To be able to create charts that graphically represent your worksheet data, you will: Create column charts on chart sheets by using the F11 key.

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1 L E S S O N 1 Creating charts Suggested teaching time minutes Lesson objectives To be able to create charts that graphically represent your worksheet data, you will: a b c Create column charts on chart sheets by using the F11 key. Create an embedded pie chart. Identify appropriate situations to use chart sheets instead of embedded charts. 1-1

2 Excel 2000: Charting and Organizing Data a Explain to the students that worksheets store data, which can be displayed in many ways. Charts enable you to present your data in a clear and concise way and provide a professional appearance to a report. Creating a chart sheet Starting Excel Excel 2000 is an integrated worksheet package that runs with the Microsoft Windows 95, Windows 98, and Windows NT 4.0 operating systems. In addition to its worksheet capabilities, Excel enables you to create charts and other graphic objects and to manage information by using list-management features. To start Excel, you must load it from your hard disk into the Random Access Memory (RAM) of your computer. Task A-1: Starting Microsoft Windows and Excel Before you begin: Microsoft Windows and Office 2000 have been installed on the hard disk and the computer is on. The data files for this course have been copied to the Student folder on the hard disk. 1. Start Windows 2. Follow your instructor s directions to locate and start Excel 3. Close the Office Assistant (Right-click on the Office Assistant, and choose Hide from the shortcut menu.) Keep in mind that the goal of this lesson is to provide an overview of the procedures presented, not to explore every detail of each procedure. Creating a basic chart After you have created a worksheet, you can graphically represent the worksheet data by creating a chart. Charts often make worksheet data clearer and easier to understand. Excel enables you to create charts on chart sheets, which are separate sheets of a workbook file that contain only charts. Excel also enables you to create embedded charts, which are displayed on the same sheet as the worksheet. To create a chart on a chart sheet, you can either use the Chart Wizard or press the F11 key. The Chart Wizard feature leads you through a step-by-step process to create a chart. When you use the F11 key to create a chart, Excel applies the default chart format to the new chart. The default chart format is a column chart with a legend displayed and some formatting applied. 1-2

3 Lesson 1: Creating charts Task A-2: Creating a chart with the F11 key q Objective: To create a column chart to represent the quarterly sales data entered in the worksheet. 1. Choose _File Open..._ The Open dialog box is displayed. 2. In the Look In drop-down list box, select the appropriate drive (Your instructor will tell you which drive to use.) 3. Open the Student folder (Double-click on it.) 4. Open Charts (If necessary, maximize the workbook window.) This file contains quarterly sales data for Books and Beyond, Inc. Explain that when data is selected for a chart, students must select all of the data to be displayed on the chart, including label text and numbers. 5. Select the range A5:E9 You will chart the quarterly sales data for each location. 6. Press! To create the chart. 7. Examine the sheet tabs A new sheet named Chart1 has been inserted before the Chart Data worksheet. This sheet contains only the chart. 8. Examine the Chart toolbar By default, the Chart toolbar is displayed whenever a chart is active. 9. Move or dock the Chart toolbar To view the entire chart. Charting terminology When you create a chart, values from worksheet cells or data points create data markers that can be displayed as bars, columns, lines, pie slices, or other shapes. A data marker is a chart symbol that represents a single data point. All of the data points in a column or row on the worksheet combine on the chart to create a data series, which is displayed on the chart as a group of data markers distinguished by the same color or pattern. For example, all of the entries in the Australia row of the worksheet correspond with the Australia data series of the chart. A sample of each series marker color and pattern is displayed in the legend along with the series name (taken from the column or row of labels in the selected range). The legend enables you to identify the series on the chart so that you can easily compare the chart with the worksheet data. The value axis is typically the vertical axis on the chart. It is also known as the y-axis. Values for data points are plotted against this axis. The category axis is typically the horizontal axis on a chart. It is also known as the x-axis. 1-3

4 Excel 2000: Charting and Organizing Data Category labels are plotted along the x-axis, and data markers for all series are grouped into these categories. Gridlines are lines that are drawn in the plot area, typically for the value axis, so that data markers can be easily compared with an axis value. Figure 1-1: Chart terminology. Chart terminology After students have completed Task A-3, use the overhead to provide the correct answers. To verify that students understand the chart terminology, have them identify the chart s components. Suggest that students use the ScreenTips to identify chart components. Task A-3: Examining chart terminology 1. Use the terms listed to the right to label the chart shown in Figure 1-1 Data marker Data series Legend Value (Y) axis Category (X) axis Category label Gridline Charting non-adjacent worksheet data You can create a chart from non-adjacent data on the worksheet. To do so, select the first range of data, and then press the Ctrl key while you select the second range of data. Press F11 to create the chart from the selected ranges. Note: The non-adjacent selections must be valid ranges. In some cases, cells might contain text for series and category names. To chart the data correctly, select a blank cell in the upper-left corner of the range. 1-4

5 Lesson 1: Creating charts Task A-4: Charting non-adjacent worksheet data q Objective: To create a column chart to represent non-adjacent worksheet data. 1. Select the Chart Data sheet tab To display the sheet containing the sales report. The range A5:E9 is selected. 2. Select the range A5:B9 3. While pressing C, select the range E5:E9 To select the data for only Quarters 1 and Press! To add a second chart sheet after the first, and to create a column chart representing only the Qtr 1 and Qtr 4 sales data. Renaming chart sheets Excel automatically names all chart sheets in numeric sequence, starting with Chart1. To give chart sheets more descriptive names, use one of the following methods: Choose Format, Sheet, Rename. Choose Rename from the sheet-tab shortcut menu. (Click the right mouse button on the sheet tab to display its shortcut menu.) Double-click on the sheet tab. Task A-5: Renaming chart sheets q Objective: To name the chart sheets according to their contents. Before you begin: The Chart 2 sheet is displayed. 1. Double-click on the Chart 2 sheet tab To select the text on the sheet tab. 2. Type Chart - Qtrs 1&4 3. Press R To change the name of the sheet tab. 1-5

6 Excel 2000: Charting and Organizing Data 4. Double-click on the Chart 1 sheet tab To rename the first chart sheet. Type Chart - All Qtrs Press R 5. Save the file in the Student folder as My Charts (Choose File, Save As.) The chart sheets are saved with the worksheet as part of the workbook file. 1-6

7 Lesson 1: Creating charts b Creating an embedded chart The Chart Wizard feature leads you through a step-by-step process to create a chart and displays sample views as you build it. Online Help is available at the click of a button. When you use the Chart Wizard feature, Excel draws the chart according to the selections you make in the Chart Wizard dialog boxes and embeds the chart as an object on the worksheet. Embedding a chart enables you to work with it directly on the worksheet. The Chart Wizard displays a series of four dialog boxes. Each dialog box displays the following buttons: Button Next> <Back Finish Cancel Help Action Moves to the next Chart Wizard dialog box. Moves to the previous Chart Wizard dialog box. Creates a chart by using the options that you have selected up to that point, and exits the Chart Wizard. Cancels the Chart Wizard, and returns to the worksheet. Displays the Microsoft Excel Help window and information on the Chart Wizard. Task B-1: Creating a pie chart; reviewing the Chart Wizard dialog boxes q Objective: To create a chart on the same sheet as the worksheet data. 1. Select the Chart Data sheet The Chart Wizard dialog boxes are detailed, so avoid rushing students through them. You should also avoid going too deeply into each one. The primary objective in this task is to create the chart, not to explore fully all the features of the Chart Wizard. 2. Select the range A5:A9 While pressing C, select the range F5:F9 3. Click on the Chart Wizard button 4. If necessary, close the Office Assistant (The country names and the column label.) (The totals and the column label.) On the Standard toolbar. If necessary, use the More Buttons button to find it. The first of the four Chart Wizard dialog boxes is displayed. You can click on Cancel or get Help from any Chart Wizard dialog box. By clicking on No, Don t Provide Help Now. 1-7

8 Excel 2000: Charting and Organizing Data 5. In the Chart Type list box, select Pie Observe the Chart Sub- Type options You can choose from several different types of pie charts. 6. Press and hold the mouse button on Press And Hold To View Sample To view the chart. Release the mouse button 7. Click on Next> The second step (Chart Source Data) is displayed. The range that you selected before you clicked on the Chart Wizard button is entered in the Data Range text box as an absolute reference; it is selected. 1-8

9 Lesson 1: Creating charts 8. Click on Next> To accept the data range and move to the next step (Chart Options), which contains options for the titles, legends, and data labels. 9. Select the Data Labels tab 10. Under Data Labels, select Show Label And Percent To display the data label and percent value for each section of the pie. 11. Click on Next> To display the fourth and last step (Chart Location). 12. Click on Finish To accept the default to place the chart as an object in the Chart Data worksheet. You can now move and size the chart. Moving an embedded chart Because an embedded chart is an object on the worksheet, you can move it around the worksheet by dragging. To move an embedded chart, select the chart and drag it to another location on the worksheet. As you drag, an outline of the chart area is displayed, so that you can fit and align the chart where you want it on the worksheet. 1-9

10 Excel 2000: Charting and Organizing Data Task B-2: Moving an embedded chart 1. Observe the pie chart on the worksheet 2. Move the mouse pointer over various items of the pie chart 3. Point to a blank area of the chart Selection handles are displayed. The chart covers some of the worksheet data. Excel displays the name and value of each item in ScreenTips. To display the Chart Area ScreenTip. 4. Drag the chart to cell A12 (So that its upper-left corner is in cell A12.) The chart is now displayed below the data. 5. Scroll to view the chart The chart graphic changes proportionally to the size of the entire chart area. However, if the chart graphic becomes too large, it might cover some of the data labels. Sizing an embedded chart You can size an embedded chart by using the selection handles that are displayed around it when it is selected. When you place the mouse pointer on one of the selection handles, the pointer changes to a two-headed arrow. You can then drag in the direction of either arrow to enlarge or reduce the size of the chart. When you size an embedded chart, its dimensions remain proportional, but, in doing so, you might inadvertently truncate chart data. Figure 1-2: The resized embedded chart. Deleting chart items You can delete any chart item that you can select by selecting it and pressing Delete. If you should change your mind after you have deleted a chart item, you can immediately click on the Undo button to reverse your action. 1-10

11 Lesson 1: Creating charts Task B-3: Sizing an embedded chart; deleting the legend 1. Place the mouse pointer on the selection handle in the lower-right corner 2. Drag the selection handle to cell G26 The mouse pointer changes to a two-headed arrow. (Refer to Figure 1-2.) To enlarge the embedded chart. Mention that students could re-insert the legend by clicking on the Undo button or choosing Edit, Undo Clear. In addition, Excel provides a Legend button in the Chart toolbar. 3. Click once on the chart legend Press D To select it. To delete the legend. In this case, because the chart and its labels are self-explanatory, the legend is superfluous. 4. Save the file My Charts (Choose File, Save or click on the Save button.) Chart links When you create a chart from worksheet data, Excel creates an active link between the worksheet values and the chart data points. When you change a worksheet value, the chart data point updates. The link to worksheet data is the same whether a chart is embedded or is stored on a chart sheet. Task B-4: Examining the link between worksheet data and charts Charts are linked documents 1. Select cell D6 Observe its current value ($3,000.) 2. Change the value to Observe the change in the Australia section of the pie chart It increased from 27 percent to 51 percent. The embedded chart data markers are linked to the worksheet data. 4. Select the Chart - All Qtrs sheet 5. Observe the change in the Qtr 3 Australia section of the chart The chart sheets are also linked to the worksheet data from which they were created. Students can also edit the chart title from the Chart Options dialog box. 6. Select the Chart Data sheet 1-11

12 Excel 2000: Charting and Organizing Data You might have students check to see the changed value in the worksheet. 7. Click on the Undo button 8. Save the file Close the file The Australia section returns to 27 percent. The embedded chart is part of the worksheet. The worksheet and chart sheets are saved as part of the workbook file. 1-12

13 Lesson 1: Creating charts c Introduce this topic by asking students to compare an embedded chart to a chart sheet. Ask them if they can think of situations when they would prefer one type of chart over the other. Comparing chart sheets with embedded charts When you want to display a chart that is independent from the associated worksheet data, you should create a chart sheet. Chart sheets enable you to print a chart that is separate from data. You can use page-setup options to control how the chart will print. Creating a chart on a separate sheet is useful when you want to show overhead projections of your charts as part of a presentation or a slide show. Use an embedded chart when you want to print a worksheet and a chart on a single sheet of paper; for example, when you need to print a report where the worksheet data is in close proximity to the chart. Embedded charts enable you to print a chart and its associated data side by side on the same printed page. It is easier to compare actual worksheet data to the graphical representation of that data when you use an embedded chart. Task C-1: Comparing chart sheets with embedded charts q Objective: To decide in the following situations whether to create a chart sheet or an embedded chart to represent your data graphically. Scenario Decision You can do this task as a group exercise or as an individual exercise. 1. You have data for four divisions projected sales, and you want to adjust the projected sales for one division until it reaches 50 percent of the whole. 2. You are creating a report that will contain worksheet data and a chart. You want the chart positioned on the page below the corresponding worksheet data. 3. You want to adjust the printout of a chart to print landscape and to fill the entire page. 4. You are creating a presentation, and you want to have a portion of the worksheet data on one overhead and the chart on another overhead. Embedded chart. Embedded chart. Chart sheet. Chart sheet. 1-13

14 Excel 2000: Charting and Organizing Data ( Practice Unit for Lesson 1 In this activity, you will create a chart on a chart sheet and an embedded chart on a worksheet. To check your work, refer to Figures 1-3 and Open the Practice - Chart workbook. 2. On a separate sheet, create a chart that represents the data for all individual souvenir sales for all four countries. (Use the range A5:E12.) 3. Compare your chart to Figure Create an embedded pie chart displaying labels and percentages to represent the four countries totals. (Use the nonadjacent ranges A5:E5 and A13:E13.) 5. Move and size the embedded chart to the range A15:F28. (Use Figure 1-4 as a guide.) 6. Compare your embedded chart to Figure Save the file as My Practice - Chart 8. Close the file. Figure 1-3: The chart sheet. 1-14

15 Lesson 1: Creating charts Figure 1-4: The embedded pie chart. 1-15

16 Excel 2000: Charting and Organizing Data ) Wrap-up for Lesson 1 What are some advantages of displaying data graphically? Charts can make worksheet data clearer and easier to read. a List the steps necessary to create a chart on a chart sheet. 1. In the worksheet, select the range that contains the data that you want to chart. 2. Press F11. b List the steps necessary to create an embedded chart. 1. In the worksheet, select the range that contains the data that you want to chart. 2. Click on the Chart Wizard button. 3. Follow the instructions that appear in the Chart Wizard s four dialog boxes. 4. Move and size the embedded chart. c List two situations when you might want to use a chart sheet instead of an embedded chart. When you want to display a chart independent from worksheet data. When you want to control how the chart will print on the page. 1-16

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