COURSE GUIDE. Excel 2007: Charting. Decker Center for Teaching, Learning, and Technology GOUCHER COLLEGE

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1 Excel 2007: Charting COURSE GUIDE Decker Center for Teaching, Learning, and Technology GOUCHER COLLEGE

2 2010 by Information Technology, Goucher College All rights reserved. No part of this booklet may be used or reproduced in any form or by any means, or stored in a database or retrieval system, without prior written permission of the publisher except in the case of brief quotations embodied in critical articles and reviews. Making copies of any part of this booklet for any purpose other than your own personal use is a violation of United States copyright laws. This booklet is intended for use as a reference for faculty, staff and students of Goucher College who have or will be attending instructor led training. For information write to Goucher College, Information Technology, 1021 Dulaney Valley Road, Baltimore, Maryland Microsoft Excel 2007 Charting

3 Table of Contents Chapter One: Creating a Basic Chart... 1 Creating A Basic Chart... 2 Charting Elements... 3 Using Non-Contiguous Information... 4 Managing an Embedded Chart... 5 Deleting Charts... 6 Copying Charts... 6 Reflecting Data Changes in a Chart... 6 Exercise One... 7 Chapter Two: Customizing Your Chart... 8 Using the Chart Tools Ribbon to Enhance or Modify the Chart... 9 Selecting Specific Chart Items to Format Object List Method Mouse Method Selecting an Individual Data Point Using Data Labels Changing the Data Range for a Chart Adding Information Removing a Data Series Changing Axis Units Changing Axis Units (continued) Using a Custom Chart Type Creating Custom Chart Types Applying Customized Chart Types Special Formatting For Pie Charts Changing the Fill Color of Pie Pieces Rotating Pie Charts Separating Pie Chart Pieces (Exploding) Exercise Two Chapter Three: Embedding and Printing Embedding an Excel Chart in Other Applications... 21

4 Printing Charts and Worksheets Printing Just Charts Microsoft Excel 2007 Charting

5 Notation Example Description Keystroke [ENTER] Press Enter on the keyboard. Button/Mouse OK Click on OK in the current window. Ribbon/Menu Item Tools > Options Go to the Tools ribbon and select Options. Caution Beware of this possible pitfall. Hot Tip Try this!

6

7 Chapter One: Creating a Basic Chart In this chapter, learn how to Use the Chart Wizard Examine Chart Elements Use non-contiguous information Move, copy, and delete a chart Update the chart information Complete a Training Exercise Chapter One Creating A Basic Chart 1

8 Creating A Basic Chart To create a chart, you merely need to tell Excel which data you would like to use, and what type of chart you would like to create. 1. Select the range of cells necessary to create the chart. 2. From the Insert Ribbon, select the type of chart you would like to create. 3. You ve just created a new chart! Make sure you include the column and/or row headings in the selection. If you don t Excel places generic labels on your chart. 2 Microsoft Excel 2007 Charting

9 Charting Elements The yellow columns represent the September Data Series, while the red columns represent the August Data Series. Each column on the chart represents a data point from the data source. Sales 2009 Value Axis Y-Axis Key X- Axis Chapter One Creating A Basic Chart 3

10 Using Non-Contiguous Information You can also use the wizard to chart non-contiguous ranges. For example, if you need to compare just the July and September figures, the first step is to select the ranges necessary. To select both sets of information, select the first range as usual, then press the [CTRL] key on the keyboard as you select additional ranges. Then, start the Chart Wizard as before. 4 Microsoft Excel 2007 Charting

11 Managing an Embedded Chart An embedded chart is a chart on the same sheet as your data. It is also considered an object because the chart is placed on top of the sheet. In organizing a report or preparing to print, you may need to move, copy, resize or delete the chart. When you need to manipulate the chart, the shape of the cursor is very important. Moving Resize Selection Handle Chapter One Creating A Basic Chart 5

12 Deleting Charts 1. Select the chart you want to remove by clicking the Selection Handle. 2. Press the [DELETE] key on the keyboard. Copying Charts You can use the Cut, Copy, and Past functions to make a copy of the Chart if you want to represent the same information with more than one chart or type of chart. 1. Right-click on the chart. 2. Select Cut or Copy from the menu 3. Click when were want to place the chart, right-click and select Paste. You can also use keyboard shortcuts to Cut [Ctrl] + X, Copy [Ctrl] + C and Paste [Ctrl] + V. Reflecting Data Changes in a Chart Changes are reflected automatically! Once you set up the chart, when the data is updated, the chart will automatically update to reflect those changes. 6 Microsoft Excel 2007 Charting

13 EXERCISE ONE Description: As part of your work on a team sponsoring a conference at Goucher College, you are evaluating the impact of marketing efforts on registration numbers. You ve decided to use the charting features of Excel to help analyze the data more effectively. 1. Open the file Simple Chart Practice. 2. We need to create a chart that will allow us to quickly see the details of our spreadsheet. Select a range that will include the column and row titles, and the registration numbers for each month. Do not include the totals. 3. Using the Chart Wizard, create a columnar chart, include appropriate titles, and embed the chart on the current sheet. 4. Move the chart below the worksheet information. 5. Now we need a chart that shows us the bottom line for each month. Select only the names of the months and their corresponding totals. 6. Create a pie chart where each month is represented by a slice. Create a new sheet for the chart called Monthly. 7. Which month produced the highest number of registrations? Looking at the data, are registrations higher for faculty, staff, or other that month? 8. Close the workbook and save the changes. Chapter One Creating A Basic Chart 7

14 Chapter Two: Customizing Your Chart In this chapter, learn how to Use the Chart Toolbar to modify chart elements Select objects for editing Make editing changed manually Save a customized chart style Apply a customized chart style Look at special formatting for pie charts Complete a Training Exercise 8 Microsoft Excel 2007 Charting

15 Using the Chart Tools Ribbon to Enhance or Modify the Chart Object Description Chart Type Changes the current chart type to the type that you select. Legend Provides options for adjusting the Legend. Data Table Provides options for a Data Table attached to the Chart. Chart Titles Adds a title to the Chart to help communicate the purpose of the chart. Axis Titles Add titles to the axes so they are more understandable. Data Labels Add labels for each of your data points to make them clearer. Axes Choose which axes are displayed and how. By Column/ By Row Choose which direction your data is displayed. Placing the Legend at the top or bottom frees up more room for the chart itself. Chapter Two Customizing Your Chart 9

16 Selecting Specific Chart Items to Format Object List Method 1. Select the item you would like to format by clicking it on the chart. 2. Go to Format Ribbon > Format Selection. 3. Make the necessary changes. 4. Click OK. Mouse Method 1. Right click the item you would like to format. 2. From the menu that appears, select the format option. 3. Make the necessary changes. 4. Click OK. 10 Microsoft Excel 2007 Charting

17 Selecting an Individual Data Point 1. Click once on the data point you are interested in, pause and then slowly click on the individual point again. (You should notice that just the single point has been selected.) 2. Click on the FORMAT SELECTION button on the toolbar. Using Data Labels Data labels provide specific information to your audience. A data label simply indicates the value of each data point. 1. Double-click on the Data Series of interest. 2. Click on the DATA LABELS button and select the option to show the labels. Chapter Two Customizing Your Chart 11

18 Changing the Data Range for a Chart If new data is frequently added to your workbook, you may need to add or remove information included in the chart. Adding Information 1. Right click on the chart and choose Select Data. 2. Select the entire area that should be included in the chart. 3. Click on the TOGGLE button at the end of the Data Range, then click on OK You can also add data by copying it from the sheet and pasting it in the chart. This would be helpful if you need to add just one month s worth of data. Removing a Data Series 1. Select the data series that you want to remove. 2. Press the [DELETE ] on the keyboard. 12 Microsoft Excel 2007 Charting

19 Changing Axis Units If your spreadsheet contains data in large quantities or units, you can now break those units down into smaller denominations for charting. In the example below, the first chart displays the values as they are in the spreadsheet. In the second chart, the axis has been modified to display the values as a factor of 100. This takes up less room on the chart while still providing your audience with the true magnitude of the data. 1. Create the chart as usual. 2. Right click on the value axis and choose Format Axis. 3. From the Axis Options tab, change Display Units to the appropriate factor. 4. Click on OK. Chapter Two Customizing Your Chart 13

20 Changing Axis Units (continued) Original Axis Units Revised Axis Units 14 Microsoft Excel 2007 Charting

21 Using a Custom Chart Type Consistency is important. Once you spend the time customizing a chart, you can create a custom chart type from it. After you have a custom chart type you can apply the same formatting to other charts that you create. You might have one for pie charts and one for column charts. Creating Custom Chart Types 1. Format a chart with the features you are interested in. 2. Select the chart. 3. On the Design Ribbon click the SAVE AS TEMPLATE button. 4. Give the Template a name and press OK. Chapter Two Customizing Your Chart 15

22 Applying Customized Chart Types 1. Select the chart to be formatted. 2. On the Design ribbon use the CHANGE CHART TYPE button. 3. From the pane on the left, select the folder labeled Templates. 4. Select the Custom Chart Type you would like to use. 5. Click on OK. 16 Microsoft Excel 2007 Charting

23 Special Formatting For Pie Charts Pie charts are one of the most frequently used chart types to display information for a single data series. Changing the Fill Color of Pie Pieces 1. Click on the entire pie chart. 2. Click on the individual slice that you need to change. 3. Click the FORMAT button on the toolbar. 4. Click the Fill Tab and change the color of the fill and the border color. Chapter Two Customizing Your Chart 17

24 Rotating Pie Charts 1. Right click on the Pie Chart. 2. Select the 3D Rotation option from the menu that appears. 3. Increase or decrease the angle of rotation until the pie is rotated to the position you need. Separating Pie Chart Pieces (Exploding) All Pieces 1. Select the entire pie chart. 2. Move your cursor over the outer edge of the pie. 3. Click and drag. Just One Piece for Emphasis 1. Select the entire pie. 2. Click on the individual piece that you need to separate. 3. Move your cursor to the outside edge of the slice. 4. Click and drag. 18 Microsoft Excel 2007 Charting

25 EXERCISE TWO 1. Open the file Exercise 2 Customizing Practice. 2. Customize the chart on the sheet called First Quarter so that the bars are light blue for faculty, dark blue for staff, and white for other. 3. Remove the gridlines. 4. Put the legend along the bottom. 5. Using the same chart, create a new custom chart type called Goucher Columnar. 6. Apply this new format to the chart on the sheet named Second Quarter. 7. Add the following figures for July and then reset the chart s range to include the new numbers: Faculty: 250 Staff: 350 Other: 350 Total: Save your changes and close the workbook. Chapter Two Customizing Your Chart 19

26 Chapter Three: Embedding and Printing In this chapter, learn how to Embed an Excel Chart into another document Print charts and worksheets Print just charts 20 Microsoft Excel 2007 Charting

27 Embedding an Excel Chart in Other Applications There are times when you may want to use an Excel Chart in a different type of document in a PowerPoint presentation or a Word document, for example. Embedding a chart is simply the process of copying it into another application. The chart copy will become part of this other file. 1. Select the chart to be embedded (copied). 2. Right-click on a blank area of the chart and select Copy. 3. Switch to the document receiving the chart and place the cursor in the appropriate place. 4. Right-click and select Paste. A copy of that chart is place at the insertion point. You can edit an embedded chart by double-clicking on it. Notice the Excel toolbars that appear! To return the document to normal, click in a blank area of the screen and your toolbars will return to normal. Lesson Three Embedding and Printing 21

28 Printing Charts and Worksheets 1. Position your chart on the sheet so that none of the data is covered. 2. Click on the sheet away from the chart. 3. Print as usual. Printing Just Charts 1. Select the chart you want to print. 2. Print as usual. 22 Microsoft Excel 2007 Charting

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