ACADEMIC TECHNOLOGY SUPPORT

Transcription

1 ACADEMIC TECHNOLOGY SUPPORT Microsoft Excel: Charts

2 Objectives Chart Types Terminology Getting Started Create a 3D Pie Chart Create a Line Chart Create a Column Chart Create a 3D Column Chart... 14

3 Objectives At the completion of the workshop, participants should be able to: Identify the different components of a chart Determine which type of chart is appropriate to use Create pie charts, line charts, and bar charts Move the chart from a worksheet to a new worksheet Make modifications to existing charts Support Contact: Jim Fulbright (fulbrigj@etsu.edu; ) 1

4 1. Chart Types The table below shows the different types of charts that are available. To see sample pictures of each type, click on the Chart Wizard button on the Chart toolbar. Within each of these Chart types, there are sub-types that control the appearance of the chart. Excel also provides several custom charts or you can create and save your own custom chart. Column Bar Line Pie XY (Scatter) Area Doughnut Radar Surface Bubble Stock Cylinder Cone Pyramid Shows comparisons between the data represented by each column. Shows comparisons between the data represented by each bar. Shows trends or changes over time. Shows the proportion of parts to a whole. Shows the pattern or relationship between sets of (x,y) data points. Shows the magnitude of change over a period of time. Shows the proportion of parts to a whole. Shows changes in data relative to a center point. 3-D. Shows the interrelationship between large amounts of data. Compares sets of 3 values. Like a scatter chart with the third value displayed as the size of the bubble marker. High-Low-Close. Requires 3 sets of values in this order. Same as column with a cylindrical shape. Column with a conical shape. Column with a pyramid shape. 2. Terminology The picture below shows the elements of a typical Excel chart. Understanding the terminology is particularly important so you can successfully construct and edit charts. 2

5 The chart title identifies the chart. The horizontal axis of the chart is called the category axis or the X axis. The vertical axis is called the value axis or the Y axis. Each axis on a chart can have a title that identifies the scale or categories of the chart data. In the example above, the X axis title is Total Enrollment Comparison. A tick mark label shows the scale for the Y axis. Excel automatically generates this scale based on the values selected for the chart and on the height of the chart (how much room it has). The category labels, usually displayed on the X axis, correspond to the labels you use for the worksheet data. A data point is a single value in a cell in the worksheet. A data marker is a bar, area, wedge, or symbol that marks a single data point on a chart. For example, the summer 2003 enrollment of the English department in cell E3 of the worksheet is a data point. A data series is a group of related data points, such as the enrollments shown in cells B3 through E3 on your worksheet. On a chart like the one above, a data series shows as a set of data markers connected by a chart line. When you have more than one data series, your chart will contain more than one set of data markers. The example above has three chart lines, each representing a data series. When you show more than one data series on a chart, it is a good idea to use a legend to identify which data markers represent each data series. Support Contact: Jim Fulbright (fulbrigj@etsu.edu; ) 3

6 3. Getting Started Here s the data we ll use in our charts. It represents the enrollment figures for summer classes across 4 years for 3 different campus departments. 4. Create a 3D Pie Chart Here s the data we ll use in our charts. It represents the enrollment figures for summer classes across 4 years for 3 different campus departments. A pie chart represents one data series by displaying each data point as a wedge, or piece, or the pie. The size of the wedge represents the proportion of the data point in the total circle, or pie. When you create a pie chart, you generally specify two ranges; Excel uses the first range for the category labels and the second range for the data series. Excel automatically calculates the percentage for each wedge, draws the wedge to reflect the percentage, and gives you the option of displaying the percentage as a label on the completed chart. You want to create a 3-D pie chart to show the percentage of student enrollment in the English, Art, and Business departments in Follow the instructions given below to create a pie chart. 1. Select the category labels which are cells A3 A5. Hold down the Ctrl key and select cells E3 E5 (2006 totals). 2. Now click the Insert tab, click Pie in the Charts group, and choose 3-D pie (third row). 4

7 3. Note that while you have a chart selected, you ll see Chart Tools on the ribbon. If you de-select a chart, Chart Tools will disappear. 4. If you want to explode a slice, simply click on it until it s selected, then drag it. 5. With the chart selected, so that Chart Tools is visible, let s add a title. Click on the Layout tab under Chart Tools, then click the Chart Title button, then click Above Chart. Now you should see a box over the chart that says Chart Title. Just backspace over the unwanted words, and enter your own title. Support Contact: Jim Fulbright (fulbrigj@etsu.edu; ) 5

8 6. Note that there is a button labeled Legend near the Chart Title button on the Layout tab. If you click on the Legend button, you see that there are many options available for placement of the legend, including an option for no legend at all. 7. To label the pie slices, click the Layout tab in Chart Tools, then click on the Data Labels button. Go down to the bottom of the dialog, and click on More Data Label Options. Make sure that percentage and center are checked. 8. If you d like to move the chart to its own page, click on the chart to highlight it, then click on the Design tab under Chart Tools, then click on the Move Chart button. If you click on New sheet, Excel will create a new worksheet and move the chart to it. You can give the new worksheet any name. 6

9 Here s the result: 5. Create a Line Chart For the next chart, you want to show changes in student enrollment for each department during the period 2003 through A line chart would do just that. Follow the instructions below to create a line chart. 1. Select cells A3 E5. 2. Click the Insert tab, and in the Charts group select a standard 2-D line chart (leftmost on the top line). 3. And there s our line chart with a legend and y-axis, but it s missing x-axis labels. Support Contact: Jim Fulbright (fulbrigj@etsu.edu; ) 7

10 4. To correct that, make sure the chart is selected, and then click on the Design tab under Chart Tools, then click on the Select Data button. 5. On the right side of the dialog, click on the Edit button under Horizontal (Category) Axis Labels. 8

11 6. Now select cells B2 E2. Click OK in the Axis Labels dialog. Click OK in the Select Data Source dialog. It s done! 7. Let s add a chart title and axis titles: click on the Layout tab under Chart Tools, the click on the chart title button, then click on Above Chart. Backspace over the unwanted words, and enter Summer School Enrollment. 8. For the Y-axis label: click on the Layout tab under Chart Tools, then click on the Axis Titles button, then choose Primary Vertical Axis Title, then Rotated Title. Enter Number of Students for the Y-axis title. 9. For the X-axis label: click on the Layout tab under Chart Tools, then click on the Axis Titles button, then choose Primary Horizontal Axis Title, then Title Below Axis. Enter Year for the X-axis title. Support Contact: Jim Fulbright (fulbrigj@etsu.edu; ) 9

12 It s easy to revise your chart after creating it. For instance, assume that you would like to remove the 2003 data from your line chart. 1. If the line chart is not selected, click it to select it. 2. Click the Design tab under Chart Tools, then click on the Select Data button. 3. The Select Data Source dialog will now appear. Press the Delete key to de-select the original data range. Now select cells C3 E5. Click OK in the Select Data Source dialog. 4. Now we have a chart that represents the desired data, but we need to associate names with each of the series. 10

13 5. With the chart still selected, click on the Design tab again, then Select Data. 6. In the Select Data Source dialog, click on Series 1 on the left, then click the Edit button. Now click on cell A3, then click OK. Do the other two in the same way. Now the series should all be named. 7. Now we need to label the X-axis points. Click on the Design tab again, then Select Data. This time, click on the Edit button under Horizontal Axis Labels. This brings up an Axis Labels dialog. Now select cells C2 E2 and click OK. To bold the legend text and the category labels, follow the instructions below: 1. Click once on the Legend to select it, then right-click, then click the Bold button on the floating toolbar. Support Contact: Jim Fulbright (fulbrigj@etsu.edu; ) 11

14 2. Click one of the x-axis labels, then right-click, then click the Bold button on the floating toolbar. To make the chart lines themselves bold, follow the instructions below: 1. Click on any of the lines so that it s selected (has the blue circles at each end). Now do a right-click and select Format Data Series. 2. Click on Line Style, and use the up and down arrows on the Width option to change the appearance of the line. Click Close when you re finished. 12

15 6. Create a Column Chart Excel s column chart uses vertical bars to represent data. This type of chart is an excellent choice to show comparisons. For instance, you may want to compare each department s total enrollment. Follow the steps below to create a column chart. 1. Select cells A3 through A5. Now hold down the Ctrl key on the keyboard and select cells F3 through F5 also. 2. Click the Insert tab, then the Column button in the Charts group, then the first 2-D column (leftmost). 3. Now click on the Layout tab under Chart Tools, then the Chart Title button. Select the Above Chart option. Delete the unwanted text, and type Comparison of Departments Summer School Enrollment. 4. Now we need to get rid of the legend, so click on the Layout tab under Chart Tools, then click on the Legend button, and select None. Support Contact: Jim Fulbright (fulbrigj@etsu.edu; ) 13

16 Here s the result: 7. Create a 3D Column Chart A 3-D column chart displays three-dimensional vertical bars plotted on either two or three axes. This makes viewing the data in different ways easier. For example, you want to compare the enrollment data in two ways: to show enrollment trends by department and by year. Follow the instructions below to create a 3-D column chart. 1. On the Student Enrollment spreadsheet, highlight cells A3 through E5. 2. Click the Insert tab, click the Column button in the Charts group, then select the rightmost button in the 3- D columns. 3. To get X-axis labels, click the Design tab under Chart Tools, then click Select Data. On the right side of the Select Data Source dialog, click Edit under Horizontal Axis Labels. 14

17 4. Now just select cells B2 E2 and click OK. 5. To get a title, click on the Layout tab under Chart Tools, then click on Chart Title and Above Chart. Delete unnecessary text, then type Student Enrollment by Department: in the Chart Title box. 6. The resulting chart has a problem, however. The columns representing enrollment in the Art department are hidden between the ones for the English and Business departments because they re shorter. 7. To fix that: make sure the chart is selected, then click on the Design tab under Chart Tools. 8. Now click on the Select Data button, single-click on Art on the left-hand side of the dialog, then click on the UP arrow. Click on OK to accept the change. The Art department s columns are now represented in front of the other departments columns, and are much more visible. Support Contact: Jim Fulbright (fulbrigj@etsu.edu; ) 15

18 16