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Dynamic Chart Switcher

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Illustrated tutorial on how to create a dynamic chart in Microsoft Excel 2007

Illustrated tutorial on how to create a dynamic chart in Microsoft Excel 2007

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    Dynamic Chart Switcher Dynamic Chart Switcher Presentation Transcript

    • Dynamic Chart with Dropdown List Control
      February 18, 2011
    • 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.
    • 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.
    • 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
    • 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
    • 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.
    • 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.
    • 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
    • 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.
    • 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.
    • 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
    • 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
    • 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.
    • 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.
    • Our Match Formula Breakdown
      Copyright © 2011 Techronology. All rights reserved.
      =MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)
      This is the value in cell B6 we want to lookup
      These are the range of values to check B6 against
      The zero value in MATCH looks for an exact match
      The final result should be 1, 2, 3, or 4 in cell B6
      If a match cannot be found, an error is displayed
      Our dropdown list should only allow the values listed in the match range; therefore, an error should not occur
    • Creating the Series Names from User Selections
      We can now append the number produced in B6 to the text "qtrData"
      For example, if the user selects "2nd Quarter" then B6 will equal 2 and the text "qtrData" will become "qtrData2"
      Below are the text values that we want to create based on the user selection
      1st Quarter = "qtrData1"
      2nd Quarter = "qtrData2"
      3rd Quarter = "qtrData3"
      4th Quarter = "qtrData4"
      Copyright © 2011 Techronology. All rights reserved.
    • Test the Series Text Name
      In cell B9, enter the follow formula (including the quotations)…
      ="qtrData"&B8
      …which will produce qrtData1, qrtData2, qrtData3, or qrtData4
      Copyright © 2011 Techronology. All rights reserved.
      Remember, cell B8 is the same as…
      =MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)
    • Finalize Series Name
      In cell B10, combine cell B8 and B9 using the following formula…
      ="qtrData"&MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)
      This will become our master named range for the chart series
      Copyright © 2011 Techronology. All rights reserved.
    • Get the Formula for the Series Name
      Copyright © 2011 Techronology. All rights reserved.
      1
      1
      Click on cell B10
      Press function key 2 (F2) to go into edit more
      Select all the text, including the equal sign
      Press Ctrl-C to copy the formula
      Or…
      Select and copy the formula from the formula toolbar
      2
      2
    • Create the Series Named Range
      Copyright © 2011 Techronology. All rights reserved.
      1
      1
      Click Formulas from the menu
      Click Define Name from the Formulas ribbon
      Type seriesData as the Name
      Paste in the formula you copied from cell B10 to the Refers to box
      Press Enter or click OK
      You may need to try this twice or type in the formula directly to get use to the procedure
      2
      2
    • Make the New Range Name an Indirect Range
      Open the Name Manager by pressing Ctrl-F3 or by clicking Name Manager from the Formulas ribbon (see previous page)
      Click on seriesData
      In the Refers to box, enclose everything in parenthesis
      Before the first parenthesis, type INDIRECT
      See the complete formula below
      Copyright © 2011 Techronology. All rights reserved.
      =INDIRECT("qtrData"&MATCH(Sheet1!$B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0))
    • 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.
    • 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.
    • 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
    • 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.
    • 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.
    • www.techronology.com