read. Data Table: Display a table containing all the data used to create the chart. You might do this if you place a chart on a separate sheet in the workbook and want to have the data visible with the chart. That's next. Chart Location: Step 4 of the wizard gives you the option to place the chart As new sheet or As object in . If you choose As new sheet, you can choose a title for it. If you choose As object in, it appears on the same sheet as the worksheet data used in creating it. If you create a chart the quick way by clicking Finish as soon as you see that button in the wizard, the chart is automatically placed As object in .
  • [ Note to trainer: With Excel 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Excel, with instructions to guide you. Important: If you don’t have Excel 2003, you won’t be able to access the practice sessions.]
  • Using This Template This Microsoft PowerPoint ® template has training content about using Excel 2003 to express data in charts. It's geared for a corporate trainer to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course “Charts 1: How to create a chart.” Features of the template Title slide: On the very first slide, there are empty brackets over which you should type the name of your company. Or you can delete the text box altogether if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch , and sometimes the Dissolve effect is used. To alter them, go to the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Excel 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).

04 ms excel Presentation Transcript

  • 1. Microsoft ® Office Excel ® 2003 Training How to create a chart Peace River Distributing presents:
  • 2. Course contents
    • Overview: Telling the story behind the data
    • Lesson 1: Create a basic chart
    • Lesson 2: Tell the wizard what you want
    How to create a chart Each lesson includes a list of suggested tasks and a set of test questions.
  • 3.
    • A chart gets your point across—fast. With a chart, you turn worksheet data into a picture, where you can make a comparison or a trend visible at a glance.
    Overview: Telling the story behind the data How to create a chart This course takes you through the basics of how to create charts in Excel.
  • 4. Course goals
    • Create a chart using the Chart Wizard.
    • Make selections in the Chart Wizard.
    • Understand basic chart terminology.
    How to create a chart
  • 5. Lesson 1 Create a basic chart
  • 6. Create a basic chart
    • This lesson covers how to make a quick and basic no-frills chart in about ten seconds.
    • Then you'll see how the text and numbers from a worksheet become the contents of a chart, and you'll learn a few other chart basics before the practice session at the end of the lesson.
    How to create a chart Charts transform data into pictures.
  • 7. Meet the wizard
    • Suppose you're looking at a worksheet that shows how many cases of Sir Rodney's Marmalade were sold by each of three salespeople in each of three months.
    • How would you create a chart to show how the salespeople compare against each other every month?
    How to create a chart The Chart Wizard
  • 8. Meet the wizard How to create a chart
    • Click the Chart Wizard button on the toolbar to open the Chart Wizard.
    The Chart Wizard
    • Select the data that you want to chart, as well as the column and row labels.
    • When the wizard opens, the Column chart type is selected by default.
    • Click the Finish button at the bottom of the wizard.
  • 9. How worksheet data appears in the chart
    • Each row of salesperson data has been given a color in this chart.
    • The chart legend , which was created from the row titles in the worksheet, tells which color represents the data for each salesperson.
    How to create a chart Worksheet row data is transformed into columns.
  • 10. How worksheet data appears in the chart
    • Each chart column reaches a height proportional to the value in the cell that it represents. You can see at once how the salespeople stack up against each other as well as month by month.
    How to create a chart On the left side of the chart, Excel has created a scale of numbers by which you can interpret the column heights. Worksheet row data is transformed into columns.
  • 11. Update and place charts
    • The wizard placed this chart as an object on the worksheet along with the data, as shown in the picture.
    How to create a chart When a chart is an object, it can be moved and resized. It can also be printed right along with the source data. A chart on the same worksheet as the data
  • 12. Suggestions for practice
    • Create a chart.
    • Update chart data.
    • Move a chart.
    • Resize a chart.
    • Look at other chart types.
    • Delete a chart.
    How to create a chart Online practice (requires Excel 2003)
  • 13. Test 1, question 1
    • What is the most important thing about a chart? (Pick one answer.)
    How to create a chart
    • That it makes your point clearly.
    • That it has a lot of colors.
    • That it's the most sophisticated chart type.
  • 14. Test 1, question 1: Answer
    • That it makes your point clearly.
    How to create a chart Making a chart that doesn't get your point across is, well, pointless.
  • 15. Test 1, question 2
    • A chart placed on the worksheet can be printed along with the worksheet data. (Pick one answer.)
    How to create a chart
    • True.
    • False.
  • 16. Test 1, question 2: Answer
    • True.
    How to create a chart It can also be moved and resized.
  • 17. Test 1, question 3
    • What must you do to refresh a chart when you revise the worksheet data it displays? (Pick one answer.)
    How to create a chart
    • Press SHIFT+CTRL.
    • Nothing.
    • Press F6.
  • 18. Test 1, question 3: Answer
    • Nothing.
    How to create a chart When you revise a value in the worksheet, the chart is automatically refreshed. Just sit back and relax.
  • 19. Test 1, question 4
    • A chart legend provides the data that appears in row or column titles. (Pick one answer.)
    How to create a chart
    • True.
    • False.
  • 20. Test 1, question 4: Answer
    • False.
    How to create a chart The row or column titles provide the text for the legend, showing which chart colors signify which row or column.
  • 21. Lesson 2 Tell the wizard what you want
  • 22. Tell the wizard what you want
    • In this lesson you'll learn about an important choice that you can make in the Chart Wizard.
    • You choose whether your chart compares salespeople to each other, month after month — or whether it compares months to each other, salesperson by salesperson.
    • The picture shows both ways.
    How to create a chart Choose how the Chart Wizard compares your data.
  • 23.
    • Suppose you wanted to compare salespeople, not to each other, but to themselves, so that you can see their performance over time.
    • Once again, you’d select the Sir Rodney's Marmalade data, and open the Chart Wizard by clicking the Chart Wizard button .
    Decide what to chart How to create a chart
  • 24. Decide what to chart How to create a chart But this time you’d click the Next button instead of clicking Finish . That click will display the Data Range tab as Step 2 of the Chart Wizard. On the Data Range tab you can change your chart structure.
  • 25. Decide what to chart
    • An example of different structures: The chart from the first lesson (shown on the left, in the picture) compares the salespeople to each other, month after month.
    How to create a chart To make this comparison, Excel grouped worksheet columns and compared worksheet rows.
  • 26. Decide what to chart
    • If Excel grouped by rows and compared by columns, the chart would say something completely different. It would show how each salesperson did, better or worse, month by month, as shown on the right of the picture.
    How to create a chart You can choose which comparison to make by selecting either Rows or Columns in the Series in option.
  • 27. Decide what to chart
    • On the Series tab, you can delete or add a data series for the chart. For example, you might decide to chart only two of the salespeople instead of all three.
    How to create a chart
  • 28. Add titles
    • It's a good idea to add descriptive titles to your chart so that readers don't have to guess what the chart's about.
    • You can add a title for the chart by typing in the Chart title box, for example: Sir Rodney's Marmalade .
    How to create a chart Enter chart and axis titles in the Chart Wizard.
  • 29. Add titles
    • Next is a title box for the Category (X) axis . This is Excel's term for the categories at the bottom of the chart (January and so on).
    How to create a chart Enter chart and axis titles in the Chart Wizard. You could call this axis First Quarter Sales .
  • 30. Add titles
    • Next is a title box for the Value (Y) axis . In this chart, it's the scale of numbers that show how many cases the salespeople sold.
    How to create a chart Enter chart and axis titles in the Chart Wizard. You could call this axis Cases Sold .
  • 31. Even more tabs and options
    • There are more tabs in the Chart Wizard. Each tab includes a preview so that you can see what your chart looks like if you change any of your choices. Various chart types offer different sets of options.
    How to create a chart
    • Gridlines
    • Legend
    • Data table
  • 32. Even more tabs and options
    • For a clustered column chart, the tabs are:
    How to create a chart
    • Axes
    • Gridlines
    • Legends
    • Data Labels
    • Data Table
    • Chart Location
    • Gridlines
    • Legend
    • Data table
  • 33. Suggestions for practice
    • Change a chart by changing what's charted:
      • Change the values (the data series) that are charted.
    • Explore options in the wizard:
      • Titles, axes, and data labels; gridlines; legend; data labels again; data table.
    • Make a pie chart.
    How to create a chart Online practice (requires Excel 2003)
  • 34. Test 2, question 1
    • What is a data series? (Pick one answer.)
    How to create a chart
    • It's the values that are charted.
    • It's the headings under which the values are organized.
    • It's the key that shows what the values on the chart are.
  • 35. Test 2, question 1: Answer
    • It's the values that are charted.
    How to create a chart You choose what your chart says by charting the values from either the rows or the columns of the worksheet.
  • 36. Test 2, question 2
    • Which of these can you do on the Data Range tab in the Chart Wizard? (Pick one answer.)
    How to create a chart
    • Delete a data series.
    • Change the data series that is charted.
    • Label a data series.
  • 37. Test 2, question 2: Answer
    • Change the data series that is charted.
    How to create a chart This is where you can change what your chart says.
  • 38. Test 2, question 3
    • The Category (X) axis is the scale of numbers on the chart. (Pick one answer.)
    How to create a chart
    • True.
    • False.
  • 39. Test 2, question 3: Answer
    • False.
    How to create a chart It's the Value (Y) axis that shows the scale of numbers to indicate the magnitude of values.
  • 40. Quick Reference Card
    • For a summary of the tasks covered in this course, view the Quick Reference Card .
    How to create a chart
  • 41. USING THIS TEMPLATE See the notes pane or view the full notes page (View menu) for detailed help on this template.