Table of Contents COURSE OVERVIEW... 2 DISCUSSION... 2 COURSE OBJECTIVES... 2 COURSE TOPICS... 2 LESSON 1: MODIFY CHART ELEMENTS... 3 DISCUSSION... 3 FORMAT A CHART ELEMENT... 4 WORK WITH DATA SERIES... 8 Switch a Data Series from Row to Column or Column to Row... 8 Change the Order of the Data Series... 10 Remove a Data Series... 12 Add a Data Series... 13 FORMAT AN AXIS... 15 SELECT A FONT... 18 SHOW A DATA TABLE... 19 INSERT AND FORMAT A TITLE... 20 PRINT A CHART AS A SEPARATE OBJECT... 23 EXERCISE 3 MODIFICATION OF CHART ELEMENTS... 24 Task A Change Legend... 24 Task B Use Data Labels... 25 Task C Axis Titles... 27 LESSON 2: CHART TIPS... 28 DISCUSSION... 28 SAVE A CHART AS A TEMPLATE... 29 USE A CHART TEMPLATE... 30 SET A DEFAULT CHART TYPE... 32 LESSON 3: CREATE A COMBINATION CHART WITH NUMBERS OF DIFFERENT SCALES... 33 Ver. 2012.09.25 Page 1 pstrain@uakron.edu
Course Overview Discussion In the Excel 2010 Charts Introduction seminar, the skills to create basic pie, line, column, and Sparkline charts were reviewed. This seminar builds upon those skills to modify Chart elements, work with templates, and to create a combination Chart. Course Objectives At the end of this course, you will be able to: Modify Chart elements Print a Chart Save and use Chart templates Set a default Chart Type Create a Combination Chart Course Topics Modify Chart Elements - Chart Tips - Appendix - Format a Chart element Work with data series Change the order of a data series Format an axis Select a font and fill Show a data table Insert and format a title Print a Chart as a separate object Modify Chart elements Save a Chart as a template Use a Chart template Set a default Chart type Create a combination Chart Ver. 2012.09.25 Page 2 pstrain@uakron.edu
Lesson 1: Modify Chart Elements Discussion This lesson reviews changes to the individual elements of the Chart. The topics include: Format a Chart element Work with data series Format an axis Select a font Show a data table Insert and format a Chart title Print a Chart as a separate object Modify Chart elements To prepare for this lesson, follow your instructor s directions to open the ChartsIntermediate workbook. Ver. 2012.09.25 Page 3 pstrain@uakron.edu
Format a Chart Element 1. Select the Chart element to be modified in one of these two methods. a. Click on the Chart element. (To select one data point in a series, click on the data point once. Pause. Click on it a second time.) -OR- b. Select the Chart, click on the Format contextual tab and make a selection from the list at the down arrow for Chart Elements. In class, click once on one of the columns for the Salaries series to select the series. Note that file handles (small circles) display on the borders of each of the three columns in the series. Ver. 2012.09.25 Page 4 pstrain@uakron.edu
2. Select the formatting change by one of these two methods. a. From any of the tools on the Ribbon, select the commands for the formatting change. Design tab Although you are not limited to the Chart Tools contextual tabs of Design, Layout and Format, many of the commands used to modify Chart elements are on these three tabs. Layout tab Format tab b. Right click the mouse to display a set of options. The options may vary depending on the Chart element that is selected. The Format option opens a dialog box with many choices. Ver. 2012.09.25 Page 5 pstrain@uakron.edu
Try this: In class, right click on one of the selected columns for the Salaries series. Select Format Data Series. In the dialog box, select Fill > Solid fill. Choose a color at the down arrow of the Color drop down. Click on Close. Try this: In class, click once on the column for the Salaries 2011. The file handles display only on the border of that column. To fill the selected column with a picture from clip art: Right click on the selected column. Select Format Data Point. Select Fill > Picture > Clip art. Search for Person and select a picture. In the Format Data Point dialog box, mark the Stack option. Click on Close. Ver. 2012.09.25 Page 6 pstrain@uakron.edu
The Chart displays similar to this. Ver. 2012.09.25 Page 7 pstrain@uakron.edu
Work with Data Series The instructions in this part of the lesson help to: Switch a data series from row to column or column to row Change the order of the data series Remove a data series Switch a Data Series from Row to Column or Column to Row 1. Review the column Chart. The columns of data are grouped by year. Within each year, the amount of each expense is compared to the amount of the other expenses in that year. 2. Select the Chart. 3. Click on the Design tab. 4. Click on the Switch Row/Column tool. Ver. 2012.09.25 Page 8 pstrain@uakron.edu
5. Review the changes to the column Chart. The columns of data are grouped by the expense type. Within each group, the amount of the expense for each year is compared to the amount of the expense for each of the other years. 6. Use the Undo tool in the Quick Access toolbar to reverse the last action. Ver. 2012.09.25 Page 9 pstrain@uakron.edu
Change the Order of the Data Series 1. Select the Chart. 2. Click on the Design tab of the Ribbon. 3. Click on the Select Data tool l. The Select Data Source dialog box displays. 4. In the Legend Entries (Series) box, click once to select the series to move. In class, click on Salaries. 5. Click on the Move Up tool to move Salaries to be the first series. Be sure to use the Move Up tool and not the up arrow on the scroll bar. 6. Click once on Travel to select that Series. 7. Click on the Move Down tool three times to move Travel to be after Maintenance. Note: After the data series are moved and placed in a different order than their order in the worksheet, the Switch Rows/Column tool will not be available. 8. Click on OK. Ver. 2012.09.25 Page 10 pstrain@uakron.edu
9. Review the changes in the Chart. Ver. 2012.09.25 Page 11 pstrain@uakron.edu
Remove a Data Series 1. Select the Chart. 2. Click on the Design tab of the Ribbon. 3. Click on the Select Data tool. The Select Data source dialog box displays. 4. In the Legend Entries box, click once to select the series to remove. In class, select Salaries. 5. Click on the tool. 6. Before clicking on OK, review the Chart to be certain that this change is what you want. (If it is not what you want, make another change or click on Cancel.) 7. Click on OK. The series is removed from the Chart. Ver. 2012.09.25 Page 12 pstrain@uakron.edu
Add a Data Series 1. Select the Chart. 2. Click on the Design tab of the Ribbon. 3. Click on the Select Data tool. The Select Data Source dialog box displays. 4. In the Legend Entries box, click on the tool. The Edit Series dialog box displays. 5. In the workbook, click on the cell that contains the Series Name. a. Click on the Sheet2 tab to make that sheet active. b. Select Salaries in cell A5. Alternatively, type a name in the Series name box and skip to step 8. 6. In the dialog box, delete the entry in the Series values box. Ver. 2012.09.25 Page 13 pstrain@uakron.edu
7. In the workbook, use the mouse to select the range of cells that contain the values for the series. In class, select B5:D5. The selected cell range populates the Series values field in the dialog box. 8. Click on OK. 9. In the Select Data Source box, before clicking on OK again, review the Chart to be certain that this change is what you want. 10. Click on OK. The series is added to the Chart. Ver. 2012.09.25 Page 14 pstrain@uakron.edu
Format an Axis 1. Select the Chart element to be formatted. a. With the Chart selected, click on the Layout tab. b. In the Current Selection group, click on the down arrow for the Chart Element. c. From the list, select the Chart element. In class, select Vertical (Value Axis). At times, it can be difficult to select a chart element by clicking on the element. This method, in step 1, is another way to select a chart element that is to be modified. The axis is selected. Note the values in increments of 20,000. Ver. 2012.09.25 Page 15 pstrain@uakron.edu
2. Format the selected Chart element. a. Click on. The Format Axis dialog box displays. This is another method for displaying the Format dialog box. Select a formatting category here. The formatting options for that category appear here. b. Select a formatting category. In class, select Axis Options. c. On the right side of the dialog box, select formatting options. In class, click on the Fixed option for Major unit. d. In the text box, type 25000. e. Click on the Fixed option for Minor unit. f. In the text box, type 5000. g. Click on the Close button. Ver. 2012.09.25 Page 16 pstrain@uakron.edu
3. Review the changes to the Chart. Note the values in increments of 25,000. Ver. 2012.09.25 Page 17 pstrain@uakron.edu
Select a Font 1. Select the Chart element to format. In class, click on the Legend to select it. 2. Format the selected Chart element. On the Home tab, click on the point size down arrow to select 12 pt from the list. Ver. 2012.09.25 Page 18 pstrain@uakron.edu
Show a Data Table 1. Select the Chart element to format. In class, select the Chart area. 2. Format the selected Chart element. a. Click on the Layout tab. b. Select the Data Table tool. A list of options is displayed. c. In class, select Show Data Table with Legend Keys. 3. Click on the Legend to select it and press the Delete key on the keyboard. 4. Review the changes in the Chart. 5. Click on the Undo tool twice in the Quick Access toolbar to reverse the last two changes. The legend is displayed, again, and the data table is removed. Ver. 2012.09.25 Page 19 pstrain@uakron.edu
Insert and Format a Title 1. With the column Chart selected, click on the Layout tab. 2. Click on the Chart Title tool. The Chart Title options are listed. Titles can be linked to the contents of a cell. Select the Chart Title element. In the formula bar, enter a formula to reference the cell. Ex: =sheet2!b2 3. Select Above Chart from the list. A text box is displayed at the top of the Chart. The Chart is resized to fit within its current borders. 4. Click in the text box with the words Chart Title. 5. Delete that text and type the new title. In class, type Expenses. Alternatively, enter the text in the formula bar and press the Enter key on the keyboard. 6. Click in a blank area of the Chart to deselect the title. 7. Click once on the title to select it. The file handles (small circles) display to indicate that it is selected. Ver. 2012.09.25 Page 20 pstrain@uakron.edu
8. Click on the Layout tab. 9. Click on the Format Selection tool. The Format Title Options dialog box is displayed. 10. Select Fill from the options in the column on the left. 11. Select Gradient Fill from the options in the column on the right. Additional options are displayed. 12. Select one of the Preset colors as fill for the Title s text box. Ver. 2012.09.25 Page 21 pstrain@uakron.edu
13. Click on the Close button. Review the changes. Ver. 2012.09.25 Page 22 pstrain@uakron.edu
Print a Chart as a Separate Object A Chart can be printed as a part of the worksheet or a Chart can be printed as a separate object. To print a Chart as a separate object, follow these steps. 1. Click to select the Chart. 2. Select the File tab. 3. Select Print. 4. Under Settings, one of two settings should be selected. Print Active Sheet, if the chart is on its own sheet -OR- Print Selected Chart, if the selected chart is on a worksheet that also has cells for entering data 5. Click on the Print button. The Chart is printed by itself on one page. Excel will scale the selected Chart to fit on one page. Ver. 2012.09.25 Page 23 pstrain@uakron.edu
Exercise 3 Modification of Chart Elements In this exercise, the line Chart is modified. Task A Change Legend 1. Note the legend, which is not useful for this Chart. 2. Select the Chart. 3. On the Layout tab, click on the tool. 4. Select from the list of options displayed. 5. Select. The legend is removed from the Chart. Ver. 2012.09.25 Page 24 pstrain@uakron.edu
Task B Use Data Labels 1. Select the Chart. 2. On the Layout tab, click on the tool. A list of options is displayed. 3. Select. The values from the cells are displayed in the Chart. Ver. 2012.09.25 Page 25 pstrain@uakron.edu
4. Click on one of the data labels. All of the data labels are selected. 5. Click on the Home tab. 6. Select 12 pt from the list at the Font size down arrow. The data labels are shown in the larger Font size. 7. If a data label is difficult to read, because it is too close to the line, move it. a. To select only one of the data labels, click on that label once, pause, and click on that label, again. Only that one data label is selected, rather than all the data labels in the series. b. Place the mouse pointer on the border of the selected label and drag it to a new location, so it is easier to read. 8. Review the changes in the Chart. Ver. 2012.09.25 Page 26 pstrain@uakron.edu
Task C Axis Titles 1. Select the Chart. In class, select the column Chart. 2. On the Layout tab, click on. A list of options is displayed. 3. Point to the option for the axis that is to be changed. In class, point to Primary Horizontal Axis Title. A list of options is displayed. 4. Select Title Below Axis. A text box displays at the bottom of the Chart. 5. With the Title box selected, enter the title in the formula bar. a. Type Fiscal Year for the title. b. Press the Enter key on the keyboard to complete the entry. 6. If necessary, click on the Title box to select it. 7. On the Home tab, click on the down arrow of the point size box to select 14 pt. Ver. 2012.09.25 Page 27 pstrain@uakron.edu
Lesson 2: Chart Tips Discussion Suppose that you have a Chart that you create on a regular basis. The data varies, but the Chart should have the same appearance/format each time a new one is created. Once the first Chart is designed and formatted, it can be saved as a template to be used over and over. This lesson reviews tips that make it easier to create Charts. Save a Chart as a Template Use a Chart Template Set a Default Chart Type Ver. 2012.09.25 Page 28 pstrain@uakron.edu
Save a Chart as a Template 1. Select the Chart to be used as a template. 2. On the Design tab, select the Save As Template tool. The Save Chart Template dialog box displays. At Save in, the Charts sub-folder within the Templates folder will be active. 3. Type a name for the template. Spaces are allowed. 4. Click on Save. Ver. 2012.09.25 Page 29 pstrain@uakron.edu
Use a Chart Template 1. Select the data to be Charted. 2. On the Insert tab, click on the Other Charts tool. 3. From the list that displays, select All Chart Types. The Insert Chart dialog box displays. Use the Manage Templates tool to rename a saved template file or to delete a saved template file. Ver. 2012.09.25 Page 30 pstrain@uakron.edu
4. Select Templates in the left column. In the right column, My Templates displays with icons for each one of the Chart templates that you created. To identify a template s name, point to an icon and review its tool tip. 5. Click once on the template icon to use. The icon is selected. 6. Click on OK. The Chart is created in the active sheet. Ver. 2012.09.25 Page 31 pstrain@uakron.edu
Set a Default Chart Type In Excel, the default Chart type is Clustered Column. When data is selected and F11 is pressed, a column Chart is created on a separate worksheet. To change the default Chart type to another type, follow these steps. It is best to do this before creating Charts in the active workbook. This change is made in Excel and will affect all future charts in all workbooks. 1. On the Insert tab, click on the Other Charts tool. 2. From the list that displays, select All Chart Types. The Insert Chart dialog box displays. 3. Select a Chart subtype in the right column of the dialog box. 4. Click on the button. 5. Click on OK. In class, click on Cancel. Ver. 2012.09.25 Page 32 pstrain@uakron.edu
Lesson 3: Create a Combination Chart with Numbers of Different Scales When the series of numbers to Chart are of different scales, such as the Miles series and the MPG series shown here, a combination Chart may be helpful. 1. Select the data to chart. In class, the data is on Sheet3 in cells A3:C6 2. On the Insert tab of the Ribbon, select the Chart type. In this example, the 2D Line with markers Chart is selected from the Line tool. The Chart displays. This Chart is illustrative of the problem when the series of numbers to chart are of different scales. Ver. 2012.09.25 Page 33 pstrain@uakron.edu
3. To create a second Chart type for a series: a. Select the series to Chart as a separate type with these steps. Select the Chart. On the Chart Tools Format tab, select the series from the down arrow in the Current Selection group. In this example, the series MPG is selected. b. Create a secondary axis for the selected series with these steps. Click on the Format Selection tool. The dialog box displays. Select Secondary Axis. Click on Close. The secondary axis with an appropriate scale is created. Ver. 2012.09.25 Page 34 pstrain@uakron.edu
4. Create a second Chart type to distinguish the series. a. With the series selected, click on the Design tab of the Ribbon. b. Select Change Chart Type. c. Select a different Chart type for this series. In this example, the Clustered Column type is selected. d. Click on OK. In the example shown below, data labels are added to the Chart. Ver. 2012.09.25 Page 35 pstrain@uakron.edu