Microsoft® Excel® Charts and Graphs

TABLE OF CONTENTS

Introduction ........................................................................................................................................................................3

Save Time by Creating a Basic Chart With a Single Keystroke ..................................................................4

Use Pictures to Create Exciting Charts That Are Even More Descriptive Than the Typical Lines and Bars .........................................................................................4

How to Insert a Sparkline Into a Cell for a Visual Representation of Your Data ...............................6

The Best Way to Visualize Your Data in a Chart by Using Recommended Charts ..........................7

The Changes to the Chart Ribbon and How to Create a Combo Chart .................................................8

Create a Doughnut Chart to Display Multiple Years of Data ....................................................................10

How to Create and Modify Graphic Objects .................................................................................................... 12

How to Layer and Group Graphic Objects .........................................................................................................16

How to Insert SmartArt ..............................................................................................................................................18

Bonus Material ................................................................................................................................................................19

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Introduction

This session will take you beyond the ordinary in chart creation. You will discover new ways to bring information to life with stunning effects that really capture the reader’s attention. You will learn how to create some amazing special effects that will give your charts a professional appearance without taking hours to complete.

Learning Objectives

At the end of this course, participants will be able to:

Use simple techniques for creating a basic chart with a single keystroke

Transform plain old charts into exciting visual representations by inserting pictures

Use the Excel® Recommended Charts feature to find the most compelling way to present your information

Find out how to use the simplified Chart Ribbon to make your charts more attractive and effective

Graph multiple data series on a doughnut chart to make comparisons easy to read and understand

Create and modify graphic objects

Layer and group graphic objects, and

Insert SmartArt

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Save Time by Creating a Basic Chart With a Single Keystroke

If you want to create a chart with a single keystroke, select the data you want to chart and then press F11. A chart will be automatically generated in a separate worksheet. There are some laptops that utilize the F keys for laptop functions, and on those you may have to hold down the Function (Fn) key while pressing F11 to quickly create a basic chart. Alternatively, you can choose from the Charts group found on the Insert tab. You will see the Charts group, as shown below.

Select the cells that contain the data you want to chart, and then click and hold the mouse button down on the Chart Type that you want in the Charts group. You’ll then see all the different styles and you can simply move the mouse over the style you wish. Then release the mouse button; this will automatically create a chart that will be displayed in the same worksheet.

Use Pictures to Create Exciting Charts That Are Even More Descriptive Than the Typical Lines and Bars

First, you have to have a simple bar chart already created, either in a worksheet with the supporting data or on its own worksheet. Next, you need to determine what type of image you are going to use for your bar chart. If your chart shows the number of cars sold each month, then you could use cars to represent that figure. To change a bar chart into a chart using images or a pictograph, follow the steps outlined below.

1. Starting with a plain bar chart, as shown below, click the bars in the chart. This displays the Chart Tools, adding the Design and Format tabs.

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2. Under the Format tab, select Format Selection. This will open the Format Data Series option on the right side of your screen, as shown below left. Select the Fill option by clicking on the icon that looks like a paint bucket.

3. The Fill and Border options will then be displayed as shown above right. Click on the Fill option to expand the list below it and then select the Picture or texture fill radio button. Choose a picture by using the Insert from: File option if you have an image file on your local computer or you can use the Online option to locate a suitable picture on the Internet. Also, make sure to select the “Stack and Scale with” option; then choose a value where you will have decent grouping of images in your bar chart.

4. When you have made your choices, click the X to close the Format Data Series option and complete the process. The final chart is shown below.

If you are not happy with the results, you can easily undo the fill effect by returning to the Format Data Series option and, under the Fill option, clicking the Automatic radio button. Then click the X to close the Format Data Series option.

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How to Insert a Sparkline Into a Cell for a Visual Representation of Your Data

A sparkline is a tiny chart in a worksheet cell. It is normally inserted close to its source data to show a visual representation of the selected data. Sparklines can show trends in the data that may not be readily apparent just by looking at the raw numbers. Unlike normal charts, you can only use a single data series when creating a sparkline. The following steps outline the procedure to insert a sparkline into a cell.

1. Select the data you want to use to create the sparkline.

2. Click on the Insert tab and then click the type of sparkline you want to create from the Sparklines group.

3. You’ll then see the Create Sparklines dialog box, as shown in the image at right. Click the cell where you want the sparkline to be inserted.

4. The cell you clicked on will appear in the Location Range. You can now click the OK button and the sparkline will be inserted into the cell you selected.

One of the best features of sparklines is the fact that they work much like formulas. You can copy them into other cells. Consider the following example:

The image above shows a portion of a worksheet with a sparkline that has just been inserted at the end of the data for Firm1. The image below shows the effect of selecting the sparkline and then clicking on the lower- right corner of the cell and dragging down to the next three cells. This uses the Fill-down feature copying the top cell into the next three cells. The results are three new sparklines for Firm2, Firm3 and Total.

You can select Line, Column or Win/Loss sparklines to insert into cells on your worksheet. You can also modify several features of your sparklines including style and color.

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The Best Way to Visualize Your Data in a Chart by Using Recommended Charts

Excel® now comes with a new feature called Recommended Charts. When you select your data and launch the feature, it recommends the charts that are best suited to showcase your data. The following steps outline the procedure to use the Recommended Charts feature.

1. Select your data.

2. Click on the Insert tab, click on the Recommended Charts option in the Charts group and you’ll see the Insert Chart dialog box, as shown in the following image.

3. The Recommended Charts tab is selected by default and you can scroll down the list of charts on the left side of the dialog box. When you click on one of the charts, it will be displayed on the right side of the dialog box. When you have decided on a chart and have selected it, you can then click the OK button and your chart will be inserted into your worksheet.

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If none of the recommended charts meet your needs, you can click on the All Charts tab and select a different type of chart. When you select a specific type of chart, you’ll see various options for that particular type of chart and then examples displayed in the dialog box, as shown in the following image.

If you click on one of the example charts and then click the OK button, the chart will be inserted into your worksheet.

The Changes to the Chart Ribbon and How to Create a Combo Chart

In addition to the new Recommended Charts feature, there are new changes to the Chart Ribbon, as shown in the following image.

When you click on a chart, you’ll see a simpler Chart Ribbon with just a Design and a Format tab. This makes it easier to find what you need in order to perfect your charts. Also, when you click on a chart in your worksheet, you’ll now see three icons that will allow you to fine-tune your charts quickly, as shown in the following image.

The plus sign icon (Chart Elements) allows you to add, remove or change chart elements such as the title, legend, gridlines and data labels. The paintbrush icon (Chart Styles) allows you to set the style and color scheme for your chart. The funnel icon (Chart Filter) allows you to edit what data points and names are visible on your chart.

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Creating a combo chart

Microsoft® Excel® now gives you the capability to create a combo chart. A combo chart is a chart that actually contains two different types of charts such as a line and a bar chart. The following steps outline the procedure to create a combo chart.

1. Select the data you want in your chart.

2. Click on the Insert tab and then click on the Recommended Charts in the Charts group.

3. When the Insert Chart dialog box appears, click on the All Charts tab and then click on the Combo option, as shown in the following image.

4. Select the type of combo chart by clicking on one of the examples near the top and you can then modify your selection by using the drop-down boxes near the bottom of the dialog box. When you are satisfied with your selections, click the OK button and your new combo chart will be inserted into your worksheet.

A quicker way to insert a combo chart into your worksheet can be accomplished by clicking the Insert Combo Chart option in the Charts group on the Insert tab, as shown in the following image.

When you click on the Insert Combo Chart option, you’ll see a few recommended combo charts displayed. You can mouse over each one to see a preview of them, or you can click on the Create Custom Combo Chart option and the Insert Chart dialog box will be displayed.

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Create a Doughnut Chart to Display Multiple Years of Data

The doughnut chart is quite similar in appearance to the pie chart. Both provide the viewer with an idea of the distribution of data by percentage of the whole. The obvious difference between the two charts is the hole in the middle of the doughnut chart—which helps to explain the name.

The largest advantage to using the doughnut chart is the ability to graph multiple data series on one chart, which allows you to show that the data varies for different time periods, regions or other factors within your organization.

The doughnut chart is best used when the number of items in your table is limited. If you were to try to chart the sales progress of the last five years, the data would get lost in the number of slices on the chart. Charting sales for the last two years, on the other hand, would work quite well.

To create a doughnut chart in Excel®:

1. Open the worksheet containing the data to be charted.

2. Select the data to chart.

3. Click on the Insert tab.

4. Click the Insert Pie or Doughnut Chart option from the Charts group and then click on the Doughnut option, as shown in the following image.

5. Click the chart to bring up the Chart tools.

6. Scroll through the Chart Styles and select the style for the chart.

7. Add Data labels to clarify the chart contents.

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8. Format Data labels by right-clicking a label.

9. Format Legend to improve readability.

10. Add descriptive text boxes for labels.

11. Save the worksheet to save the chart.

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How to Create and Modify Graphic Objects

There may be times when you need to add drawings, pictures, and other illustrations to your workbook to prove a point or deliver a message.

Excel® provides a wide variety of graphic objects you can insert. You’ll find commands to add them to a workbook on the Insert tab of the ribbon.

On a spreadsheet, you can insert:

Pictures

On-line pictures

Shapes

SmartArt

Screenshots

SkillSteps—To insert graphics onto a worksheet

Insert > Pictures, Online Pictures, Shapes, SmartArt or Screenshot

Pictures

Once you’ve inserted the picture, you’ll have a special tab providing you with many formatting options.

Picture Styles

If you want to assign a combination of formats, select one of the styles from the picture styles gallery on the Format tab.

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Remove Background

Excel® comes with a background removal tool that enables you to edit your picture and give your images a little more pizzazz.

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The Format tab also provides many other choices with which to adjust your pictures by adding:

Corrections that include Sharpen/Soften and Brightness/Contrast settings

Artistic effects that include mosaic bubbles and plastic wrap

Shadows

Reflections

Borders

On-line Pictures

You can also insert pictures from the Internet using the Online Picture option.

There, you can search Office.com for Royalty-free photos and illustrations, search the Web with Bing, or use your OneDrive™ account to find a suitable image.

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Searching Office.com

To search Office.com, use the search window beside Office.com Clip Art.

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Once you’ve found the illustration you need, insert it into your workbook.

Shapes

You can also insert a range of shapes and connectors into a workbook by using the Shapes control.

Did you want to add some callouts above your inserted picture (the one with the background you removed)?

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SmartArt

SmartArt is a gallery of pre-designed business diagrams to which you can attach photos or text. Think of an organization chart as a type of business graphic. You can select from a gallery of interesting layouts.

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Screenshots

You can enhance your workbook with screenshots of other windows you have open, or Web pages you’re browsing by using the Screenshot option.

SkillSteps—To insert a screenshot

Insert > Screenshot > Choose an entire available window or use Screen Clipping

Once you’ve inserted a screenshot you can use any of the picture styles to add a little extra sizzle.

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How to Layer and Group Graphic Objects

Excel® enables you to layer and group graphic objects by using the Drawing Tools, Format tab, when you select an object.

Layering

When you add multiple graphics to a spreadsheet they can be stacked on top of one another.

After having stacked the graphics, you can rearrange their stacking order using the Bring Forward and Send Backward commands in the Ribbon.

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Grouping

You can also combine objects together into one object to make it easier to move or resize them.

SkillSteps—To combine multiple items

Ctrl + click each item to select them > select Group

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The Selection and Visibility Panel

Working with complicated combinations of objects can be challenging. The Selection Panel makes it easier to select and re-layer tightly positioned graphics because it displays each object name in the order each appears on the screen.

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SkillSteps—To display the Selection Panel

Select a shape > Drawing Tools > Format > Selection Pane

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How to Insert SmartArt

When you need a business diagram to show a process or a hierarchy, rather than draw the objects yourself, use SmartArt.

SkillSteps—To insert SmartArt

Insert > SmartArt

The SmartArt Gallery contains a collection of different types of prefabricated diagrams.

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Once you’ve selected and inserted your SmartArt you can add text to it, and format it using the SmartArt Tools displayed in the Ribbon.

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BONUS MATERIAL

What You Need to Know About the Excel® Interface Including Working With the Ribbon

The Ribbon and Tabs

From Microsoft® Office 2007 on, the File menus and toolbars no longer exist. They have been replaced with a ribbon that uses tabs. Each tab contains commands, which include features that are grouped logically to make it easier to find what you’re looking for. Within each group there are further options. Some groups will have an associated dialog box launcher, which can be accessed from a square with an arrow icon and is located in the lower right-hand corner of the group box. The Font dialog box associated with the Font group, found in the Home tab, is one example. These dialog boxes are similar to the ones found in earlier versions of Microsoft® Excel®.

There are various commands in the groups. To find out what each command does, hold the pointer over the command for a few seconds. A screen tip will appear giving you the name and its function.

The Tabs and Groups in the Ribbon

In this section, we will examine each of the tabs and groups in Excel®.

File tab: The File tab replaces the Office button and contains the commands used to manage your files such as Save, Open, Close and Print. The File tab doesn’t include groups like those found in other tabs. It includes commands found on the left side of the window as shown in the following figure.

Home tab: The commands in this tab are some of the most frequently used. The groups include Clipboard, Font, Alignment, Number, Styles, Cells and Editing.

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Insert tab: The commands in this tab are used to add PivotTables, graphics, tables, charts and hyperlinks. There are nine groups: Tables, Illustrations, Apps, Charts, Sparklines, Filters, Links, Text and Symbols.

Page Layout tab: The commands in this tab are used to print worksheets. The groups include Themes, Page Setup, Scale to Fit, Sheet Options and Arrange.

Formulas tab: The commands in this tab use mathematical instructions to perform calculations. You have four groups: Function Library, Defined Names, Formula Auditing and Calculation. The Function Library group divides functions into several categories to allow for easier access. The initial category is Insert Function. If you click the fx button, you can choose from the nearly 400 formula functions instead of trying to remember them. The Defined Names group allows you to name ranges of cells and contains the Name Manager. The Formula Auditing group allows you to track errors and the Calculation group allows you to change calculation settings.

Data tab: The commands in this tab allow you to get information from an outside data source so that you can examine it. You have five groups: Get External Data, Connections, Sort & Filter, Data Tools and Outline. These tools allow you to manage large amounts of information. When you install the Analysis ToolPak you get a sixth group called Analysis.

Review tab: The commands in this tab include proofing tools. You can also add comments, translate selected text into a different language and manage revisions. There are four groups: Proofing, Language, Comments and Changes.

View tab: The commands in this tab allow you to switch viewing options on and off. This tab has five groups: Workbook Views, Show, Zoom, Window and Macros. With the Macro group, you have the ability to create macros that allow you to perform repetitions without going through the steps every time. You can view, record and use relative references.

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Developer tab: The Developer tab may not be visible by default. You can show the Developer tab by checking its box in the Customize the Ribbon dialog box. The Developer tab contains five groups: Code, Add-ins, Controls, XML and Modify. This tab will allow you to launch the Visual Basic Editor, manage macros and add-ins, insert controls in your worksheet, import and manage XML data and specify the type of Document Information Panel template to show in Microsoft® Office-compatible programs.

Undo and Redo

The Undo and Redo commands are used to undo or repeat a command that you have already used. These valuable commands are automatically placed on the customized Quick Access toolbar for easy use. Clicking on the Undo or Redo command opens a list of recent commands.

The Formula Bar

The Formula bar is located above the worksheet grid. The left side displays the address and contents of the active cell. Data can be entered and edited here. To keep changes, you can press the Enter key or click on the check mark to the left of where you are typing. To cancel what you’ve entered, click on the “X” button. The formula bar can be resized in order to put in or read more information by clicking the bottom edge and pulling down.

The Status Bar

Keep track of where you are in Excel® by using the Status bar. The farthest left side indicates the cell mode as Ready, Enter or Edit. To the right of the cell mode are the view buttons, which show how your worksheet will look when it’s printed. The zoom slider is on the far right side.

Using Help

The Help icon is located near the top right-hand corner of the window. You can search by the Search field or by clicking on one of the topics displayed when the Excel® Help dialog box is displayed.

The Quick Access Toolbar

The Quick Access toolbar can be displayed above or below the ribbon and contains a series of buttons. Only three buttons are displayed by default: The Save, Undo and Redo buttons. You can add or remove buttons by clicking on the down arrow next to the Quick Access toolbar and selecting another button from the drop-down list. You can change where the toolbar is located by clicking on the down arrow and choosing Show Below Ribbon or Show Above Ribbon.

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