Excel Graphs Charts

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Microsoft Excel 2003
Charts and Graphs

Chart Examples and Brief Descriptions

 Area: line chart showing total area and trends
(series order is important – large to small)
 Bar/Column: differences shown by length – shows
trend differences of same category or comparison
between two or more categories
 Line: shows trend data
 Pie: compares all parts of a whole (totals)
 Combination: (not an actual type) you must
physically select different categories to be shown
by different types (right click on that series and
change chart type)
 3-D: similar to Bar/Column/Line but gives depth
and may add to appearance
 Order is important
 Can “twist” or rotate chart (corner handle) to give a better view

Create a Column Graph

Open the file named Excel-OfficeTreats. We will use this file to create and edit charts (graphs).
Change the Zoom to 75% to make it easier to select data and view charts.

1. Do some prior thinking about what type chart/graph that will best show what you want (see
some basic examples and their description on top of next page)
2. Highlight the data that you want to be graphically
represented on your chart
 Do not include totals unless you want totals for
point of comparison
 You will be able to edit this info later
 As data changes, this chart will also change to
reflect the new data
3. Use the Chart Wizard Button (Insert-Chart) – it is
very valuable in setting up the majority of the
information you want – then you can “fine-tune” it
later

The wizard has 4 steps:
 Type of chart (see listing at end of these
notes)
 Data Range (should have already “pre”- selected in 1st step above)
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 Add Title and Axis labels (X is horizontal, Y is vertical for 2-D graphs)
 Choose where you want the graph (same sheet or its own sheet)
4. Select the Range A5 to G9. (Do not include the totals.)

5. Click the Chart Wizard button.

6. A dialog box will appear. Make sure that the Chart type says Column, and the Chart sub-
type is Clustered column with 3-D visual effect. (Middle Left).

7. Use the push button to preview your chart. Click Next.

8. Verify the Data range in Step 2 of 4 of the Chart Wizard. Click Next.

9. Step 3 of 4 will allow you to add a
Chart Title and Axis labels.

10. Type Treats by Month in the
Chart Title box.

11. Type the X axis label (for
horizontal info. Note that is the
labels of the data columns. (See
example for axis labels.)

12. Type the Z axis label (for vertical
info. Note that is the labels of the
data rows. (See example for axis
labels.)

Notice the preview window as you type your titles.
(NOTE: Y is used for depth)

13. Click Next when finished.

14. No changes are necessary on the next screen
(4 of 4). Click Finish.

Move the Chart:
The chart will be placed in your worksheet. Notice the handles for sizing and moving.
 Click anywhere in the white area of the chart and drag to cell A12.

Change the Background:
 Right click anywhere on the chart and then click Format Chart Area.
 Click Custom in the Borders field. Then choose Red in the Colors field.
 Click Shadow and Rounded Corners. (Notice the sample in the lower right corner.)
 Click OK.


 Click on any cell outside of the chart to deselect the chart.
 Remember to use Undo if you don't like the results!



Resize:
 Hold down shift key while stretching bottom right corner “handle” to keep from distorting
the proportions

Formatting Individual Parts of Your Graph:
 Bring up Chart Toolbar –
VIEW  Toolbars  Chart
(or Click within the chart) (or Right click
on the toolbars and select Chart.)

 Toolbar buttons: Format, Chart Type, Legend,
Data Table, By Row, By Column, Angle Text
Downward, Angle Text Upward

 Formatting Individual parts of your graph – select the part from the Chart Objects drop-down
then click on the Format button (1st button to the right of the Object drop-down)
 Category Axis (“x”axis) – Pattern (tick marks), Scale, Font, Number/Text Format,
and Alignment
 Chart Area – Patterns, Font
 Legend – Patterns, Font, Placement
 Plot Area- Patterns
 Value Axis (“y”axis) – Pattern (tick marks), Scale, Font, Number/Text Format,
Alignment
 Value Axis (“y”) Major Gridlines – Patterns,
 Series – Patterns, Axis (separate axis), Y-Error Bars (amount), Data Labels, Series
Order, Options (overlap, gap width)
 Drawing: VIEW  Toolbars  Drawing
Add other drawing features to existing chart (shapes, text, etc)

NOTE: You may also click on the area of the chart that you wish to change and go
to the format button.

LET’S SELECT VALUES AND CLICK ICONS

Changing Chart Types:
 Chart Type, Legend, Data Table, By Row, and By Column can be clicked/un-clicked at any
time
 Type – was selected during wizard (highly recommended) but can be altered by clicking
on small drop-down arrow to the right of the Chart Type button. You may also
click on the chart and click the chart wizard icon to select a new type.
 Legend – toggles back-and-forth showing/not-showing the legend in the graph
 Data Table – toggles back-and-forth showing/not-showing the data table within the graph
 By Row/By Column – allows you to change which header is on which axis – select one
or the other (can be toggled at any time)
 Format, Angle Text Downward/Upward are used to format individual parts of the chart (see
below)


Printing:
 Click on any empty cell outside of chart
 FILE  Page Setup – make any necessary changes
 If you just want the chart, click on it and then FILE  Print

Connecting Charts to Word:
Linking vs. Embedding in Word
 Embedding: Places a copy into Word that will not change regardless of any subsequent
changes you make to he original Excel Worksheet
 Linking: Allows Word to reflect any changes made to original Excel Worksheet.
Choosing to link creates a “path” to the source file – if you change the name of the source
file or move it to another location the link/path will be broken.

Copying the Graph
 Click on the graph and choose copy
 Open Word document you want to paste into
 Embed: EDIT  PASTE
 Link: EDIT  PASTE SPECIAL *Must have Link box checked

Click File, then Close. You do not need to save your changes.

Create a Pie Chart for One Data Range:

1. Open Excel-Sales
2. Select the range A4 to A8. Now, press and hold the Ctrl key and then select the second range
- H4 to H8.
3. Click the Chart Wizard button.
4. Change the Chart type to Pie, and select the Pie with 3D visual effect from the upper middle.
5. Click Next.
6. Verify the range in Step 2 of 4 of the Chart Wizard. Click Next.
7. Type Total Pizza Sales by Flavor for a Chart Title, then click Next.
8. On the next screen, click Finish.
9. The chart will be added to your worksheet. Notice the handles for sizing.
10. Click anywhere in the white area of the chart and drag the new Pie chart to a location just
below your Column Chart.
11. Click anywhere off the chart to deselect.
12. Click Print Preview to see how the Charts will look in your document.
13. Click the Close button to exit Print Preview.

Click File, then Close. You do not need to save your changes.



Create an Organization Chart

You can use the diagramming tool on the Drawing toolbar to create an organization chart to
illustrate hierarchical relationships, such as department managers and employees within a
company. (This works both in Word and Excel)
Click on the Insert diagram or org
chart icon.
Insert the desired chart, and simply
click on the boxes to enter the text.
Insert Shapes: Click on the
desired box, and add Subordinates,
Co-workers, and Assistants
Layout: Allows for formatting
justification (left, right, etc)
Select: Select a level or a branch,
etc, and make changes (such as size or font) that are applied to all.
AutoFormat: Allows for several formatting schemes.
Zoom: Changes appearance for ease of use.

When you add or change an organization chart, the organization chart appears with drawing
space around it, outlined by a non-printing border and sizing handles. You can size the
organization chart by using sizing commands to make the drawing area larger so you have more
room to work, or you can get rid of extra space by fitting the border more closely to the diagram.

Format the entire organization with preset styles; or, format pieces of it like you format shapes—
add color and text, change line weight and style, and add fills, textures, and backgrounds. Add
shapes— such as manager (superior), employee (subordinate), assistant, or coworker— or
change branch layout options with the Organization Chart toolbar, which appears when you
insert or select the diagram.

1. On the Drawing toolbar, click Diagram or Organizational Chart
2. Click the Organization Chart diagram, and then click OK.
3. Do one or more of the following:
 If you want to add text to a shape, right-click the shape, click Edit Text, and type the
text.
 Text cannot be added to lines or connectors in organization charts.
 If you want to add a shape, select the shape you want to add the new shape under or next
to, click the arrow on the Insert Shape button on the Organization Chart toolbar, and
then click one or more of the following:

NOTE: You must uncheck “Auto Format” to change the format of a level or branch.


Coworker— to place the shape next to the selected shape and connect it to the same
superior shape.
Subordinate— to place the new shape below and connect it to the selected shape.
Assistant— to place the new shape below the selected shape with an elbow connector.
 If you want to add a preset design scheme, click AutoFormat on the Organization
Chart toolbar, and select a style from the Organization Chart Style Gallery.
4. Click outside the drawing when you are finished.

Create a Flowchart

Create a work flowchart by assembling various shapes and connectors. Some templates are
available through the Help feature. (This works both in Word and Excel)

Move a shape
Select the shape and when the pointer becomes a four-headed arrow, drag it to a new location.

Note The locked connectors attached to the shape move with the shape. To unlock a connector,
select the connector and the connection point and drag it off the shape.

Add or delete a shape
On the Drawing toolbar, click AutoShapes, point to Flowchart, and then click the shape you
want. Click where you want to insert the flowchart shape.

Note If you want to delete a shape, select the shape and press DELETE.

Change the color of a line or connector
Select the line or connector you want to change.
On the Drawing toolbar, click the arrow next to Line Color.
Do one of the following:
To change to the default color, click Automatic.
To change to another color, click one of the colors below Automatic.

Change the style of a line or connector
Select the line or connector you want to change.
On the Drawing toolbar, click Line Style.
Click the style you want; or click More Lines, and then click a style.

Add or delete a connector
On the Drawing toolbar, click AutoShapes, point to Connectors, and then click the connector line
you want.
Point to where you want to lock the connector.
Connection sites appear as blue circles as you pass the pointer over a shape.
Click the first connection site you want, point to the other shape, and then click the second
connection site.
Locked or attached connectors will keep the shapes connected even when you move the shapes.


Locked connector
Unlocked connector

Note To delete a connector, select the connector and press DELETE.

Move a connector
Do one of the following:

Reroute a connector to the closest points between shapes
Select one of the connected shapes.
On the Drawing toolbar, click Draw, and then click Reroute Connectors.
If more than one connector line is attached to an object and you don't want to reroute all
the lines, select only the ones you want to reroute, and then click Reroute Connectors.

Move a connector
Do one or both of the following:
To move the connector line, drag one of its ends and connect it to another site or shape.
To override the automatic locking of the end, hold down ALT as you drag the end. You
can place the end wherever you want on the object, but the end will not be connected.
To detach the entire line, drag its middle.

Note If the connector line has a yellow “adjustment handle”, dragging the handle will
change the shape of the connector line but not detach it.

Hold it all together
1. Hold the shift key down and click on each of the objects in the group.
2. Let go of shift key
3. Right click anywhere on objects
4. Click Grouping  Group



For useful Documents
like this and
Lots of more
Educational and
Technological Stuff...

Visit...

www.thecodexpert.com


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