Excel 2011 Charts - Introduction Excel 2011 Series The University of Akron. Table of Contents COURSE OVERVIEW... 2

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1 Table of Contents COURSE OVERVIEW... 2 DISCUSSION... 2 OBJECTIVES... 2 COURSE TOPICS... 2 LESSON 1: CREATE A CHART QUICK AND EASY... 3 DISCUSSION... 3 CREATE THE CHART... 4 Task A Create the Chart... 4 Tip Labels in a data range... 4 Tip Selecting a data range... 4 Task B - Review the Chart... 6 USE THE CHARTS TAB TO CREATE A PIE CHART... 9 Tip Pie Chart... 9 Tip Rotate the Slices in a Pie Chart... 9 USE SPARKLINES MINI-CHARTS CHANGE A CHART S LOCATION Tip Move a Chart DELETE A CHART SELECT NON-CONTIGUOUS DATA FOR A CHART LESSON 2: MODIFY A CHART DISCUSSION SELECT A CHART LAYOUT CHANGE THE CHART TYPE SELECT A CHART TYPE CHANGE THE CHART STYLE CHANGE THE CHART FILL CHANGE THE CHART SIZE EXERCISE CHANGE CHART TYPE AND STYLE Ver Page 1 pstrain@uakron.edu

2 Course Overview Discussion In Excel, usually, a Chart is a visual representation of numeric values. Charts are an alternative way to communicate what the numbers in a worksheet are stating. Charts are effective for making comparisons, analyzing data, and showing trends. If the data in the worksheet changes, the Chart automatically will update to reflect the new information. Objectives At the end of this course, you will be able to: Create a basic column or pie Chart Use Sparklines Change a Chart s type Apply styles and fill to the Chart Select the Chart s location in the workbook Course Topics Create a Chart - Modify a Chart - Use the Chart group on the Insert tab Use Sparklines Mini-Charts Change a Chart s location Delete a Chart Select non-contiguous data for a Chart Select a Chart layout Change the Chart type Select a Chart type Change the Chart style Change the Chart fill Change the Chart size Ver Page 2 pstrain@uakron.edu

3 Lesson 1: Create a Chart Quick and Easy Discussion Excel can create a Chart for you in three to five steps. Use the tools on the Charts tab of the Ribbon to create the Chart. The default Chart type is clustered column. Ver Page 3 pstrain@uakron.edu

4 Create the Chart Task A Create the Chart 1. Enter the data for the Chart. In class, navigate to and open the Charts workbook. 2. Click on Sheet2 to make it active. 3. Select the data to Chart. Be sure to select the cells that contain the data labels. a. In class, click in cell A3. b. With the mouse pointer displaying as a in cell A3, hold down the mouse button, and drag to cell D9 to select the range A3:D9. Tip Labels in a data range If the data range has labels in its first row and first column, be sure that the first cell of the data range is blank or Excel may have difficulty identifying the labels and data series. Tip Selecting a data range If the data is in a list format, Excel can find the data to chart, if the active cell is anywhere in the data. It is not necessary to select the data. In this example, the labels are in row 3 and column A. The data range is A3:D9. Cell A3 is the first cell in the range and it is blank. The example in step 3 has a Total Expenses row, which Excel will see as a part of the list and will chart. Therefore, it is best to select the data to exclude the Total Expenses row from the selection. Ver Page 4 pstrain@uakron.edu

5 4. On the Charts tab of the Ribbon, select the tool for the Chart Type to be created. In class, select the Column tool. A list of available charts of that type displays. 5. Select from the available chart subtypes. In class select the Clustered Column. 6. Move the Chart by dragging it by one of the Chart s borders. Ver Page 5 pstrain@uakron.edu

6 Task B - Review the Chart Chart elements: legend series vertical axis horizontal axis data point plot area chart area 1. After the data is selected and a Chart type is chosen, Excel evaluates the data to determine how to draw the Chart. Excel counts the number of rows and the number of columns. The lesser number determines what will be the series. The series are listed in the legend. In this example, there were 3 columns and 6 rows, so the columns (years) became the series. This can be changed after the Chart is created by using the Plot series by row Plot series by column Switch Plot tools on the Charts tab. By default, the Y axis (vertical axis) is the values axis. The X axis (horizontal axis) is the categories axis. Y axis (values) Legend X axis (categories) Ver Page 6 pstrain@uakron.edu

7 2. If you point to an element in the Chart, a tool tip appears with the name of the element. If data is associated with that element, the data appears in the tool tip. The tool tip shown here indicates that the column is for the data point for Travel in the 2011 series. A data point represents a single value. Here that value is 37,399.56, in the data that was charted. 3. The plot area of a Chart is the area that contains the drawing of the series data points. When the plot area is selected, file handles (small circles and squares) display on the plot area s boundaries. Plot area Ver Page 7 pstrain@uakron.edu

8 4. The Chart area includes the entire Chart, i.e. all the Chart elements. Ver Page 8 pstrain@uakron.edu

9 Use the Charts Tab to Create a Pie Chart Here is another method for creating a Chart. 1. Enter the data. 2. Select the data to Chart. In class, make Sheet2 active and select A3:D4. Tip Pie Chart Pie charts only have one series of data. 3. Select the Charts tab. 4. In the Insert Charts group, click on the tool for the type of Chart to be created. In class, click on the Pie Chart tool. A list of that Chart s subtypes displays. 5. From the list of Chart subtypes, select a Chart. In class, select 3-D Pie. Tip Rotate the Slices in a Pie Chart After the chart is created, click on the pie to select it. On the Format tab, click on Format Selection. In Series Options, make a choice in Angle of first slice. 6. Review the Chart that is created on the same worksheet as the data. The slice to the right of this radius is called the first slice. 7. To reposition the Chart on the worksheet, place the mouse pointer on the border of the Chart and drag the Chart to a new location. Ver Page 9 pstrain@uakron.edu

10 Use Sparklines Mini-Charts Sparklines are small line or column Charts that display in a single cell. These small Charts help to display trends in the data. Their condensed size allows Sparklines to reveal patterns in large data sets in a concise and visual way 1 1. Select the data to be charted. a. In class, click on the Sheet1 tab. b. Select cells C6:F6, which represent the Net Revenue forecast. 2. On the Charts tab of the Ribbon, select the type of Sparkline to create. In class, select Line. The Create Sparklines dialog box displays. 3. In the worksheet, click in the cell in which the Sparkline is to be placed. This enters the cell reference in the Location Range of the dialog box. 4. Click on OK. The Sparkline displays. 1 Microsoft Excel 2011 Help. Ver Page 10 pstrain@uakron.edu

11 5. To change the type of Sparkline: a. Select the Sparkline. b. On the Sparklines contextual tab of the Ribbon, select the type. In class, select the Column type. The Sparkline displays as the selected type. 6. To use AutoFill to create additional Sparklines: a. Select the Sparkline. b. Place the mouse pointer on the AutoFill box in the lower right corner of the selected cell. c. With the mouse pointer as a thin, black cross, drag to select the cells in which to create a similar Sparkline. 7. To remove a Sparkline: a. Select the Sparkline. b. On the Sparklines tab, click on the Clear tool. Tools for formatting a Sparkline are available on the Sparklines tab. Note: Sparklines in adjacent cells are grouped by default. A change made to one Sparkline will change all the Sparklines in the group. Use the ungroup tool on the Sparklines tab to Ungroup the Sparklines. Ver Page 11 pstrain@uakron.edu

12 Change a Chart s Location 1. Select the Chart to move to another sheet. In class, select the column Chart on Sheet2. 2. From the menu, select Chart > Move chart. -OR- Right click (Control + click) on the Chart and select Move chart. 3. The Move Chart dialog box displays. 4. Select a location. a. New sheet Creates a new worksheet. Enter a name for the new worksheet or accept the default name. b. Object in Moves the Chart to an existing worksheet in the workbook. Select the worksheet from the list at the down arrow. 5. In class, select New sheet and accept the default name for the new sheet, Chart1. Tip Move a Chart If a chart is an object on one of the worksheets, it can be dragged by its border to another location on the same worksheet. 6. Click on OK. The Chart is moved to a sheet named Chart1. In class, use the Chart > Move Chart command, again, to move the Chart back to Sheet2. Be sure to select Sheet2 (defaults to Sheet1). The Chart1 sheet is deleted. 7. Place the mouse pointer on a border of the Chart and drag it to an appropriate area of the worksheet. Ver Page 12 pstrain@uakron.edu

13 Delete a Chart If the Chart is located on a worksheet with other data or Charts: 1. Click on the Chart s border to select the Chart area. In class, select a column Chart on sheet2. 2. Press the Delete key on the keyboard. 3. Click on the Undo tool in the Standard toolbar to display the column chart, again. If the Chart is located on its own worksheet: 1. Click on the sheet tab for that worksheet. 2. Right click (Control + click) on the sheet tab and select Delete from the list that displays. -OR- On the menu, select Edit > Delete Sheet. A prompt displays to confirm the permanent deletion of the sheet. Permanent deletion means that the sheet cannot be recovered with Undo. 3. Select Delete if the sheet is to be permanently deleted. Select Cancel if the sheet should remain in the workbook. Ver Page 13 pstrain@uakron.edu

14 Select Non-Contiguous Data for a Chart In this example, the Travel and Equipment data is the only data to be used for a Chart. 1. On Sheet2, select A3:D4, the range for Travel and the series labels. 2. Hold down the Command key. Then, drag to select the range for Equipment, A7:D7. 3. On the Chart tab, click on the Columns tool and select the Clustered Columns chart type. To change the chart type, select the Charts tab. Click on the tool for the type of chart that is needed. 4. In class, click on the Save tool to save the changes. Ver Page 14 pstrain@uakron.edu

15 Lesson 2: Modify a Chart Discussion In order to modify a Chart: Either the entire Chart or a particular element of the Chart is selected. Make the modifications to the Chart or Chart element. - Many of the modifications can be made by using the three Chart contextual tabs. - Double click on a Chart element to display a Format dialog box. - The Chart menu also is available. In this lesson, the entire Chart is selected and is modified. In the Excel 2011 Charts Intermediate seminar, individual Chart elements will be selected and modified. Charts Chart Layout Format Ver Page 15 pstrain@uakron.edu

16 Select a Chart Layout 1. Select the Chart by clicking on its border. When selected, the Chart appears similar to what is shown here. Be sure that the entire Chart is selected and not one element of the Chart such as the title, as shown below. If a single element is selected, a box with file handles (small circles and rectangles) surrounds the single element. 2. With the Chart selected, click on the Charts tab. 3. Click on the Next tool in the Chart Quick Layouts group to display additional layouts. 4. From the list of layouts, select a layout. In class, select Layout2. Layout2 centers the legend below the title and adds data labels for the percent of total to the center of each pie slice. 5. In the Standard toolbar, click several times on the Undo tool to reverse the layout change. Ver Page 16 pstrain@uakron.edu

17 Change the Chart Type 1. Select the Chart by clicking on its border. When selected, the Chart appears similar to what is shown here. Be sure that the entire Chart is selected and not one element of the Chart such as the title, as shown below. If a single element is selected, a box with file handles (small circles and rectangles) surrounds the single element. 2. With the Chart selected, select the Charts tab. Ver Page 17 pstrain@uakron.edu

18 3. In the Change Chart Type group, select a different chart type. 4. In class, select Line. 5. Select a Chart subtype from the icons that display. In class, select Marked Line. 6. The Chart displays as the new Chart type. Ver Page 18 pstrain@uakron.edu

19 Select a Chart Type This table may help in the selection of the appropriate Chart type for your data. Chart Type Uses Notes and Examples Area Illustrates the magnitude of change over time. Shows relationship of parts to a whole. Bar Shows comparisons between data series. Bubble A scatter Chart where a third value determines the size of the bubble. Column Compares values directly. Shows how data changes over time or shows comparisons between data series. Tip: Bubble values should be stored adjacent to X or Y values. Ver Page 19 pstrain@uakron.edu

20 Chart Type Uses Notes and Examples Column, stacked Compares an individual contribution to the whole. Use with multiple data series. Doughnut Like a pie, compares an individual contribution to the whole. Unlike a pie, it can have multiple rings, though, so can show more than one series. Line Shows changes and trends over time. Some subtypes show just lines. Some subtypes show lines and data points. You might use a line Chart if you want dates at the bottom of the Chart. Pie Compares an individual contribution to the whole. Use with a single data series. Ver Page 20 pstrain@uakron.edu

21 Chart Type Uses Notes and Examples Radar Show how values differ from a central point for each data category. Stock Show how much variation there is around a specified point. Three to five data series, depending on subtype of Chart. Surface Compare how changes in two variables affect a third value. See trend in data over time. Scatter (XY Scatter) Compare two sets of numbers at once, one on the horizontal X-axis and one on the vertical Y-axis. Show how data is clustered. Good for scientific and statistical data where several measurements need to be plotted on a single Chart. Tip: In worksheet, place x values in one column or row and Y values in adjacent columns or rows. Ver Page 21 pstrain@uakron.edu

22 Change the Chart Style 1. Select the Chart. 2. On the Charts tab, click on the Next arrow in the Chart Styles group or the More arrow to view additional style options. Live Preview is not available here. 3. The next choices in the Chart Styles gallery display. 4. When you find a style that you like, click on its icon to select it. The Chart is modified to reflect this style. 5. Click on the Save tool in the Quick Access toolbar to save the changes. Ver Page 22 pstrain@uakron.edu

23 Change the Chart Fill 1. Select the Chart. 2. On the Format tab, click on the down arrow of the Shape Fill tool. A list of Fill options displays. 3. Select from the available options. In class, select from the Theme Colors, Standard Colors, or More Colors. The color becomes the background fill of the Chart. It will not appear in the plot area of the Chart. Ver Page 23 pstrain@uakron.edu

24 Change the Chart Size 1. Select the Chart. 2. Do one of the following: Place the mouse pointer on one of the file handles on the border of the Chart. The file handles look like a series of small dots. The mouse pointer will be shaped as a double-headed arrow. Drag to increase or decrease the size. -OR- On the Format contextual tab, in the Size group: - Click to mark the Lock Aspect Ratio box. - Type the value in inches in the height or width box. Press the Enter key to complete the entry. Since the Lock Aspect Ratio box is marked, Excel will adjust the other measurement to maintain the appearance of the Chart. Ver Page 24 pstrain@uakron.edu

25 Exercise Change Chart Type and Style 1. Click once on the border of the column Chart to be sure it is selected. 2. On the Charts tab, select a different Chart Type. 3. In class, select the Column type of 3-D Clustered Column. It is in the second row, first icon. 4. Review the changes in the chart. 5. Be sure that the Chart is selected. 6. On the Charts tab, click on the Next tool in the Chart Styles group. 7. Click to select a new style. 8. Click on the Save tool in the Standard toolbar to save the changes. Ver Page 25 pstrain@uakron.edu