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PowerPoint Presentation to AccompanyGO! with Microsoft Excel ® 2007
Comprehensive 1e
Chapter 4Creating Charts and Tables; Sorting and Filtering Data
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Objectives
• Use Text Orientation• Create a Column Chart• Create a Chart Sheet and Edit the
Chart• Create and Modify a Pie Chart• Apply a Theme to a Chart• Print Charts
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Objectives
• Sort Data• Convert Text into Columns• Apply Conditional Formatting Using
Data Bars and Color Scales• Insert a Table and Filter Data
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Use Text Orientation• Information in cells can be displayed
at an angle or vertically.• These formats save space.• They also add interest
and a professional look to the worksheet.
Column titles displayed at anangle on two lines
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Use Text Orientation
• To change text orientation:– With the cells selected, from the Home tab,
in the Alignment group, point to the Orientation button.
– Click the Orientation button arrow and
make a selection.
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Use Text Orientation
Orientation menu
Orientation button
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Create a Column Chart
• A chart type determines the way the data is presented—as a column, line, bar, or pie chart.
• Chart styles determine the colors used in the chart.
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• Determining which chart type to use:– Pie chart: To show the proportion of each item
to the sum of the whole. • All data points must be positive values and only
one data range—row or column—may be charted.– Bar chart: To illustrate comparisons among
individual items.
Create a Column Chart
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Create a Column Chart
• Determining which chart type to use:– Column chart: To show data changes over
a period of time or to illustrate comparisons among items.
– Line chart: To display continuous data over time. Use for showing trends in data at equal intervals.
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Create a Column Chart• A chart is a visual representation of
numeric data.• To create a chart:
- Select the source data range. - Click on the Insert tab. - In the Charts group, select the
preferred chart style.
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Create a Column Chart3D Clustered Column chart
Chart legend
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• By default, charts are embedded in a worksheet.
• The default displays both the chart and the worksheet data.
• A chart may be displayed on a separate sheet in a workbook, called a chart sheet.
Create a Column Chart
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Create a Chart Sheet and Edit the Chart
• Determining which chart type to use:– Column chart: To show data changes over
a period of time or to illustrate comparisons among items.
– Line chart: To display continuous data over time. Use to show trends in data at equal intervals.
– Bar chart: To illustrate comparisons among individual items.
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Create a Chart Sheet and Edit the Chart
– Pie chart: To show the proportion of each data item to the sum of the whole. • All data points must be positive values and
only one data range—row or column—may be charted.
Sample pie chart
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Create and Modify a Pie Chart
• To create a Pie Chart: Select the data range.
• Click on the Insert tab, and in the Charts group, click Pie to display the Pie chart gallery.
• Select the desired style of chart.
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• When a theme is applied, it is applied to the entire workbook, including the chart.
• To change a theme: – Select the Page Layout tab.– In the Themes group, click the Themes
button. – The Themes gallery is displayed.
Apply a Theme to a Chart
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Print Charts• A chart sheet:
– Can include a header and a footer.– Can be centered on the page.– Can be printed in portrait or landscape
orientation. • A chart embedded on the same sheet
as a worksheet can be printed with the worksheet or as a separate document.
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Print Charts
• To print a chart as a separate sheet apart from the worksheet data:– Click the chart to make it active. – Click the Office button. – Point to Print and then click Print Preview.– Only the chart displays in Print Preview.
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• A table—also called a list or a database—is a collection of data.
Sort Data
A row or recordcontains all of the data about one employee.
Column titles identifyfield categories.
Sort & Filter button
Sort & Filter list
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Sort Data• Data can be sorted by:
– Text– A to Z – Z to A
– Numbers– Largest to smallest – Smallest to largest
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Sort Data• When the primary sort results match, a
secondary sort field is used.
Sort dialog box
Primary level sort
Then by level—secondary level
Sort order options
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• Data, such as first and last name, that is entered into one cell can be split into two or more cells.
• Use the Text to Columns feature.
Convert Text into Columns
Data tabText to Columns button
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Convert Text into Columns
• Two choices for the file type—delimited and fixed width. – Delimited width sets the limits of the fields
by a symbol (e.g., comma, tab, or semicolon), which is called a delimiter.
– Fixed width sets the limits of the fields by the specified width for the column break.
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Convert Text into Columns
Delimited—sets the limits of the fields by characters.
Fixed width—sets the limits of the fields by a specific number of spaces.
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Apply Conditional Formatting Using Data Bars and
Color Scales• Cells that meet a specific condition,
such as greater than, less than, or equal to, can be highlighted using conditional formatting.
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Apply Conditional Formatting Using Data Bars and
Color Scales• With conditional formatting, data that
falls within a specific range will be highlighted.– To create, click the Home tab, and in the
Styles group, click the Conditional Formatting button.
– From the displayed list, point to Highlight Cells Rules, and from the submenu, click Between.
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Apply Conditional Formatting Using Data Bars and
Color Scales
Between dialog box
Type smallest number of range
Type largest number of range
Format to apply
Results
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Apply Conditional Formatting Using Data Bars and
Color Scales• A data bar is a colored bar that
displays in a worksheet cell.• The data bar represents the value in
the cell.– A longer bar represents a higher value.– A shorter bar represents a lower value.
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Apply Conditional Formatting Using Data Bars and
Color Scales Data Bars Gallery
Conditional Formatting button
Live Preview displays data bars in the worksheet.
Data Bar ScreenTip
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Apply Conditional Formatting Using Data Bars and
Color Scales• Color scales use gradients of the
color to visually compare values.• A two-color template assigns one
color to the lowest value and another to the highest value. – Gradients of color are used for the values
in between.
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Apply Conditional Formatting Using Data Bars and
Color Scales
Color assigned to maximum
Edit Formatting Rule dialog box
Color assigned to minimum
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Insert a Table and Filter Data
• Filtering data enables you to display a specific set of data.
• When a filter is applied to a list, only the records that match the criteria will display in the worksheet.
• Data is not lost.
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Insert a Table and Filter Data
• To apply a filter:– Click in a cell within the worksheet data.– Click the Data tab.– In the Sort & Filter group, click the Filter
button.
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Insert a Table and Filter DataFilter button
Sorting and filtering arrow
Sort & Filter group
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Insert a Table and Filter Data
• Click the sorting and filtering arrow to display the menu.
• A list of sorting and filtering options displays.
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Insert a Table and Filter Data
Text Filters list displays
Sorting instructions
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Insert a Table and Filter Data• A filter button displays when the
column is filtered.
Filter button—indicates column is filtered.
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Insert a Table and Filter Data
• A filter can be removed from a table individually by field.
• To remove all filters:– On the Data tab, in the Sort & Filter group,
click Clear.
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Covered Objectives
• Use Text Orientation• Create a Column Chart• Create a Chart Sheet and Edit the
Chart• Create and Modify a Pie Chart• Apply a Theme to a Chart• Print Charts
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Covered Objectives
• Sort Data• Convert Text into Columns• Apply Conditional Formatting Using
Data Bars and Color Scales• Insert a Table and Filter Data