Microsoft. Creating Custom Visual Elements

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1 Excel Microsoft Creating Custom Visual Elements 2015 The Continuing Education Center, Inc., d/b/a National Seminars Training. All rights reserved, including the right to reproduce this material or any part thereof in any manner.

2 MICROSOFT EXCEL : CREATING CUSTOM VISUAL ELEMENTS Workshop Agenda 1. Understanding chart concepts and Excel chart tools 2. Quick chart creation tips 3. How to quickly add basic explanatory information 4. How to choose the best chart for the data being represented column, bar, line, or pie 5. Customizing a chart and simplifying the millions of display and formatting possibilities 6. Creating specialized charts, such as Gantt, Pareto, and histogram 7. Converting data to a table for dynamic charts 8. Creating in-cell charts with Sparklines 9. Using lines, arrows, and text boxes to make your charts more dynamic, attention grabbing, and informative 10. Using WordArt to add visual appeal to titles and graphical effects 11. How SmartArt can help you create customizable diagrams, such as Venn diagrams and organization charts 12. How to use themes to make sure your colors, fonts, and graphical effects are consistent throughout your workbook 2

3 PARTICIPANT NOTEBOOK How Do You Create a Chart? 1. Select the data to appear in your chart. 2. Use one of these methods to create the chart. a. Use one of two keystroke shortcuts: F11 or Alt+F1. F11 creates the default chart on a new sheet tab. Alt+F1 creates a chart on the same page as the data. b. Select a chart type from the Insert tab in the Ribbon. With keystroke shortcuts, you can determine whether the chart appears on a new sheet or is placed on the current worksheet. With selections on the Insert tab, the chart automatically appears on the current worksheet. 3

4 MICROSOFT EXCEL : CREATING CUSTOM VISUAL ELEMENTS Source Data for a Chart 1. Select numerical cells they will be displayed as columns, rows, lines, points, pie slices, etc., depending on the type of chart you select. Be sure to include those text items that are typically adjacent to values: A top row describing each column A column on the left describing each row 2. Usually it s best to not include cells containing totals and percentages, unless all of the numerical cells are of one of those types. 3. Use the Ctrl key to select nonadjacent cells to appear in a chart. 4

5 PARTICIPANT NOTEBOOK Create a Chart Two Quick Ways After selecting data, use either of these two quick chart creation methods: 1. Press the F11 key a chart appears on a new sheet. 2. Press Alt+F1 a chart appears on the current worksheet overlapping your worksheet data. 5

6 MICROSOFT EXCEL : CREATING CUSTOM VISUAL ELEMENTS Standard Chart Creation Method After selecting data to appear in a chart, click on an icon in the Charts group of the Insert tab. Based on the chart type selected, pick from a variety of subtypes displayed. 6

7 PARTICIPANT NOTEBOOK New to 2013: Recommended Charts Depending on the data selected in the spreadsheet, Excel will recommend various chart types and formats. 7

8 MICROSOFT EXCEL : CREATING CUSTOM VISUAL ELEMENTS Chart Layout Quickly explore variations of chart types that display chart titles, gridlines, data labels, and legends on a chart without painstakingly entering them one by one. Select the Chart Layouts option on the Design tab in the Ribbon. Different layout options vary with the chart type. The options shown are for a clustered column chart. Special Layout Options Use fine-tuning features on the Layout tab in the Ribbon to adjust titles, legends, data labels, axes, gridlines, and other chart elements. 8

9 PARTICIPANT NOTEBOOK Changing Chart Orientation The same data can be displayed differently if you experiment with the Switch Row/Column option in the Data group of the Design tab. 9

10 MICROSOFT EXCEL : CREATING CUSTOM VISUAL ELEMENTS Change a Chart s Location You can move a chart from a worksheet to its own sheet or from its own sheet to a worksheet. 1. Right-click on a chart and select Move Chart. 2. From the Move Chart dialog box, make a choice. 10

11 PARTICIPANT NOTEBOOK Common Chart Types These chart types are frequently used and therefore require less explanation to interpret them. 11

12 MICROSOFT EXCEL : CREATING CUSTOM VISUAL ELEMENTS Column Charts 12

13 PARTICIPANT NOTEBOOK Line Charts Line charts are ideal for showing changing values over periods of time. You can quickly adjust these features: Remove the jagged look from point to point by selecting the Smoothed Line option. You can strengthen lines in charts by adjusting line width. 13

14 MICROSOFT EXCEL : CREATING CUSTOM VISUAL ELEMENTS Pie Charts Achieve different visual effects by varying the height of pie charts. 14

15 PARTICIPANT NOTEBOOK Specialized Charts 15

16 MICROSOFT EXCEL : CREATING CUSTOM VISUAL ELEMENTS Convert Data to a Table for Dynamic Charts 1. If a chart s source data will grow, make updating the chart automatic convert the source data to a Table. 2. Select the data, press Ctrl+T, then OK, and adjust Table Styles. 3. After you create a table-based chart, any new column you add on the right side or new row on the bottom side of the data automatically gets added into the chart. 16

17 PARTICIPANT NOTEBOOK Sparklines: In-Cell Charts Display trends in a single cell as: Line Column Win/Loss 1. Select cells with source data. 2. On the Insert tab in the Ribbon, select a Sparkline option. 3. Indicate placement of Sparklines and click OK. 17

18 MICROSOFT EXCEL : CREATING CUSTOM VISUAL ELEMENTS Annotate Charts and Text With Shapes Options 1. On the Insert tab in the Ribbon, click the Shapes button and select from the many shapes, lines, arrows, stars, and more. 2. With most basic shapes, type text as needed; adjust font size and shape size as needed. 18

19 PARTICIPANT NOTEBOOK Use WordArt for Special Titles 1. Select WordArt from the Insert tab in the Ribbon, select a letter type, and begin typing. 2. Choose from a large variety of options available on the Format tab. The title below has been altered to include a Reflection variation, as well as a Glow option and a Shape Style. 19

20 MICROSOFT EXCEL : CREATING CUSTOM VISUAL ELEMENTS Use SmartArt for Process Diagrams, Organization Charts, and More On the Insert tab in the Ribbon, click the SmartArt button and select graphical lists, process diagrams, and more complex graphics like Venn diagrams and organization charts. 20

21 PARTICIPANT NOTEBOOK Using Themes for Consistent Formatting Select different themes from the Themes button in the Page Layout tab in the Ribbon. Themes affect font selection, cell background colors, and colors throughout charts. Identical themes exist in Word and PowerPoint. 21

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