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Microsoft PowerPoint XP Charts

§ § § § § Bar, Column, Line, & Area Charts Pie Linked Pie XY Scatter Stock Chart ­ High/Low/Close Bubble Chart

§

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Table of Contents

Table of Contents ............................................................................................................................................... 1 Table of Contents ............................................................................................................................................... 2 CREATING A NEW CHART ­ GENERAL GUIDELINES ............................................................................ 3 Creating a Chart ­ General Steps ....................................................................................................................3 CREATE A COLUMN, BAR, LINE, OR AREA CHART............................................................................... 4 Adding a Second Series of Bars ......................................................................................................................5 CHANGING THE CHART TYPE .................................................................................................................... 6 CHANGING CHART ATTRIBUTES ­ COLUMN CHARTS......................................................................... 7 Selecting ..........................................................................................................................................................7 Issuing Commands ..........................................................................................................................................7 Title the Chart & Axis .....................................................................................................................................8 Change Text Alignment ..................................................................................................................................8 Adding Data Labels .........................................................................................................................................9 Format the Y-Axis or Bar Values....................................................................................................................9 Hide/Display the Vertical/Horizontal Gridlines ............................................................................................10 Changing the Y-Axis Scale ...........................................................................................................................10 Resize/Move the Chart & Legend .................................................................................................................11 Change Bar Colors ........................................................................................................................................11 Place Pictures In Bars ....................................................................................................................................12 Stacking Columns..........................................................................................................................................12 PIE CHARTS ................................................................................................................................................... 13 Place Values, Percents, or Slice Names on your Chart. ................................................................................14 Chart Titles ....................................................................................................................................................14 Hide/Display/Move the Legend ....................................................................................................................14 Resizing the Pie .............................................................................................................................................14 Exploding a Slice of Pie ................................................................................................................................15 Rotating the Pie .............................................................................................................................................15 Changing Pie Slice Color ..............................................................................................................................15 Change to a 3D Pie ........................................................................................................................................15 Change the Thickness and Elevation of a 3D Pie..........................................................................................15 CREATING LINKED PIES ............................................................................................................................ 16 Specify Slices for the Sub Pie .......................................................................................................................17 Renaming "Other" to "Defense" ...................................................................................................................17 (XY) SCATTER CHARTS .............................................................................................................................. 18 Change the Scales ..........................................................................................................................................18 Add a Trend Line ...........................................................................................................................................18 HIGH - LOW - CLOSE CHARTS ................................................................................................................... 19 BUBBLE CHARTS .......................................................................................................................................... 20 Inserting X/Y Axis Titles ..............................................................................................................................20

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CREATING A NEW CHART ­ GENERAL GUIDELINES

The key to creating a chart in PowerPoint is placing the data on the datasheet correctly for the type of chart you wish to create. This handout shows datasheet examples for the different PowerPoint charts. The basic steps for creating a chart are:

§ § § § § Start a new chart. Delete the sample data from the datasheet. Type new data into the datasheet and specify the orientation (by column or by row). Select the chart type (Chart ­ Chart Type). Set chart options (Chart ­ Chart Options).

Creating a Chart ­ General Steps

You will follow the steps below for every chart you wish to create. 1. 2. 3. Click the "New Slide " button. From the Apply Slide Layout pane on the right, click the "Title and Chart" icon: Double click the Chart icon located in the middle of your slide:

For every new chart you create, you will need to clear the example datasheet of data. 4. Click the corner of the Datasheet and press your DELETE key to clear the sample data.

Exiting Chart Edit Mode: Clicking on the slide outside of the heavy border around your chart exits you from chart edit mode.

Chart Mode: When you double click the chart or chart icon, PowerPoint places you in chart edit mode. Chart edits are only possible while in this mode. Note that "Chart" will only appear on the menu while you are in chart edit mode.

Datasheet The numbers on the datasheet determine the values for your chart. Note that you setup the grid differently for different types of charts.

For every new chart you create, the first step is to clear the example grid. Click the left corner box of the datasheet and press the DELETE key on your keyboard to clear the example grid .

If you close the datasheet and wish to reopen it, click: VIEW ­ DATASHEET Note you must be in chart edit mode to do this. Double clicking your chart takes you back into chart edit mode.

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CREATE A COLUMN, BAR, LINE, OR AREA CHART

While Column, Bar, Line, and Area charts are different in appearance, they are created identically on the datasheet. Therefore, the steps for setting up datasheet for the column chart in this example can be applied to the other three chart types. Further, these four chart types can be converted into one another. 1. 2. Follow steps 1-4 on the previous page. See either of the diagrams below for instructions on how setup the datasheet for this type of chart. Note that both diagrams yield the same results.

By row method If you set up your series in rows as shown below, you must click the "By Row" icon on the toolbar.

The X axis labels are the words beneath the chart and must be placed in the top row directly beneath the column letters. (Beginning with column A.)

The legend indicates what the series of bars represent and must be placed to the left of the column numbers.

If the "By Column" or "By Rows" buttons are not available, you may have gotten out of chart mode, hidden the toolbar, or have overlapping toolbars. To get back into chart mode, double click your graph. Note that "By Columns" and "By Rows" is also available from the menu under "Data".

The numbers control how high the columns should go and must be placed directly below the year they are in.

By Column Method: If you entered your data in columns as shown below, you must click on the "By Column" icon on the toolbar.

The legend indicates what the series of columns represents and must appear above that series of numbers. Place the X axis labels in the first column next to the row numbers (beginning with row 1.) The numbers control how high the columns should go and must be placed to the right of the year they represent.

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Adding a Second Series of Bars

Column, bar, line, and area charts are also useful for comparing separates series of events. Our current column chart shows research hours over a four-year period. We would like to add a second series of "Research" hours.

8000 7000 6000 5000 4000 3000 2000 1000 0 1994 1995 1996 1997 Research Production

1. 2. 3.

If you have exited chart edit mode, double click the chart to return to edit mode. If necessary, from the menu click "VIEW - DATASHEET" to display the datasheet. Add the second series as shown in either of the illustrations below.

Place the Production figures in row 2 if using the "By Row" method.

Place Production figures in column B if using the "By Column" method.

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CHANGING THE CHART TYPE

As previously stated, Column, Bar, Line, and Area charts are interchangeable. This section covers how to switch between these different types of charts and what subtypes are available. 1. 2. 3. 4. From the menu, click: CHART ­ CHART TYPE. (Double click the chart if "Chart" is not on the menu.) Click the "Chart Type " and "Chart sub-type " you wish to apply to your current chart. (See the diagram below for more information.) In this example, we are using the flat column chart as shown below. Click "OK".

Click the chart type to change to that chart. Column, Bar, Line, and Area charts are interchangeable. Apply to Selection ­ Use this to mix chart types for charts that have multiple data series. The series clicked prior to checking this will be affected. Default Formatting When checked, any formatting changes you have made to your chart will be lost. Set as Default Chart ­ If clicked, the chart type selected will be the chart initially used when starting a new chart. Click one of the "Chart Sub-Types" to see a description of that sub type. The selected subtype will apply to your current chart when you click "OK".

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CHANGING CHART ATTRIBUTES ­ COLUMN CHARTS

This section covers how to:

§ § §

Place titles on the X & Y axis. Formatting titles. Place values above the bars.

§ § § §

Format Values. Hide/display gridlines. Change the Y-axis scale. Resize the chart.

§ § §

Move/remove the legend. Changing bar colors. Placing pictures in bars.

To change any part of a chart, follow these general steps: · Verify you are in chart edit mode (Doub le clicking your chart to go into chart edit mode.) · Select the element you wish to alter. · Issue the command.

Selecting

· · You select elements by clicking them with your mouse. When a chart element is selected, small squares called "grips" or "handles" will appear around it. Generally, the first time you click an element, the entire chart is selected. The second time you click the same element, the selection is narrowed down -- usually to the element you selected but not always. For example, the first time you click a set of bars, the entire chart is selected. The second time you click the same bar, all the bars in that series are selected. And the third time you click the same bar, that bar alone is selected. Once you have drilled down to the micro level, individual elements are selected on each click. To deselect an element, click away from it. (The background, legend, or some other element.)

·

Issuing Commands

There are several ways to change the elements of a chart: · Double clicking the element you wish to change usually produces a menu that contains the options you are looking for. · RIGHT mouse clicking an element also produces a relevant menu. · The icons across the toolbar contain the most commonly used options. · "Chart " and "Data" on the menu contain all options

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Title the Chart & Axis

This section covers how title your X & Y axis as well as the chart. For example, we wish to place the title "Year" below the X-Axis and write the words "In Millions" along the Y-Axis. 1. 2. 3. From the menu, click: CHART ­ CHART OPTIONS.

(Double click the chart if "Chart" not available.)

Click the "Titles" tab. Type the desired titles then click "OK".

Note that if you have a three-dimensional chart, your Y-axis title is known as your Z Axis.

Change Text Alignment

This option allows you to rotate your text. 1. 2. Double click the text box to be affected. Click the "Alignment " tab.

Rotated Text - Click and drag the Orientation needle to have rotated text but still have the bottoms of the letters on the same baseline. Stacked Text Click the vertic al text example to stack text vertically (one letter on top of the other).

Text Alignment ­ Use these options to control how text on multiple lines displays in the text box. For example, left, right justified, centered, etc.

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Adding Data Labels

This will allow you to place numbers above your bars. 1. 2. 3. From the menu, click: CHART ­ CHART OPTIONS (Double click the chart if "Chart" not on the menu.) Click the "Data Labels" tab. Click "Value " then click "OK".

Series ­ Displays the name of the series (Research & Production) above the bar. Category Name ­ Displays the category name (1994, 1995, 1996 & 1997) above the bar. Value ­ Displays the bar's value above the bar. Separator ­ If you have selected multiple options under "Label Contains", this controls how they are separated from each other (i.e. a comma, new line, etc.) Legend Key ­ Places a box with the color of the series next to the bar.

Format the Y-Axis or Bar Values

Use the steps in this section to format your numbers with commas, dollar signs, etc. 1. Double click the numbers you wish to format. (For example, the numbers on your Y-axis or above your bars.) Click the "Number" tab. Select the desired "Category ". (For example, "Number" if you just want commas, "Currency" if you would like dollar signs, etc.) Set the desired number of decimal places. Set the "Symbol" you would like to use. (If applicable.) Set how to display negative numbers. Click "OK".

2. 3.

4. 5. 6. 7.

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Hide/Display the Vertical/Horizontal Gridlines

The gridlines in the background of your chart can be hidden or displayed. 1. 2. 3. From the menu, click: CHART ­ CHART OPTIONS Click the "Gridlines" tab. Make the desired changes then click "OK".

Category (X) axis ­ check / uncheck to display / hide vertical gridlines. § Major Gridlines centers vertical lines between each category ("Year" in this example). § Minor Gridlines centers vertical lines at each category ("Year" in this example.) Value (Y) axis - check / uncheck to display / hide horizontal gridlines. § Major Gridlines places horizontal lines even with each value displayed on the Y-axis scale. § Minor Gridlines places horizontal lines between each value on the Y-axis scale.

Changing the Y-Axis Scale

These options allow you to change what the minimum, maximum, and units displayed on the Y-axis scale are. 1. 2. 3. Double click any number along the Y-Axis. Click the "Scale" tab. Make the desired chagnes then click "OK".

Minimum ­ Maximum ­ Major Unit ­ Minor Unit ­

What the scale starts at. What the scale ends at. What the scale counts by. Controls the interval of minor tickmarks and gridlines. Category (X) axis Crosses at ­ Controls where the X axis crosses the Y-axis. Display Units - divides the units into hundreds, thousands, millions, etc.

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Resize/Move the Chart & Legend

You can move the chart or legend by clicking and dragging them by the borders that surround them and you can resize the chart or legend by clicking and dragging them by their corner grips. If the borders are not visible, click where the borders should be and they should appear.

§ §

Resize the legend or chart by clicking and dragging either by their corner grips. Move the legend or chart by clicking and dragging by the border around them.

(If border not visible, click where it should be to make it appear.)

Note that if you delete the legend, you can make it reappear through the menu: Chart ­ Chart Options ­ Legend.

Change Bar Colors

You can apply colors, paterns, textures, and shading variations to a single bar or all of the bars in a series by double clicking the selected bar(s). 1. 2. Double click the bar(s) to be affected. Click on the "Patterns " tab. 3. Click the color you wish to apply then click "OK".

Click the "Fill Effects" button to apply color variants, textures, patterns, or fill the bars with pictures.

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Place Pictures In Bars

This option allows you to take a saved image and stack or stretch it inside of a bar or column. Note that the image must come from a saved file. The chart to the right shows the same picture both stacked and stretched. Note that you can use different pictures. 1. 2. 3. 4. 5. 6. Double click the series or bar to be affected. Click on the "Patterns " tab. Click the "Fill Effects" button. Click the "Picture " tab. Click the "Select Picture " button. Select the desired formatting option then click "OK" then "OK" again.

Stretch ­ stretches a single instance of the image to completely fill the bar. Stack ­ stacks the image repeatedly in the bar while keeping the image's original proprotions. Stack and Scale ­ Will change the proprotions of your image to fit the desired scale. Generally, the number of Units/Picture should match the major units on your Yaxis scale for the best visual results. Items that are grayed out are not available for the selected chart element.

Stacking Columns

A stacked column chart is useful when you need to know the total for a period but also wish to know what when into making up that total. 1. 2. 3. 4. 5. 6. You are in edit chart mode. From the menu, click on: CHART - CHART TYPE. Click on the "Standard Types" tab. In the "Chart Type " window, click "Column" In the "Sub Types" window, select the stacked column picture: Click on OK.

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PIE CHARTS

Pie charts are useful when you wish to display the different pieces that go into making up the whole. For example, we will compare how many different animals, vegetables, & minerals we found on mars. To create a pie chart, PowerPoint needs to have two pieces of information: · The names of the slides. · The size of each slide in numbers. 1. 2. 3. Click the "New Slide " button. From the Apply Slide Layout pane on the right, click the "Title and Chart" icon: Double click the Chart icon located in the middle of your slide:

For every new chart you create, the first step is to clear the example grid. 4. Click the corner of the Datasheet and press your DELETE key to clear the sample data.

As with column charts, you can place your information on the datasheet in columns or in rows. The two examples below will both produce the pie chart shown. 7. Place the data on the datasheet using either example shown below.

If you place your data in rows, be sure to

If you placed your data in columns, be sure to click the "By Column" icon.

click the "By Row" icon on the toolbar.

By default, PowerPoint always gives you a column chart. You need to change the type to a pie chart. 8. 9. 10. From the menu, click: Chart ­ Chart Type . Select the picture of the 2 dimensional Pie chart. Click "OK".

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Place Values, Percents, or Slice Names on your Chart.

1. 2. 3. 4. You are in edit chart mode. From the menu, select: Chart ­ Chart Options . From the pop- up widow, click on the "Data Labels" tab. Click on the option "Show Percent ".

Series Name ­ Not applicable to pie charts. Category Name ­ Places slice names on the slices. Value ­ Places the slice values on the slices. Percent ­ Places the slice values on the slices mathematically converted to a percent of the whole. Separator ­ Use this to separate labels when using multiple label types. Legend ­ Displays the legend next to the slices. Show Leader Lines ­ Connects the slice labels with the slices by a line.

Chart Titles

1. 2. 3. 4. You are in edit chart mode. From the menu, select: Chart ­ Chart Options . On "Titles" tab Type a title.

Hide/Display/Move the Legend

1. 2. 3. 4. You are in edit chart mode. From the menu, select: Chart ­ Chart Options . On "Legend" tab & select an option. Click "OK".

Resizing the Pie

To make the pie larger or smaller, click and drag the corners of the box surrounding it. 1. You are in edit chart mode. 2. Click on the square surrounding your pie (Plot Area). 3. Place your mouse in the corner of the square and click & drag.

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Exploding a Slice of Pie

1. 2. 3. You are in edit chart mode. Clicking the piece of pie you want to move until it alone is selected. Click & drag the slice away from the center of the pie.

Rotating the Pie

1. 2. 3. 4. 5. You are in edit chart mode. Double click one of your slices of pie. From the pop- up window, click on the "Options " tab. Use the up/down arrows to rotate the pie. When finished, click on OK.

Changing Pie Slice Color

1. 2. 3. 4. 5. You are in edit chart mode. Click the slice of pie you wish to change the color of until it alone is selected. Double click the piece of pie. Click on the "Patterns " tab. In the "Area" section, select a color and click on OK.

Change to a 3D Pie

1. 2. 3. You are in edit chart mode. From the menu, click: Chart ­ Chart Type . Select the 3D pie chart.

Change the Thickness and Elevation of a 3D Pie.

1. 2. You are in edit chart mode. From the menu, click on: CHART - 3D VIEW.

Use the UP/Down arrows to change how much of the top/side of the pie is showing. Use the Rotation arrows to rotate the pie. Type in an higher percentage to change the thickness of the pie.

3.

When finished, click on "OK".

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CREATING LINKED PIES

A linked pie is useful when you wish to breakdown the elements of a single slice of pie. In this example, a county's federal budget is shown. The pie on the right does a breakdown on Military spending and includes: Personnel, Research & Development, and Equipment.

Foreign Programs 3% Social Programs 6% Housing 11% Defense 62% Personnel 22%

Business Programs 17%

Research & Dev. 14%

Equipment 27%

1. 2. 3. 4.

From the "Standard" toolbar, click on the "New Slide " icon: From the "Slide Layout" window on the right, click on the "Chart" icon: Double click the picture of the chart to go into graph mode Click the corner of the Datasheet and press your DELETE key to clear the sample data.

5. To set up a linked pie chart: · Place the slice names of the main pie on the grid first. (Business Programs, Housing, Social Programs, and Foreign Programs) Do not include the name of the piece you are doing a breakdown of (Defense). · Directly below the names of the main pie slices, type in the names for the sub pie slices. (R &D, Personnel, Equip.)

6. 7. 8. 9. 10. 11.

From the menu, click: DATA ­ BY COLUMN". (The data is laid out vertically or By Columns.) From the menu, click on: CHART - CHART TYPE If necessary, click on the "Standard Types" tab. In the Chart Type section, click on "Pie". In the Chart Sub Type section, click the picture of the linked pies. Click on "OK".

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Specify Slices for the Sub Pie

To tell PowerPoint which slices should go on the sub chart, complete the following steps: 1. 2. 3. You are in edit chart mode. Double click any pie slice. From the pop- up window, select "Options ".

There are several methods of telling PowerPoint which slices belong to the Main Pie and which slices belong to the Sub Pie. The "Split series by" determines which method to use. "Split Series by" can be set to the following options: · Position: Specify how many of the bottom rows on the data sheet belong on the sub pie. · Value: All slices below a certain value will be placed on the sub pie. · Percent Value: All slices below a certain percent will be places on sub pie. · Custom: Allows you to drag pie slices between the two pies. 4. 5. 6. Set "Split series by:" to "Position" Set "Second plot contains the last :" to "3" and click on OK. Increase the "Gap Width" to make the pie chart more legible.

Renaming "Other" to "Defense"

1. 2. 3. You are in edit chart mode. Keep clicking the label "Other" until it alone is selected. Delete the word "Other" and type in "Defense".

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(XY) SCATTER CHARTS

Scatter Charts are commonly used in marketing or statistical analysis for presenting trends between two sets of numbers. For example, you wish to see if there is a correlation between age and salary. For an XY charts, you must have two series of numbers.

1. 2.

From the Standard toolbar, click on the "New Slide " icon: From the Slide Layout pane, click the "Chart" icon:

3. 4. 5. 6. 7. 8. 9.

Click in "Click to add title" and type: Age/Salary Comparison Double click the picture of the chart to launch MS Graph. Click the upper left corner of the datasheet and press the Delete key on your keyboard to clear the sample data. Fill out the data grid as shown to the right. From the menu, click: DATA ­ BY COLUMN" (The data in our datasheet has been entered vertically.) From the menu click: "CHART ­ CHART TYPE". Click on the Scatter icon:

Change the Scales

The smallest salary is 22,000 and the youngest age is 21. We will make the salary scale start at 20,000 and the age scale start at 15. 1. 2. 3. 4. 5. 6. 7. 8. 9. Be in edit chart mode. (Double click the chart). Point to any one of the salaries and double click. Click on the "Scale" tab. Set the "Minimum" to 20000. Click on "OK". Point to any one of the ages and double click. Click on the "Scale" tab. Set the "Minimum" to 15. Click on "OK".

Add a Trend Line

1. 2. From the menu, click on: CHART - ADD TRENDLINE... Select "Linear" and click on "OK".

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HIGH - LOW - CLOSE CHARTS

High - Low - Close charts are used for showing the progress of a stock over time. The chart gives the high and low of the stock for the day and its closing price. The vertical bar indicates the high and low for the day. The tic mark indicates its closing price for the day.

1. 2. 3. 4.

From the Standard toolbar, click on the "New Slide " icon: From the Slide Layout pane, click on the "Chart" icon: Double click the picture of the chart to launch MS Graph. Click the upper left corner of the datasheet and press your Delete key on your keyboard to clear the sample data. Fill out the datasheet as shown to the right. From the menu, click: CHART ­ BY COLUMN From the menu, click: CHART - CHART TYPE Click the tab: "Standard Types". In the Chart Type column, click on "Sock". In the Sub Type section, click on "High/Low/Close" Click on OK.

5. 6. 7. 8. 12. 13. 14.

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BUBBLE CHARTS

Bubble Charts are similar to XY Scatter Charts in that you must use numbers for your X and Y-axis. Where they differ is that you can use a third set of numbers to control the size of the data point. In this example, the average salaries of 20, 30, 40, 50, 60, 70, and 80 year-olds are plotted on the Y-axis and the ages are on the X-axis. The size of the bubble is determined by the percent of the US population falling into each age category.

1. 2. 3. 4.

From the Standard toolbar, click on the "New Slide " icon: From the Slide Layout pane, click on the "Chart" icon: Double click the picture of the chart to launch MS Graph. Click the upper left corner of the datasheet and press your Delete key on your keyboard to clear the sample data. Fill out the datasheet as shown to the right. From the menu, click: CHART ­ BY COLUMN From the menu, click: CHART - CHART TYPE Select the "Bubble Chart":

X -Axis Y -Axis Bubble Size

5. 6. 7. 8.

Inserting X/Y Axis Titles

To place "Age" beneath the X-axis and "Salary" along the Yaxis, complete the following steps: 1. 2. 3. 5. 6. 7. Be in edit chart mode. From the menu, click: CHART - CHART OPTIONS Click on the "Titles" tab. At "Value (X) Axis" type: Age At "Value (Y) Axis" type: Salary Click on "OK".

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