charts & graphs for presentation

Charts & Graphs for Presentation © aNm

1 © 2008 alterNative Media – www.alternativemedia.biz

CHARTS & GRAPHS FOR PRESENTATION TRAINING © 2008 alterNative Media

www.alternativemedia.biz

Authors:

Michael Sheyahshe (Caddo) aNm Chief Information Officer

Mary Skaggs

aNm Chief Financial Officer



Table of Contents Section One: Chart Basics ............................................................................................................................. 6

Section Goals ............................................................................................................................................. 6

Charting Basics .......................................................................................................................................... 6

Create A Chart ........................................................................................................................................... 7

How worksheet data appears in the chart ............................................................................................... 8

Chart Tools…Where Did They Go? ............................................................................................................ 9

Change the chart view ............................................................................................................................ 10

Chart Titles .............................................................................................................................................. 11

Section Review ............................................................................................................................................ 12

Section Two: Customize the Chart .............................................................................................................. 13

Section Goals: .......................................................................................................................................... 13

Change the Chart’s Look ......................................................................................................................... 14

Format titles ............................................................................................................................................ 15

Format individual columns...................................................................................................................... 16

Add Your Chart to a PowerPoint Presentation (2007 only) .................................................................... 17

Section Review ............................................................................................................................................ 18

Section Three: Chart Types ......................................................................................................................... 19

Section Goals ........................................................................................................................................... 19

Column charts ......................................................................................................................................... 20

Clustered column and clustered column in 3‐D .................................................................................. 20

Stacked column and stacked column in 3‐D ....................................................................................... 21

100% stacked column and 100% stacked column in 3‐D .................................................................... 21

3‐D column .......................................................................................................................................... 21

Cylinder, cone, and pyramid ............................................................................................................... 22

Line charts ............................................................................................................................................... 22

Line and line with markers .................................................................................................................. 22

Stacked line and stacked line with markers ........................................................................................ 23

100% stacked line and 100% stacked line with markers .................................................................... 23

3‐D line ................................................................................................................................................ 23



Pie charts ................................................................................................................................................. 24

Pie and pie in 3‐D ................................................................................................................................ 24

Pie of pie and bar of pie ...................................................................................................................... 24

Exploded pie and exploded pie in 3‐D ................................................................................................ 25

Bar charts ................................................................................................................................................ 25

Clustered bar and clustered bar in 3‐D ............................................................................................... 25

Stacked bar and stacked bar in 3‐D .................................................................................................... 26

100% stacked bar and 100% stacked bar in 3‐D ................................................................................. 26

Horizontal cylinder, cone, and pyramid .............................................................................................. 26

Area charts .............................................................................................................................................. 26

2‐D area and 3‐D area ......................................................................................................................... 27

Stacked area and stacked area in 3‐D ................................................................................................. 27

100% stacked area and 100% stacked area in 3‐D ............................................................................. 27

XY (scatter) charts ................................................................................................................................... 27

Scatter with only markers ................................................................................................................... 29

Scatter with smooth lines and scatter with smooth lines and markers ............................................. 29

Scatter with straight lines and scatter with straight lines and markers ............................................. 29

Stock charts ......................................................................................................................................... 29

High‐low‐close ..................................................................................................................................... 30

Open‐high‐low‐close ........................................................................................................................... 30

Volume‐high‐low‐close ....................................................................................................................... 30

Volume‐open‐high‐low‐close .............................................................................................................. 30

Surface charts ......................................................................................................................................... 31

3‐D surface .......................................................................................................................................... 31

Wireframe 3‐D surface ........................................................................................................................ 31

Contour ............................................................................................................................................... 32

Wireframe contour ............................................................................................................................. 32

Doughnut charts ..................................................................................................................................... 32

Doughnut ............................................................................................................................................ 33

Exploded Doughnut ............................................................................................................................ 33

Bubble charts .......................................................................................................................................... 34



Bubble or bubble with 3‐D effect ........................................................................................................ 34

Radar charts ............................................................................................................................................ 34

Radar and radar with markers ............................................................................................................ 35

Filled radar .......................................................................................................................................... 35

Other types of charts that you can create in Excel ................................................................................. 36

Section Review ............................................................................................................................................ 37

Section Four: SmartArt As Representational Graphics ............................................................................... 38

Section Goals ........................................................................................................................................... 38

List‐type graphics .................................................................................................................................... 39

Lists with pictures ................................................................................................................................... 39

Process‐type graphics ............................................................................................................................. 40

Processes with numbered steps ............................................................................................................. 40

Continuing sequences ............................................................................................................................. 41

Hierarchy: An org chart ........................................................................................................................... 41

Hierarchy: Family of products ................................................................................................................. 42

Relationships: Radial and Venn ............................................................................................................... 42

Matrix ...................................................................................................................................................... 43

Pyramid ................................................................................................................................................... 43

Section Review ............................................................................................................................................ 44

Section Five: How to Create SmartArt Graphics ......................................................................................... 45

Section Goals: .......................................................................................................................................... 45

Convert a list to a graphic ....................................................................................................................... 46

Start With a Blank Graphic: Method 1 .................................................................................................... 47

Start With a Blank Graphic: Method 2 .................................................................................................... 48

Add text to the graphic ........................................................................................................................... 49

How text maps to shapes ........................................................................................................................ 50

Manipulating text and shapes................................................................................................................. 51

Try a different layout .............................................................................................................................. 52

Section Review ............................................................................................................................................ 53

Section Six: ‘Spit and Polish’ for Graphics ................................................................................................... 54

Section Goals: .......................................................................................................................................... 54



Presentation theme: Basis for how slides look ....................................................................................... 55

SmartArt styles: Example 1 ..................................................................................................................... 56

SmartArt styles: Example 2 ..................................................................................................................... 56

Change the style's colors ........................................................................................................................ 57

Use Shapes to Create .............................................................................................................................. 58

Create Graphics from Text ...................................................................................................................... 59

Update a Diagram from a Previous Version............................................................................................ 60

Section Review ............................................................................................................................................ 62

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Section Review 1. How do you create a chart in Excel?

2. You need to compare data another way, how do you create a second chart?

3. What must you do to refresh a chart when you revise the worksheet data that the chart displays?

4. You create a chart. But later on you don't see the Chart Tools. What do you do to get them back?

5. Can you change the chart type after you create a chart? How?

6. You want to add data labels above each column to show a value for each column. How can you do this?

13

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Section Review

1. What are the steps needed to change a chart’s style?

2. Where is the Chart Styles group located?

3. To add an Excel chart to a PowerPoint presentation you:

4. Are the same Chart Tools that are in Excel in PowerPoint 2007 as well?

19

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Other types of charts that you can create in Excel If you do not see the chart type that you want to create on the list of available chart types, there may be another way to create it in Excel.

For example, you can create the following charts:

• Gantt charts and floating column charts

o You can use a chart type to simulate these types of charts. For example, you can use a bar chart to simulate a Gantt chart, or you can use a column chart to simulate a floating column chart that depicts minimum and maximum values.

• Combination charts

o To emphasize different types of information in a chart, you can combine two or more chart types in that chart. For example, you can combine a column chart with a line chart for an instant visual effect that might make the chart easier to understand.

• Organization charts

o You can insert an SmartArt graphic to create an organization chart, flow chart, or hierarchy chart.

• Histogram and pareto charts

o To create a histogram or pareto (sorted histogram) chart in Excel, you can use the Data Analysis Tools that become available after you load the Analysis ToolPak, an Excel add‐in program that is available when you install Microsoft Office or Excel.



Section Review 1. What are the different charts?

2. Explain their use.

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Section Review 1. When might you use a SmartArt graphic?

2. What does the main layout types within SmartArt graphics look like?

3. How do you change the layout of the a SmartArt graphic?

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Section Review 1. You want to convert a bulleted list to a SmartArt graphic. What are the first steps?

2. You learned a couple of different methods for inserting a blank SmartArt graphic: You can click the SmartArt button on the Insert tab, or you can click the SmartArt graphic icon from within a slide layout. What's one advantage to using the latter method?

3. How do you swap one graphic layout for another?

4. How can You can work from the Text pane to add or remove a shape from the graphic?

54

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finish, unlike the more gradient, or gradual, color in the first style.

You'll see the full range of styles in a layout when you do the practice session. But in brief, here are some things you'll find within styles:

• Color‐shade variations that stick within the current color range.

• Different treatment of shape fills and borders.

• Varying dimensionality: shapes can look flat to rounded to fully dimensional (two‐sided) to tilted.

• Visual effects such as reflection, shadows, and glows.

Change the style's colors Though the current style for the SmartArt graphic includes colors, you can change the colors by using the gallery that's shown in this picture. The gallery is on the Design tab within SmartArt Tools on the Ribbon. It's in the SmartArt Styles group.

To change the style's colors:

Click Change Colors, next to the style choices.

Point to any color variation.

Look at the preview on the graphic. As usual, click the thumbnail to apply the colors.

The color choices use the spectrum of colors that are part of the presentation theme. They're divided by row into the primary colors of the scheme, shown at the top, and the accent colors — which on your slides are used for a range of things, such as color fills and hyperlink text.

The Colorful section mixes up the accent colors into various combinations. The rows such as Accent 1 and Accent 2 use shades of one of the accent colors, applied in different ways.

If you change the theme for the presentation, your graphic's colors will be updated to match the new theme.

58

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2. If you make no significant changes to it and then reopen it in PowerPoint 2007, it will be editable as usual, as a SmartArt graphic.

3. You can use this conversion feature for diagrams as old as PowerPoint 2000.

4. Converting to editable shapes If you convert the diagram to shapes, it isn't updated to use a SmartArt graphic layout and style, or exact colors from the theme, and none of the galleries on the Design tab in SmartArt Tools are available.

5. Significantly, this choice means that the diagram is editable by someone opening it up in PowerPoint 2003 or earlier.



Section Review 1. You want to give a SmartArt graphic a 3‐D look. On which tab will you find this style?

2. If you want an entire graphic to use different colors within the currently applied theme, what's the best thing to do?

3. You want a soft edge and special outline around just one shape. Where do you find this type of formatting?

4. You've applied a WordArt style to some text in a shape, but now you don't like it and want to start again with fresh text, pre‐WordArt. What would you do?

5. You're editing an old presentation that contains an organization chart. You've already converted some bulleted lists to SmartArt graphics, and you want your organization chart to have a similar look. You also have to edit the org chart by adding and removing a few names in it. What should you do?

charts & graphs for presentation

Documents