Charts and PivotTables. Excel Unit 5 Module 2. Diocese of St. Petersburg Office of Training

Transcription

1 Charts and PivotTables Excel 2010 Unit 5 Module 2 Diocese of St. Petersburg Office of Training Training@dosp.org

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3 Table of Contents About Charting... 1 Charting Rules... 1 Elements of a chart... 2 Guidelines for Charting... 2 Choosing the correct chart format... 2 Maintaining simplicity... 2 Maintaining consistency... 2 Using labels... 3 Pie Charts... 3 Limiting the number of slices... 3 Using labels for slices... 4 Focusing attention... 4 Enhancing the chart... 4 Bar Graphs... 4 Limiting the scale... 5 Line Graphs... 6 Using contrast... 6 Limiting multiple lines... 7 Designing Your Worksheet for Charting... 7 Recommended: Range Names... 8 Creating a Basic Chart... 9 Apply a predefined chart layout Change the layout of chart elements manually Resizing and Moving the Chart To resize a chart To move the chart to a new worksheet in the workbook Creating Pivot Tables Inserting a PivotTable Choosing Fields and Grouping Data Overview of the Pivot Table Tools Tabs Diocese of St. Petersburg 9/5/2014

4 Working with PivotTables and PivotCharts Changing the Data Displayed and Refreshing the PivotTable Applying a Style to Your Pivot Table Creating a Pivot Chart from a Pivot Table Creating a Pivot Chart from Data What are slicers? Using slicers Disconnect a slicer Delete a slicer Grouping and Outlining Data Grouping Data Adding Subtotals Outlining Data Viewing Grouped and Outlined Data Diocese of St. Petersburg 9/5/2014

5 About Charting Charts are objects on your worksheet that can be moved, resized, and deleted without affecting your worksheet. If the chart is placed on top of information, the information will not be modified or lost. Charting Rules Excel follows seven basic rules for creating charts with the Chart Wizard. Understanding these rules can help avoid frustration and reduce the steps necessary for creating charts. Once the chart is created, you can modify it to meet your needs. 1. Excel does not automatically add a chart title to your chart based on the first row of selected information. A chart title can be added during the creation process or later 2. Excel does not automatically add a chart subtitle to your chart based on the second row of selected information. A subtitle can be added after the chart is created 3. Blank rows and columns in your information are not ignored. Excel will leave a blank bar or pie slice for every blank row or column in your information 4. If the data contains more rows than columns, Excel will plot the data by column. The first column becomes the X-axis labels; the balance of the columns are the data series. The first row becomes the legend's labels 5. If the data contains more columns than rows, Excel will plot the data by row. The first row becomes the X-axis labels; the balance of the rows are the data series. The first column becomes the legend's labels 6. If the data contains an equal number of rows and columns, Excel defaults to plot the data by rows but gives you the option to plot by columns 7. If only numeric data is selected, Excel follows rules 4 and 5 Diocese of St. Petersburg pg. 1 9/5/2014

6 Elements of a chart Guidelines for Charting The ability to create effective charts, whether for oral presentations or printed text, is an important skill for anyone involved with projecting numeric information. Research has shown that visual depictions of data communicate faster than words or lists of numbers. Knowledge of effective charting methods allows you to present numerical information in a visually appealing way. Essentially, a chart's effectiveness depends on its ability to generate for the viewer an immediate sense of orientation and access to information. Choosing the correct chart format Chart formats are designed to portray certain types of information; therefore, choose the correct chart format for your information. Maintaining simplicity Clarifying information is the main goal of creating a chart, so complicated charts only serve to make your information less clear. Maintaining consistency When creating several charts, use a design grid. This grid will help you maintain a consistent chart format, eliminating distractions for your audience. Diocese of St. Petersburg pg. 2 9/5/2014

7 Using labels Effective use of labels that are created using legible typefaces will assist your audience in understanding a chart's information. Each of these design factors is important, but the choice of chart format comes first. For this reason, the following sections discuss the design considerations for three of the most common chart formats. Pie Charts Pie charts are best used to compare parts of a whole; in other words, they help divide a group into components. Some factors to keep in mind when creating pie charts include the following: Studemts by Program Morning Star Elementary RE Middle School Life Teen Little Rock LPMI Theology on Tap Limiting the number of slices - Keep the number of slices to a minimum by combining smaller categories into one. Too many slices will hinder interpretation by making your pie chart appear complicated and cramped; it will also create difficulties for labeling. Diocese of St. Petersburg pg. 3 9/5/2014

8 Using labels for slices Try to place labels within slices whenever possible; this will help you create pie charts that are both clear and readable. Focusing attention If necessary, draw your audience's attention to the particular slices you are discussing, perhaps by "exploding" it to make it appear separate from the pie or by selecting a dominant color or pattern. Enhancing the chart Consider enhancing the appearance of the pie chart, perhaps by adding perspective. Keep in mind, however, that three-dimensional pies can sometimes make certain slices appear larger than they really are; thus, your pie chart may be misleading. Bar Graphs Bar graphs work best to emphasize the contrast between quantities. Two types of bar graphs can be used: vertical and horizontal. Vertical bar graphs work well for comparing quantities at different times, while horizontal bar graphs compare different quantities when time is not an important consideration. For example, a graph showing student enrollment by year would probably work best in the vertical format, while a graph showing current participation in faculty organizations would be most effective in the horizontal format. Some design considerations to keep in mind when creating either type of bar graph include the following: Diocese of St. Petersburg pg. 4 9/5/2014

9 Studemts by Program Theology on Tap LPMI Little Rock Life Teen Studemts by Program Middle School Elementary RE Morning Star Studemts by Program Studemts by Program Morning Star Elementary RE Middle School Life Teen Little Rock LPMI Theology on Tap Limiting the scale Make sure your bar graph is kept within a reasonable scale; in other words, try to avoid showing three quantities of similar size and one quantity that is drastically larger or smaller. Diocese of St. Petersburg pg. 5 9/5/2014

10 Line Graphs Line graphs best indicate the relationship of one variable to another, and they can be created using either straight or curved lines. Which type of line graph you use depends on the type of information you wish to convey: straight-line graphs show specific observation points, while curved-line graphs show general trends. Some design considerations to keep in mind when creating either type of line graph include the following: Studemts by Program Studemts by Program Morning Star Elementary RE Middle School Life Teen Little Rock LPMI Theology on Tap Morning Star Elementary RE Middle School Life Teen Little Rock LPMI Theology on Tap Using contrast Make sure to use lines with sufficient contrast; in other words, create a line that is bold enough to clearly appear to your audience but thin enough to still convey specific information. Diocese of St. Petersburg pg. 6 9/5/2014

11 Limiting multiple lines When using multiple lines to compare trends, keep the number of lines to three or less. Comparing more than three trends on the same line graph can create confusion for your audience, especially if your graph is not in color. Designing Your Worksheet for Charting You have two basic options for setting up your worksheet. First, you can design your worksheet so the information to be charted is close together. Second, you can create a summary section for charting.the right option for you will often depend on what the worksheet is designed to do. Often worksheets are designed to track information; later on, charting becomes a secondary purpose. With this type of worksheet, a summary section may be the easiest. You can summarize the detailed data in a different area on your worksheet and make it much easier for charting. A summary section will include the information to be charted in a contiguous group. The more complete the summary section, the less work you will have to do when creating your chart. Based on the Charting Rules, an organization similar to the following graphic will make it easiest for automatic charting. While this setup may not always be appropriate, keep in mind the format can reduce the amount of adjustments required for your charts. This sample worksheet section was used to create the following chart. Aside from telling Excel to create a chart and indicating where the chart was to appear, the default setup created the chart. Diocese of St. Petersburg pg. 7 9/5/2014

12 Charts can be enhanced by modifying the individual chart elements or by adding a new data series. Notice that the chart title and subtitle are not included in the chart. Excel requires that these be added after the chart is created or during the Chart Wizard process. Recommended: Range Names Before you create your chart, you should create a range name to represent the data on your worksheet. Range names refer to specific groups of cells and are often used for cell references in functions, charting, and printing. Using range names when creating a chart rather than using the cell references will reduce the chance of error and allow you to add data to your chart in the future Diocese of St. Petersburg pg. 8 9/5/2014

13 Creating a Basic Chart 1. Select the data you want to chart 2. On the Insert tab in the Charts group click the chart type you want to use and then click a chart sub type. 3. Use the Chart Tools Layout tab to add chart elements such as titles and data labels. Diocese of St. Petersburg pg. 9 9/5/2014

14 After you create a chart, you can instantly change its look. Instead of manually adding or changing chart elements or formatting the chart, you can quickly apply a predefined layout and style to your chart. Excel provides a variety of useful predefined layouts and styles (or quick layouts and quick styles) that you can select from, but you can customize a layout or style as needed by manually changing the layout and format of individual chart elements. Apply a predefined chart layout 1. Click anywhere in the chart that you want to format by using a predefined chart layout. 2. This displays the Chart Tools, adding the Design, Layout, and Format tabs. 3. On the Design tab, in the Chart Layouts group, click the chart layout that you want to use. Note When the size of the Excel window is reduced, chart layouts will be available in the Quick Layout gallery in the Chart Layouts group. Tip To see all available layouts, click More. Diocese of St. Petersburg pg. 10 9/5/2014

15 Apply a predefined chart style 1. Click anywhere in the chart that you want to format by using a predefined chart style. 2. This displays the Chart Tools, adding the Design, Layout, and Format tabs. 3. On the Design tab, in the Chart Styles group, click the chart style that you want to use. Note When the size of the Excel window is reduced, chart styles will be available in the Chart Quick Styles gallery in the Chart Styles group. Change the layout of chart elements manually 1. Click the chart element for which you want to change the layout, or do the following to select it from a list of chart elements. 2. Click anywhere in the chart to display the Chart Tools. 3. On the Format tab, in the Current Selection group, click the arrow in the Chart Elements box, and then click the chart element that you want. Diocese of St. Petersburg pg. 11 9/5/2014

16 4. On the Layout tab, in the Labels, Axes, or Background group, click the chart element button that corresponds with the chart element that you selected, and then click the layout option that you want. Note The layout options that you select are applied to the chart element that you have selected. For example, if you have the entire chart selected data labels, will be applied to all data series. If you have a single data point selected, data labels will only be applied to the selected data series or data point. Diocese of St. Petersburg pg. 12 9/5/2014

17 Resizing and Moving the Chart Picture handles appear around the chart when you select it. These handles help when resizing the chart manually. Make sure these handles are present when you need to move a chart. To resize a chart 1. Click on the chart to select it. Notice the border around the chart. Each corner has three small dots. 2. Select one of the corners and drag the picture. Notice the cursor changes to a diagonal line with arrows at both ends. You can make it smaller or bigger, depending on which direction you drag. 3. Release the mouse when the chart is the desired size. Notice that Excel may rearrange the graphic elements for the best look and fit. Diocese of St. Petersburg pg. 13 9/5/2014

18 To move the chart to a new worksheet in the workbook. 1. Select the chart. 2. Select the Chart Tools Design tab. 3. Select the Move Chart tool. Excel displays the Move Chart dialog box. 4. Select New Sheet. 5. Give the new worksheet a new name, if desired. 6. Select OK. Excel creates a new worksheet in the workbook (notice the tabs at the bottom). The chart has also been resized to fill the worksheet. Diocese of St. Petersburg pg. 14 9/5/2014

19 Creating Pivot Tables PivotTables allow you to analyze numeric data in depth. You can use this tool to answer unanticipated questions about data. PivotTables are interactive, crosstabulated Excel reports that summarize and analyze data. In this module, you ll learn how to insert a chart. You ll gain an understanding of the PivotTable Tools tab. You ll also learn how to choose fields for your table and group data. Inserting a PivotTable A PivotTable report helps you to summarize, analyze, explore, and present summary data. A PivotChart report can help you visualize PivotTable report summary data to make comparisons or see patterns and trends. When you insert a PivotChart, you are also automatically inserting a PivotTable. You won t be able to see the results of the table just yet. In the next topic, we ll talk about choosing the fields for the table and grouping the data. Use the following procedure to insert a PivotTable. 1. Place your cursor somewhere in the data you want to analyze. 2. Select the Insert tab from the Ribbon. 3. Select PivotTable. Excel displays the Create PivotTable dialog box. Diocese of St. Petersburg pg. 15 9/5/2014

20 4. Excel automatically provides a range of cells based on your selection. You can change the table or range if desired. 5. Select a location for the PivotTable. You can have Excel create a new worksheet or select one of the existing sheets. 6. Select OK. Diocese of St. Petersburg pg. 16 9/5/2014

21 Excel displays the PivotTable and the Field List for you to begin choosing your fields and grouping data (discussed in the next topic). Diocese of St. Petersburg pg. 17 9/5/2014

22 Choosing Fields and Grouping Data When you add a PivotTable or PivotChart to your worksheet, the table or chart is blank at first. You must choose the fields you want to display on the chart. The PivotTable Field List pane makes it easy to select the fields you want on the chart. Use the following procedure to add fields to the PivotTable report. 1. Check the box next to a field listed in the PivotTable Field list to include it in the report. The default location where fields are added are as follows: Nonnumeric fields are added to the Row Labels. Numerical fields are added to the Values area. Date and time values are added to the Column Labels. The bottom of the PivotTable Field List pane includes four areas: Report Filter Axis Fields (categories or row labels) Legend Fields (column labels) Values Use the following procedure to group the data. 1. Right click on a field label in the PivotTable Field List and select one of the options from the context menu. Diocese of St. Petersburg pg. 18 9/5/2014

23 2. You can also simply drag the fields from one area to another. You can even drag a field from the top portion of the pane to one of the bottom areas. Diocese of St. Petersburg pg. 19 9/5/2014

24 Overview of the Pivot Table Tools Tabs You may have noticed the PivotTable Tools tabs that appear when you inserted your chart. These contextual tabs are used throughout Office The appropriate tab appears, depending on which type of object you are using. TOOLS TABS FOR WORKING WITH PIVOTTABLES Working with PivotTables and PivotCharts In this module, you ll learn more about PivotTables and Pivot Charts. You ll learn how to change the data displayed and refresh the chart. You ll learn how to apply a style to your table. You ll also learn how to create a PivotChart, both from an existing PivotTable and straight from data. Finally, we ll look at some real-life examples of using PivotTables and Pivot Charts. Diocese of St. Petersburg pg. 20 9/5/2014

25 Changing the Data Displayed and Refreshing the PivotTable PivotTables are meant to be interactive, so Excel makes it easy to change the data. You can select the Refresh tool at any time to update the table. Use the following procedure to refresh the PivotTable after making a change to the data. 1. Return to the worksheet containing the PivotTable. 2. Click somewhere on the PivotTable. 3. Select the Options tab from the Ribbon. 4. Select Refresh. Use the following procedure to change the data source. 1. Select the Options tab from the Ribbon. 2. Select Change Data Source. Excel returns to the worksheet of the source data and highlights the current data source. It also displays the Change PivotTable Data Source dialog box. 3. Highlight the new data area on the worksheet. Diocese of St. Petersburg pg. 21 9/5/2014

26 4. Select OK. 5. Excel opens the new PivotTable. Select and group the fields as desired. Diocese of St. Petersburg pg. 22 9/5/2014

27 Applying a Style to Your Pivot Table Excel includes many different predefined styles to update the look of your PivotTable. Use the following procedure to apply a style to the PivotTable. 1. Select the Design tab of the Ribbon. 2. Select the small arrow in the PivotTable Styles area to see the PivotTable Style gallery. 3. Select an option to apply the style. Diocese of St. Petersburg pg. 23 9/5/2014

28 Shown here is the New PivotTable Style dialog box. Diocese of St. Petersburg pg. 24 9/5/2014

29 Shown here is the formatting options for one of the table elements. Diocese of St. Petersburg pg. 25 9/5/2014

30 Creating a Pivot Chart from a Pivot Table Click anywhere in the PivotTable for which you want to add a chart. 1. Select the Options tab from the Ribbon. 2. Select PivotChart. Excel displays the Insert Chart dialog box. Diocese of St. Petersburg pg. 26 9/5/2014

31 3. Select the desired type of chart and select OK. Creating a Pivot Chart from Data Use the following procedure to insert a PivotChart. 1. Place your cursor somewhere in the data you want to analyze. 2. Select the Insert tab from the Ribbon. 3. Select the arrow under PivotTable. Select PivotChart. Diocese of St. Petersburg pg. 27 9/5/2014

32 Excel displays the Create PivotTable with PivotChart dialog box. 4. Excel automatically provides a range of cells based on your selection. You can change the table or range if desired. 5. Select a location for the PivotChart. You can have Excel create a new worksheet or select one of the existing sheets. 6. Select OK. Diocese of St. Petersburg pg. 28 9/5/2014

33 Excel displays the PivotChart and the Field List for you to begin choosing your fields and grouping data. 7. Add fields to view the chart. What are slicers? Slicers are easy-to-use filtering components that contain a set of buttons that enable you to quickly filter the data in a PivotTable report, without the need to open dropdown lists to find the items that you want to filter. When you use a regular PivotTable report filter to filter on multiple items, the filter indicates only that multiple items are filtered, and you have to open a drop-down list to find the filtering details. However, a slicer clearly labels the filter that is applied and provides details so that you can easily understand the data that is displayed in the filtered PivotTable report. Slicers are typically associated with the PivotTable in which they are created. A slicer typically displays the following elements: Diocese of St. Petersburg pg. 29 9/5/2014

34 1. A slicer header indicates the category of the items in the slicer. 2. A filtering button that is not selected indicates that the item is not included in the filter. 3. A filtering button that is selected indicates that the item is included in the filter. 4. A Clear Filter button removes the filter by selecting all items in the slicer. 5. A scroll bar enables scrolling when there are more items than are currently visible in the slicer. 6. Border moving and resizing controls allow you to change the size and location of the slicer. Using slicers There are several ways to create slicers to filter your PivotTable data. In an existing PivotTable, you can: Create a slicer that is associated with the PivotTable. Create a copy of a slicer that is associated with the PivotTable. Use an existing slicer that is associated with another PivotTable. Because each slicer that you create is designed to filter on a specific PivotTable field, it is likely that you will create more than one slicer to filter a PivotTable report. Diocese of St. Petersburg pg. 30 9/5/2014

35 After you create a slicer, it appears on the worksheet alongside the PivotTable, in a layered display if you have more than one slicer. You can move a slicer to another location on the worksheet, and resize it as needed. To filter the PivotTable data, you simply click one or more of the buttons in the slicer. Disconnect a slicer 1. Click anywhere in the PivotTable report for which you want to disconnect a slicer. 2. This displays the PivotTable Tools, adding an Options and a Design tab. 3. On the Options tab, in the Sort & Filter group, click the Insert Slicer arrow, and then click Slicer Connections. 4. In the Slicer Connections dialog box, clear the check box of any PivotTable fields for which you want to disconnect a slicer. Delete a slicer Do one of the following: 1. Click the slicer, and then press DELETE. 2. Right-click the slicer and then click Remove <Name of slicer>. Diocese of St. Petersburg pg. 31 9/5/2014

36 Grouping and Outlining Data Excel has some powerful tools to help you quickly group and outline your data. In this module, you ll learn how to group your data. You ll also learn about adding subtotals to a list of data. This module explains outlining data. It also explains how to view grouped and outlined data. Diocese of St. Petersburg pg. 32 9/5/2014

37 Grouping Data You can create groups of data to help you work with large worksheets of data, or anytime that you want to provide some structure to your worksheet or facilitate outlining tools. A group simply creates an object out of selected rows or columns. This object can be expanded or collapsed. Use the following procedure to create a group. 1. Select the range of cells you want to group. 2. Select the Data tab from the Ribbon. 3. Select Group. Diocese of St. Petersburg pg. 33 9/5/2014

38 Adding Subtotals The Subtotals feature automatically creates groups and subtotals the related data according to your specifications. You can subtotal data according to any of your column headers on a sheet of data. Use the following procedure to add subtotals. 1. Make sure that each column of data has a label in the first row. It must also contain similar facts. Don t include any blank rows or columns. 2. Select the Data tab from the Ribbon. 3. Select Subtotal. 4. In the Subtotal dialog box, select the locations for the subtotals from the At each change in drop down list. 5. Select the function to use in the subtotal fields from the Use Function drop down list. 6. Check the boxes that correspond to your column headers for which column(s) to subtotal. 7. Check the boxes to indicate the other formatting options by checking or clearing the Replace current subtotals, Page break between groups, and Summary below data. 8. Select OK. Diocese of St. Petersburg pg. 34 9/5/2014

39 Outlining Data Outlining provides a structure to your worksheet to quickly hide or display detail and summary information. Your worksheet should already contain summary rows. You can outline automatically or manually. When you create subtotals, you automatically create an outline. Use the following procedure to create an outline. 1. Select the range of cells to include in the outline. 2. Select the Data tab from the Ribbon. 3. Select the small square in the corner of the Outline group. 4. In the Settings dialog box, check the direction of the summary rows and columns. 5. Check the Automatic styles box to have Excel automatically apply styles to the outline. 6. Select Create. Diocese of St. Petersburg pg. 35 9/5/2014

40 Viewing Grouped and Outlined Data When you have added groups or created an outline, either manually or automatically, Excel includes several features to make it easy to view different parts of the data at once. You can expand or collapse detail data. You can also jump to another group at any time. How to work with grouped or outlined data. The Hide Detail icon allows you to quickly hide the detail data. The + icons indicate hiding detail data. Diocese of St. Petersburg pg. 36 9/5/2014

41 The Show Detail icon allows you to quickly show the detail data. You can select the Show Detail icon multiple times to continue expanding the current level. The minus - icons allow you to collapse individual groups. The plus icons allow you to expand individual groups. The numbers in the top left corner indicate a level. Click on a number to show that level. Diocese of St. Petersburg pg. 37 9/5/2014

42 Diocese of St. Petersburg pg. 38 9/5/2014