Chapter 4

Presenting Data with Charts

Chapter 1 "Fundamental Skills" provided a brief introduction to creating charts in Excel. This

chapter provides more details for enhancing the appearance of your charts and addresses how to

choose the best chart type for your data. One of the most important things to consider when using

charts in Excel is that they are intended to be used for communicating an idea to an audience. Your

audience can be reading your charts in a written document or listening to you in a live presentation.

In fact, Excel charts are often imported or pasted into Word documents or PowerPoint slides, which

serve this very purpose of communicating ideas to an audience. Although there are no rules set in

stone for using specific charts for certain data types, some chart types are designed to communicate

certain messages better than others. This chapter explores numerous charts that can be used for a

variety of purposes. In addition, we will examine formatting charts and using those charts in Word

and PowerPoint documents.

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4.1 Choosing a Chart Type

LEARNING OBJECTIVES
1. Construct a line chart to show a time series trend.

2. Learn how to adjust the Y axis scale.

3. Construct a line chart to present a comparison of two trends.

4. Learn how to use a column chart to show a frequency distribution.

5. Create a separate chart sheet for a chart embedded in a worksheet.

6. Construct a column chart that compares two frequency distributions.

7. Learn how to use a pie chart to show the percent of total for a data set.

8. Construct a stacked column chart to show how a percent of total changes over time.

This section reviews the most commonly used Excel chart types. To demonstrate the variety of chart

types available in Excel, it is necessary to use a variety of data sets. Therefore, instead of addressing a

specific theme, we will use a variety of themes. This is necessary not only to demonstrate the

construction of charts but also to explain how to choose the right type of chart given your data and

the idea you intend to communicate.

Before we begin, let’s review a few key points you need to consider before creating any chart in Excel.

The first is identifying your idea or message. It is important to keep in mind that the primary

purpose of a chart is to present quantitative information to an audience. Therefore, you must first

decide what message or idea you wish to present. This is critical in helping you select specific data

from a worksheet that will be used in a chart. Throughout this chapter, we will reinforce the intended

message first before creating each chart.

The second key point is selecting the right chart type. The chart type you select will depend on the

data you have and the message you intend to communicate.

The third key point is identifying the values that should appear on the X and Y axes. One of the ways

to identify which values belong on the X and Y axes is to sketch the chart on paper first. If you can

visualize what your chart is supposed to look like, you will have an easier time using Excel to

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construct an effective chart that accurately communicates your message. Table 4.1 "Key Steps before

Constructing an Excel Chart" provides a brief summary of these points.

Integrity Check

Carefully Select Data When Creating a Chart

Just because you have data in a worksheet does not mean it must all be placed onto a chart. When

creating a chart, it is common for only specific data points to be used. To determine what data should be

used when creating a chart, you must first identify the message or idea that you want to communicate to

an audience.

Table 4.1 Key Steps before Constructing an Excel Chart

Step Description
Identify the main idea you are trying to communicate to an audience. If there is no
1. Define your main point or important message that can be revealed by a chart, you might want to
message. question the necessity of creating a chart.
Once you have a clear message, identify the data on a worksheet that you will need to
2. Identify the data construct a chart. In some cases, you may need to create formulas or consolidate items
you need. into broader categories.
The type of chart you select will depend on the message you are communicating and
3. Select a chart type. the data you are using.
After you have selected a chart type, you may find that drawing a sketch is helpful in
4. Identify the values identifying which values should be on the X and Y axes. (The X axis is horizontal, and
for the X and Y axes. the Y axis is vertical.)

Time Series Trend: Line Chart 1

Follow-along file: Excel Objective 4.00

The first chart we will demonstrate is a line chart. Figure 4.1 "52 Week Data for the S&P 500 and

Microsoft" shows part of the data that will be used to create two line charts. The first line chart will show

the trend of the S&P 500 stock index. This is an aggregate price index of five hundred of the largest

publicly traded companies. This chart will be used to communicate a simple message: to show how the

index has performed over a fifty-two-week period. We can use this chart in a presentation to show

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whether stock prices have been increasing, decreasing, or remaining constant over the designated period

of time.

Figure 4.1 52 Week Data for the S&P 500 and Microsoft

Before we create the line chart, it is important to identify why it is an appropriate chart type given the

message we wish to communicate and the data we have. When presenting the trend for any data over a

designated period of time, the most commonly used chart types are the line chart and the column chart.

With the column chart, you are limited to a certain number of bars or data points. As you increase the

number of bars on a column chart, it becomes increasingly difficult to read. As you scroll through the data

on the worksheet shown in Figure 4.1 "52 Week Data for the S&P 500 and Microsoft", you will see that

there are fifty-two points of data used to construct the chart. This is generally too many data points to put

on a column chart, which is why we are using a line chart. Our line chart will show the closing price for the

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S&P 500 on the Y axis and the week number on the X axis. The following steps explain how to construct

this chart:

1. Highlight the range A3:B55 on the Stock Trend worksheet.

2. Click the Insert tab of the Ribbon.

3. Click the Line button in the Charts group of commands (see Figure 4.2 "Selecting the Basic Line

Chart").

4. Click the first option from the list, which is a basic line chart (see Figure 4.2 "Selecting the Basic Line

Chart"). This adds, or embeds, the line chart to the worksheet, as shown in Figure 4.3 "Embedded

Line Chart in the Stock Trend Worksheet".

Figure 4.2 Selecting the Basic Line Chart

Why?

Line Chart vs. Column Chart

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We can use both a line chart and a column chart to illustrate a trend over time. However, a line chart is far

more effective when there are many periods of time being measured. For example, if we are measuring

fifty-two weeks, a column chart would require fifty-two bars. A general rule of thumb is to use a column

chart when twenty bars or less are required. A column chart becomes difficult to read as the number of

bars exceeds twenty.

Figure 4.3 "Embedded Line Chart in the Stock Trend Worksheet" shows the embedded line chart in

the Stock Trend worksheet. Notice that three additional tabs, or contextual tabs, are added to the

Ribbon. We will demonstrate the commands in these tabs throughout this chapter. These tabs appear only

when the chart is activated.

Figure 4.3 Embedded Line Chart in the Stock Trend Worksheet

As shown in Figure 4.3 "Embedded Line Chart in the Stock Trend Worksheet", the embedded chart is not

placed in an ideal location on the worksheet since it is covering several cell locations that contain data.

The following steps demonstrate common adjustments that are made when working with embedded

charts:

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1. Moving a chart: Click and drag the upper left corner of the chart to the center of cell H2.

2. Resizing a chart: Place the mouse pointer over the left middle sizing handle, hold down the ALT

key on your keyboard, and click and drag the chart so it “snaps” to the left side of Column H.

3. Repeat step 2 to resize the chart so the top “snaps” to the top of Row 2, the bottom “snaps” to the

bottom of Row 17, and the right side “snaps” to the right side of Column P.

4. Adjusting the chart title: Click the chart title once. Then click in front of the letter S. You should

see a blinking cursor in front of the letter S. This allows you to modify the title of the chart.

5. Type the following in front of the letter S in the chart title: 52 Week Trend for the.

6. Removing the legend: Click the legend once and press the DELETE key on your keyboard. This

removes the legend from the chart. Since the chart contains only one data series, the legend is not

necessary. Once you remove the legend, the plot area automatically expands.

Figure 4.4 "Line Chart Moved and Resized" shows the line chart after it is moved and resized. You can

also see that the title of the chart has been edited to read52 Week Trend for the S&P 500. Also notice that

the sizing handles do not appear around the perimeter of the chart. This is because the chart has been

deactivated. To activate the chart, click anywhere inside the chart perimeter.

Figure 4.4 Line Chart Moved and Resized

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Integrity Check

The X Axes on Line Charts Use Labels, Not Values

When using line charts in Excel, keep in mind that anything placed on the X axis is considered a

descriptive label, not a numeric value. This is important because there will never be a change in the

spacing of any items placed on the X axis of a line chart. If you need to create a line chart using numeric

data on the X axis, you must use a scatter chart type.

Skill Refresher: Inserting a Line Chart

1. Highlight a range of cells that contain data that will be used to create the chart.

2. Click the Insert tab of the Ribbon.

3. Click the Line button in the Charts group.

4. Select a format option from the Line Chart drop-down menu.

Adjusting the Y Axis Scale

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.01 if starting here.)

After creating an Excel chart, you may find it necessary to adjust the scale of the Y axis. Excel

automatically sets the maximum value for the Y axis based on the data used to create the chart. However,

the minimum value is usually set to zero. Depending on the data you are using to create the chart, setting

the minimum value to zero can substantially minimize the graphical presentation of a trend. For example,

the trend shown in Figure 4.4 "Line Chart Moved and Resized" appears to be increasing slightly. However,

the S&P 500 increased by over 20% during this period, which is substantial. The presentation of this trend

can be improved if the minimum value started at eight hundred. While it is certainly possible for the S&P

500 to fall below eight hundred, it is most likely remote. The following steps explain how to make this

adjustment to the Y axis:

1. Click anywhere on the Y axis on the 52 Week Trend for the S&P 500 line chart (Stock

Trend worksheet).

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2. Click the Format tab in the Chart Tools section of the Ribbon.

3. Click the Format Selection button in the Current Selection group of commands (see Figure 4.5

"Format Axis Dialog Box"). This opens the Format Axis dialog box.

Figure 4.5 Format Axis Dialog Box

4. Click the Fixed option next to the “Minimum” axis option in the Format Axis dialog box.

5. Click the input box for the “Minimum” axis option and delete the zero. Then type the number 800. As

soon as you make this change, the Y axis on the chart adjusts.

6. Click the Close button at the bottom of the Format Axis dialog box.

Figure 4.6 "Adjusted Y Axis for the S&P 500 Chart" shows the change in the presentation of the trendline.

Notice that with the Y axis starting at 800, the trend for the S&P 500 is more pronounced and reflects the

substantial increase over the 52-week period. This adjustment makes it easier for the audience to see the

magnitude of the trend.

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Figure 4.6 Adjusted Y Axis for the S&P 500 Chart

Skill Refresher: Adjusting the Y Axis Scale

1. Click anywhere along the Y axis to activate it.

2. Click the Format tab in the Chart Tools section of the Ribbon.

3. Click the Format Selection button in the Current Selection group of commands.

4. In the Format Axis dialog box, click the Fixed option next to any axis option where you wish to change

the value.

5. Click in the input box next to the desired axis option and then type the new scale value.

6. Click the Close button at the bottom of the Format Axis dialog box.

Trend Comparisons: Line Chart 2

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.02 if starting here.)

We will now create a second line chart using the data in the Stock Trendworksheet. The purpose of this

chart is to compare two trends: the change in value for the S&P 500 and the Microsoft common

stock. Chapter 3 "Logical and Lookup Functions" presented a personal investment portfolio where the

investments were compared to a benchmark. The S&P 500 is a benchmark that is commonly used to judge

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the performance of individual stocks. The purpose and message of this chart is to show whether Microsoft

is performing better or worse than the S&P 500 index. This type of analysis can be used to determine

whether a stock should be sold, purchased, or held.

Before creating the chart to compare the S&P 500 and Microsoft, it is important to review the data in the

range E4:F55 on the Stock Trend worksheet. We cannot use the price data for Microsoft and the S&P

500 because the values are not comparable. That is, the data for Microsoft is in a range of $22.00 to

$28.00, but the data for the S&P 500 is in a range of 1,022 to 1,363. If we used these values to create a

chart, we would not be able to see any substantial change in the trend for either the S&P 500 or Microsoft.

Therefore, formulas were used to calculate the percent change in value for the S&P 500 and Microsoft for

each week. For example, looking at cells E5 and F5 on the Stock Trend worksheet, you see that the S&P

500 increased 2.4% in week 2, whereas Microsoft increased 3.1%. The percent change calculations now

provide an appropriate method of comparison. This is a very important step to consider when comparing

trends.

The construction of this second line chart will be similar to the first line chart. The X axis will be the 52

weeks in the range A4:A55. However, the Y axis will be the percentages in the range E4:F55. This creates a

problem because Columns B, C, and D will not be used in this chart. Therefore, we cannot simply

highlight one contiguous range of cells to create the chart. In this chapter we will demonstrate two options

for charting data that is not in a contiguous range. The following steps demonstrate the first option:

1. Highlight the range A3:A55 on the Stock Trend worksheet.

2. Hold down the CTRL key on your keyboard and highlight the range E3:F55.

3. Click the Insert tab of the Ribbon.

4. Click the Line button in the Charts group of commands.

5. Click the first option from the list, which is a basic line chart.

Figure 4.7 "Trend Comparison Line Chart" shows the appearance of the line chart comparing the S&P 500

and Microsoft before it is moved and resized. Notice that Excel does not add a title to the chart.

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Figure 4.7 Trend Comparison Line Chart

6. Move the chart so the upper left corner is in the middle of cell H20.

7. Resize the chart so the left side is locked to the left side of Column H, the right side is locked to the

right side of Column P, the top is locked to the top of Row 20, and the bottom is locked to the bottom

of Row 35.

8. Click the Layout tab in the Chart Tools section of the Ribbon.

9. Click the Chart Title button in the Labels group of commands. Select the Above Chart option from the

drop-down list (see Figure 4.8 "Adding a Title to a Chart"). This adds a generic title above the plot

area of the chart.

10. Click in the text box containing the chart title. Delete the generic chart title and replace it with the

following: 52 Week Trend Comparison.

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Figure 4.8 Adding a Title to a Chart

Figure 4.9 "Final Trend Comparison Line Chart" shows that Microsoft has not performed as well as the

S&P 500 benchmark. From week 31 to week 52, Microsoft is showing a significant decline compared to

the S&P 500, which continues to grow. What makes this chart effective is that an audience can quickly see

how Microsoft compares with the S&P 500 over the 52-week period.

Figure 4.9 Final Trend Comparison Line Chart

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Integrity Check

Comparing Trends with Incompatible Values

When creating a chart to compare the trends of two or more data series, the values for each data series

must be compatible. In other words, the values for each data series must be within a reasonable range in

order for an effective comparison to be made. If the variance between the values in your data series is

never less than a multiple of 2 (i.e., 500 × 2 = 1000 or 1000 ÷ 2 = 500), calculate the percent change for

each point in time on your worksheet. The percent change must be calculated with respect to the first

data point for each series. Then create your chart using the percentages instead of the actual values for

each data series.

Frequency Distribution: Column Chart 1

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.03 if starting here.)

A column chart is commonly used to show trends over time so long as the data are limited to

approximately twenty points or less. For example, in Chapter 1 "Fundamental Skills" we showed a sales

trend over a twelve-month period. Another common use for column charts is frequency distributions.

Afrequency distribution shows the number of occurrences by established categories. For example, a

common frequency distribution used in most academic institutions is a grade distribution. A grade

distribution shows the number of students that achieve each level of a typical grading scale (A, A−, B+, B,

etc.). The Grade Distribution worksheet contains final grades for a hypothetical academic class. To

show the grade frequency distribution, the numbers of students appear on the Y axis and the grade

categories appear on the X axis. The following steps explain how to create this chart:

1. Highlight the range A3:B8 on the Grade Distribution worksheet. Column B shows the number of

students that achieved a grade within the grade category shown in Column A.

2. Click the Column button in the Charts group section on the Insert tab of the Ribbon. Select the first

format from the drop-down list of options, which is the Clustered Column format.

3. Click and drag the chart so the upper left corner is in the middle of cell H2.

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4. Resize the chart so the left side is locked to the left side of Column H, the right side is locked to the

right side of Column P, the top is locked to the top of Row 2, and the bottom is locked to the bottom of

Row 16.

5. Click the legend one time and press the DELETE key on your keyboard. Since the chart presents only

one data series, the legend is not necessary.

6. Click the title of the chart twice so the cursor is placed in front of the word Class.

7. Type the following in front of the word Class: Final Grades for the.

8. Click any cell location on the Grade Distribution worksheet to deactivate the chart.

Figure 4.10 "Grade Frequency Distribution Chart" shows the completed grade frequency distribution

chart. By looking at the chart, you can immediately see that the greatest number of students earned a final

grade in the B+ to B− or theC+ to C− categories.

Figure 4.10 Grade Frequency Distribution Chart

Why?

Column Chart vs. Bar Chart

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When using charts to show frequency distributions, the difference between a column chart and a bar chart

is really a matter of preference. Both are very effective in showing frequency distributions. However, if you

are showing a trend over a period of time, a column chart is preferred over a bar chart. This is because a

period of time is typically shown horizontally, with the oldest date on the far left and the newest date on

the far right. Therefore, the descriptive categories for the chart would have to fall on the X axis, which is

the configuration of a column chart. On a bar chart, the descriptive categories are displayed vertically

along the Y axis.

Creating a Chart Sheet

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.04 if starting here.)

The charts we have created up to this point have been added to, or embedded in, an existing worksheet.

Charts can also be placed in a dedicated worksheet called a chart sheet. It is called a chart sheet because it

can contain only an Excel chart. Chart sheets are useful if you need to create several charts using the data

in a single worksheet. If you embed several charts in one worksheet, it can be cumbersome to navigate and

browse through the charts. It is easier to browse through charts when they are moved to a chart sheet

because a separate sheet tab is added to the workbook for each chart. The following steps explain how to

move the grade frequency distribution chart to a dedicated chart sheet:

1. Click anywhere on the Final Grades for the Class chart on the Grade Distribution worksheet.

2. Click the Move Chart button in the Design tab of the Chart Tools set of commands. This opens the

Move Chart dialog box. You can use this dialog box to move the chart to a different worksheet or

create a dedicated chart sheet.

3. Click the New sheet option on the Move Chart dialog box.

4. The entry in the input box for assigning a name to the chart sheet tab should automatically be

highlighted once you click the New sheet option (see Figure 4.11 "Moving a Chart to a Chart Sheet").

Type Class Grades. This replaces the generic name in the input box.

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5. Click the OK button at the bottom of the Move Chart dialog box. This adds a new chart sheet to the

workbook with the name Class Grades.

Figure 4.11 Moving a Chart to a Chart Sheet

Figure 4.12 "Chart Sheet Added to the Workbook" shows the Final Grades for the Class column chart in a

separate chart sheet. Notice the new sheet tab added to the workbook matches the tab name entered into

the Move Chart dialog box. Since the chart is moved to a separate chart sheet, it no longer is displayed in

the Grade Distribution worksheet.

Figure 4.12 Chart Sheet Added to the Workbook

Frequency Comparison: Column Chart 2

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Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.05 if starting here.)

We will create a second column chart to show a comparison between two frequency distributions. Column

C on the Grade Distribution worksheet contains data showing the number of students who received

grades within each category for the entire college. We will use a column chart to compare the grade

distribution for the class (Column B) with the overall grade distribution for the college (Column C).

However, since the number of students in the class is significantly different from the total number of

students in the college, we must calculate percentages in order to make an effective comparison. The

following steps explain how to calculate the percentages:

1. Highlight the range B9:C9 on the Grade Distribution worksheet.

2. Click the AutoSum button in the Editing group of commands on the Home tab of the Ribbon. This

automatically adds SUM functions that sum the values in the range B4:B8 and C4:C8.

3. Activate cell E4 on the Grade Distribution worksheet.

4. Enter a formula that divides the value in cell B4 by the total in cell B9. Add an absolute reference to

cell B9 in the formula =B4/$B$9.

5. Copy the formula in cell E4 and paste it into the range E5:E8 using the Paste Formulas command.

6. Activate cell F4 on the Grade Distribution worksheet.

7. Enter a formula that divides the value in cell C4 by the total in cell C9. Add an absolute reference to

cell C9 in the formula =C4/$C$9.

8. Copy the formula in cell F4 and paste it into the range F5:F8 using the Paste Formulas command.

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Figure 4.13 Completed Grade Distribution Percentages

Figure 4.13 "Completed Grade Distribution Percentages" shows the completed percentages added to

the Grade Distribution worksheet. The column chart uses the grade categories in the range A4:A8 on

the X axis and the percentages in the range E4:F8 on the Y axis. Similar to the trend comparison line

chart, this chart uses data that is not in a contiguous range. The following steps explain a second method

for creating charts with data that is not in a contiguous range:

1. Activate cell H2 on the Grade Distribution worksheet. It is important to note that this is a blank

cell that is not adjacent to any data on the worksheet.

2. Click the Insert tab of the Ribbon.

3. Click the Column button in the Charts group of commands. Select the first option from the drop-down

list of chart formats, which is the Clustered Column. This adds a blank chart to the worksheet.

4. Click and drag the blank chart so the upper left corner is in the middle of cell H2.

5. Resize the blank chart so the left side is locked to the left side of Column H, the right side is locked to

the right side of Column P, the top is locked to the top of Row 2, and the bottom is locked to the

bottom of Row 16.

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6. Click the Select Data button in the Design tab of the Chart Tools section of the Ribbon. This opens the

Select Data Source dialog box.

7. Click the Add button on the Select Data Source dialog box. This opens the Edit Series dialog box.

8. In the Series name input box on the Edit Series dialog box, type the wordClass.

9. Press the TAB key on your keyboard to advance to the Series values input box on the Edit Series

dialog box.

10. Highlight the range E4:E8 on the Grade Distribution worksheet. This automatically adds the range

to the Series values input box. You also see bars added to the column chart (see Figure 4.14

"Completed Data Series for the Class Grade Distribution").

11. Click the OK button on the Edit Series dialog box.

Figure 4.14 Completed Data Series for the Class Grade Distribution

12. Click the Add button on the Select Data Source dialog box.

13. In the Series name input box on the Edit Series dialog box, type the wordCollege.

14. Press the TAB key on your keyboard to advance to the Series values input box on the Edit Series

dialog box.

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15. Highlight the range F4:F8 on the Grade Distribution worksheet. This automatically adds the range

to the Series values input box. You also see bars added to the column chart.

16. Click the OK button on the Edit Series dialog box.

17. Click the Edit button on the right side of the Select Data Source dialog box under the Horizontal

(Category) Axis Labels section. This is used to define the labels that will appear on the X axis of the

chart and opens the Axis Labels dialog box.

18. Highlight the range A4:A8 on the Grade Distribution worksheet. This adds the range to the Axis

Labels dialog box, and the labels appear on the X axis on the column chart (see Figure 4.15 "Final

Settings for the Select Data Source Dialog Box").

19. Click the OK button on the Axis Labels dialog box.

20. Click the OK button on the Select Data Source dialog box.

Figure 4.15 Final Settings for the Select Data Source Dialog Box

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21. Click the Chart Title button on the Layout tab of the Chart Tools section of the Ribbon. Select the

Above Chart option from the drop-down list.

22. Click in the text box containing the chart title. Delete the generic chart title and replace it with the

following: Grade Distribution Comparison.

Figure 4.16 "Completed Grade Distribution Column Chart" shows the final appearance of the column

chart. The column chart is an appropriate type for this data because there are fewer than twenty data

points and we can easily see the comparison for each category. An audience can quickly see that the class

issued fewer As compared to the college. However, the class had more Bs and Cs compared with the

college population.

Figure 4.16 Completed Grade Distribution Column Chart

Integrity Check

Too Many Bars on a Column Chart?

Although there is no specific limit for the number of bars you should use on a column chart, a general rule

of thumb is twenty bars or less. Figure 4.17 "Poor Use of a Column Chart" contains a total of thirty-two

bars. This is considered a poor use of a column chart because it is difficult to identify meaningful trends or

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comparisons. The data used to create this chart might be better used in two or three different column

charts, each with a distinct idea or message.

Figure 4.17Poor Use of a Column Chart

Skill Refresher: Charts: Using Data in a Noncontiguous Range

1. Click a blank cell location that is not adjacent to any data on the worksheet.

2. Click the Insert tab of the Ribbon.

3. Select a chart type and format in the Charts group of commands.

4. Click the Select Data button in the Design tab of the Chart Tools section of the Ribbon.

5. Click the Add button on the Select Data Source dialog box.

6. In the Edit Series dialog box, type a name in the Series name input box or highlight a cell location on

the worksheet that contains a description for the data series.

7. Press the TAB key on your keyboard to advance to the Series values input box.

8. Highlight the range of cells on the worksheet that contain the data that will appear on the Y axis for

the series identified in step 6.

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9. Click the OK button on the Edit Series dialog box.

10. Repeat steps 5 through 9 for each data series that you need to add to the chart.

11. Click the Edit button on the right side of the Select Data Source dialog box.

12. Highlight the range of cells that contain the descriptions for the X axis.

13. Click the OK button on the Axis Labels dialog box.

14. Click the OK button on the Select Data Source dialog box.

Percent of Total: Pie Chart

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.06 if starting here.)

The next chart we will demonstrate is a pie chart. A pie chart is used to show a percent of total for a data

set at a specific point in time. The data we will use to demonstrate a pie chart is related to the overall

spending activity in the health-care industry. The Health Care worksheet contains data that shows total

spending in the United States for the years 1969 and 2009. In 1969, the total amount spent in the United

States for health-related expenses was over $66 billion. The pie chart shows how this $66 billion was

funded. The following steps explain how to accomplish this:

1. Highlight the range A2:B7 on the Health Care worksheet.

2. Click the Insert tab of the Ribbon.

3. Click the Pie button in the Charts group of commands.

4. Select the “Exploded pie in 3-D” option from the drop-down list of options.

5. Click and drag the pie chart so the upper left corner is in the middle of cell E2.

6. Resize the pie chart so the left side is locked to the left side of Column E, the right side is locked to the

right side of Column M, the top is locked to the top of Row 2, and the bottom is locked to the bottom

of Row 17 (see Figure 4.18 "Pie Chart Moved and Resized").

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Figure 4.18 Pie Chart Moved and Resized

7. Click the chart legend once and press the DELETE key on your keyboard. A pie chart typically shows

labels next to each wedge. Therefore, the legend is not needed.

8. Click the Data Labels button in the Layout tab of the Chart Tools section of the Ribbon.

9. Select More Data Label Options from the drop-down list. This opens the Format Data Labels dialog

box.

10. Click the box next to the Value option under the Label Options section in the Format Data Labels

dialog box. This removes the check mark (seeFigure 4.19 "Final Settings in the Format Data Labels

Dialog Box").

11. Click the Percentage option under the Label Options section in the Format Data Labels dialog box. A

green check should appear in the box next to this option (see Figure 4.19 "Final Settings in the Format

Data Labels Dialog Box").

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12. Click the Category Name option under the Label Options section in the Format Data Labels dialog

box. A green check should appear in the box next to this option (see Figure 4.19 "Final Settings in the

Format Data Labels Dialog Box").

13. Click the Close button at the bottom of the Format Data Labels dialog box.

14. Click the Home tab of the Ribbon and then click the Bold button. This should bold the data labels on

the pie chart.

Figure 4.19 Final Settings in the Format Data Labels Dialog Box

15. Click the chart title twice.

16. Click in front of the year 1969 and type Health Care Spending by Source:.

Figure 4.20 "Final Health Care Pie Chart" shows the completed pie chart. You can quickly see that Health

Insurance and Out of Pocket made up the majority of health-care spending in 1969. Similar to the column

chart, the key to creating an effective pie chart is the number of categories presented on the chart.

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Although there are no specific limits for the number of categories you can use on a pie chart, a good rule

of thumb is ten or less. As the number of categories exceeds ten, it becomes more difficult to identify key

categories that make up the majority of the total. In this example, it is easy to see that two categories

compose 75% of the total.

Figure 4.20 Final Health Care Pie Chart

Skill Refresher: Inserting a Pie Chart

1. Highlight a range of cells that contain the data you will use to create the chart.

2. Click the Insert tab of the Ribbon.

3. Click the Pie button in the Charts group.

4. Select a format option from the Pie Chart drop-down menu.

Percent of Total Trend: Stacked Column Chart

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.07 if starting here.)

The last chart type we will demonstrate is the stacked column chart. We use a stacked column chart to

show how a percent of total changes over time. For example, the data on the Health Care worksheet

shows spending by source for 1969 and 2009. A stacked column chart can show whether there is any

change in the percent of total for each source between the two years. The Y axis of the chart shows the

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percentage from 0% to 100%. The X axis shows the two years: 1969 and 2009. The following steps explain

how to create this chart:

1. Highlight the range A2:C7 on the Health Care worksheet.

2. Click the Insert tab of the Ribbon.

3. Click the Column button in the Charts group of commands. Select the 100% Stacked Column format

option from the drop-down list (see Figure 4.21 "Selecting the 100% Stacked Column Format").

Figure 4.21 Selecting the 100% Stacked Column Format

Figure 4.22 "Initial Construction of the 100% Stacked Column Chart" shows the column chart that is

created after selecting the 100% Stacked Column format option. As mentioned, the goal of this chart is to

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show the percentages on the Y axis and the years 1969 and 2009 on the X axis. However, notice that Excel

places the spend sources on the X axis. The remaining steps explain how to correct this problem and

complete the chart:

Figure 4.22 Initial Construction of the 100% Stacked Column Chart

4. Click the Switch Row/Column button in the Design tab on the Chart Tools section of the Ribbon. This

reverses the legend and current X axis categories (see Figure 4.22 "Initial Construction of the 100%

Stacked Column Chart").

5. Click and drag the chart so the upper left corner is in the middle of cell E19.

6. Resize the chart so the left side is locked to the left side of Column E, the right side is locked to the

right side of Column N, the top is locked to the top of Row 19, and the bottom is locked to the bottom

of Row 37.

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7. Click the legend one time and press the DELETE key on your keyboard.

8. Click the Layout tab on the Chart Tools section of the Ribbon.

9. Click the Data Table button in the Labels group of commands and select the Show Data Table with

Legend Keys option from the drop-down menu. This is another way of displaying a legend for a

column chart along with the numerical values that make up each component.

10. Click the Chart Title button in the Layout tab of the Chart Tools section of the Ribbon.

11. Select the Above Chart option for the drop-down menu.

12. Click the chart title two times. Delete the generic chart title name and typeChange in Health Care

Spend Source.

Figure 4.23 "Final 100% Stacked Column Chart" shows the final stacked column chart. Notice that the Out

of Pocket category, or the amount of cash people paid for health-care expenses, decreased significantly

from 1969 to 2009. However, the Health Insurance category increased significantly from 1969 to 2009.

Overall, the chart shows that the total out-of-pocket and health insurance expense increased significantly

from 1969 to 2009. These two categories made up approximately 75% of total health-care spending in

1969. By 2009, these two categories increased to over 80% of total health-care spending.

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Figure 4.23 Final 100% Stacked Column Chart

Skill Refresher: Inserting a Stacked Column Chart

1. Highlight a range of cells that contain data that will be used to create the chart.

2. Click the Insert tab of the Ribbon.

3. Click the Column button in the Charts group.

4. Select the Stacked Column format option from the Column Chart drop-down menu to show the values

of each category on the Y axis. Select the 100% Stacked Column option to show the percent of total for

each category on the Y axis.

KEY TAKEAWAYS
 Identifying the message you wish to convey to an audience is a critical first step in creating an Excel chart.

 Both a column chart and a line chart can be used to present a trend over a period of time. However, a line

chart is preferred over a column chart when presenting data over long periods of time.

 The number of bars on a column chart should be limited to approximately twenty bars or less.

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 For column, line, and bar charts, the X axis can be used only for labels, not for numeric values.

 When creating a chart to compare trends, the values for each data series must be within a reasonable

range. If there is a wide variance between the values in the two data series (two times or more), the

percent change should be calculated with respect to the first data point for each series.

 When working with frequency distributions, the use of a column chart or a bar chart is a matter of

preference. However, a column chart is preferred when working with a trend over a period of time.

 A pie chart is used to present the percent of total for a data set.

 A stacked column chart is used to show how a percent total changes over time.

EXERCISES
1. You need to create a chart showing the past year sales results for the university bookstore. Your

chart will show the total sales by month for twelve months. Which of the following is the best chart

type?

a. pie chart

b. line chart

c. scatter chart

d. either line or column chart

1. Which of the following should you do first to create an effective chart in Excel?

a. Identify a chart type.

b. Define the message you need to communicate.

c. Determine which values belong on the Y axis.

d. Highlight all the data on your worksheet.

1. Which of the following is the most efficient method for adding labels to each section of a pie chart?

a. Use the Data Labels button in the Layout tab of the Ribbon.

b. Click the Text Box button in the Layout tab of the Ribbon and add labels next to each section of

the chart.

c. Use the Legend button in the Layout tab of the Ribbon to reposition the legend around each

section of the chart.

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 d. Click the Select Data button in the Design tab of the Ribbon to select and arrange specific data

points to be placed on the chart.

1. You have established a personal budget for your household. The spending section of the budget is

broken down into five major categories. To show how the percent of total for each spend category

has changed over a three-year period of time, it would be best to use which of the following chart

types?

a. column chart

b. line chart

c. stacked column chart

d. pie chart

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4.2 Formatting Charts

LEARNING OBJECTIVES
1. Apply formatting commands to the X and Y axes.

2. Enhance the visual appearance of the chart title and chart legend by using various formatting techniques.

3. Assign titles to the X and Y axes that clarify labels and numeric values for the reader.

4. Apply labels and formatting techniques to the data series in the plot area of a chart.

5. Apply formatting commands to the chart area and the plot area of a chart.

6. Employ series lines and annotations to enhance trends and provide additional information on a chart.

You can use a variety of formatting techniques to enhance the appearance of a chart once you have

created it. Formatting commands are applied to a chart for the same reason they are applied to a

worksheet: they make the chart easier to read. However, formatting techniques also help you qualify

and explain the data in a chart. For example, you can add footnotes explaining the data source as

well as notes that clarify the type of numbers being presented (i.e., if the numbers in a chart are

truncated, you can state whether they are in thousands, millions, etc.). These notes are also helpful in

answering questions if you are using charts in a live presentation. We will demonstrate these

formatting techniques using the column chart and stacked column chart from the previous section.

X and Y Axis Formats

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.08 if starting here.)

There are numerous formatting commands we can apply to the X and Y axes of the chart. Although

adjusting the font size, style, and color are common, many more options are available through the Format

Axis dialog box (see Figure 4.5 "Format Axis Dialog Box"). The following steps demonstrate a few of these

formatting techniques on the Grade Distribution Comparison chart:

1. Click anywhere along the X axis (horizontal axis) of the Grade Distribution Comparison chart on

the Grade Distribution worksheet.

2. Click the Home tab of the Ribbon.

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3. Change the font style to Arial. Notice that as the mouse pointer hovers over a font style, you can

preview the change on the chart before you make a selection.

4. Change the font size to 11 points and bold the font. The final appearance of the X axis is shown

in Figure 4.24 "Formatted X Axis".

5. Click anywhere along the Y axis to activate it.

6. Repeat steps 3 and 4.

Figure 4.24 Formatted X Axis

7. Click the Format tab in the Chart Tools section of the Ribbon.

8. Click the Format Selection button in the Current Selection group of commands. This opens the

Format Axis dialog box.

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9. Click Number from the list of options on the left side of the Format Axis dialog box (see Figure 4.25

"Formatting Numbers on the Y Axis"). The commands in this section of the Format Axis dialog box

are used to format numbers that appear on the X and Y axes of a chart.

10. Click in the Decimal places input box and change the value to 0 (see Figure 4.25 "Formatting

Numbers on the Y Axis").

11. Click the Close button at the bottom of the Format Axis dialog box. The formatting adjustments are

shown in Figure 4.26 "Completed X and Y Axis Formats".

Figure 4.25 Formatting Numbers on the Y Axis

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Figure 4.26 Completed X and Y Axis Formats

Skill Refresher: Formatting the X and Y Axes

1. Click anywhere along the X or Y axis to activate it.

2. Click either the Home tab or Design tab of the Ribbon.

3. Select any of the available formatting commands in these tabs.

Skill Refresher: X and Y Axis Number Formats

1. Click anywhere along the X or Y axis to activate it.

2. Click the Layout tab in the Chart Tools section of the Ribbon.

3. Click the Format Selection button in the Current Selection group of commands.

4. Click Number from the list of options on the left side of the Format Axis dialog box.

5. Select a number format and set decimal places on the right side of the Format Axis dialog box.

6. Click the Close button at the bottom of the Format Axis dialog box.

Chart Legend and Title Formats

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.09 if starting here.)

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The next items we will format on the Grade Distribution Comparison chart are the chart legend and title.

Similar to the how we formatted the X and Y axes, we can format these items by activating them and using

the formatting commands in the Home tab or the Format tab of the Ribbon. The following steps explain

how to add these formats:

1. Click the legend on the Grade Distribution Comparison chart in the Grade Distribution worksheet.

2. Click and drag the legend so the top of the legend aligns with the 35% line next to the plot area

(see Figure 4.27 "Moving the Legend").

Figure 4.27 Moving the Legend

3. Change the font style in the Home tab of the Ribbon to Arial.

4. Change the font size to 12 points.

5. Click the bold and italics commands in the Home tab of the Ribbon.

6. Click and drag the left sizing handle so the legend is against the plot area (see Figure 4.28 "Legend

Formatted and Resized").

7. Click and drag the lower center sizing handle so the bottom of the legend is aligned with the 25% line

of the plot area (see Figure 4.28 "Legend Formatted and Resized").

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Figure 4.28 Legend Formatted and Resized

8. Click the chart title to activate it.

9. Click the Format tab in the Chart Tools section of the Ribbon.

10. Click the More down arrow in the Shape Styles group of commands to open the complete set of preset

format styles (see Figure 4.28 "Legend Formatted and Resized").

11. Click the Subtle Effect - Blue, Accent 1 option, which is in the fourth row, second style from the left. As

the mouse hovers over a style, you can preview the appearance on the chart.

12. In the Home tab of the Ribbon, change the font style to Arial and reduce the font size to 14 points

(see Figure 4.29 "Chart Legend and Title Formatted").

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Figure 4.29 Chart Legend and Title Formatted

Skill Refresher: Formatting the Chart Legend

1. Click the Legend to activate it.

2. Click either the Home tab or the Format tab of the Ribbon.

3. Select any of the available formatting commands in these tabs.

4. Click and drag the legend to move it.

5. Click and drag any of the sizing handles to adjust the size of the legend.

Skill Refresher: Formatting the Chart Title

1. Click anywhere on the chart title.

2. Click either the Home tab or the Format tab of the Ribbon.

3. Select any of the available formatting commands in these tabs.

X and Y Axis Titles

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.10 if starting here.)

Titles for the X and Y axes are necessary for defining the numbers and categories presented on a chart.

For example, by looking at the Grade Distribution Comparison chart, it is not clear what the percentages

along the Y axis represent. The following steps explain how to add titles to the X and Y axes to define these

numbers and categories:

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1. Click anywhere on the Grade Distribution Comparison chart in the Grade Distribution worksheet

to activate it.

2. Click the Layout tab in the Chart Tools section of the Ribbon.

3. Click the Axis Titles button in the Labels group of commands.

4. Place the mouse pointer over the Primary Vertical Axis Title option from the drop-down list. This

opens a second drop-down list. Select the Rotated Title option from the second drop-down list. This

adds a title next to the Y axis (see Figure 4.30 "Selecting a Title for the Y Axis").

Figure 4.30 Selecting a Title for the Y Axis

5. Click the Format tab in the Chart Tools section of the Ribbon.

6. Click the Colored Outline - Blue, Accent 1 preset style option in the Shape Styles group of commands.

7. Change the font style in the Home tab to Arial. Change the font size to 11 points.

8. Click in the beginning of the Y axis title and delete the generic title. TypePercent of Enrolled

Students.

9. Click and drag the Y axis title so it is between 0% and 30% in the plot area (see Figure 4.31 "Adding

and Formatting the Y Axis Title").

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Figure 4.31 Adding and Formatting the Y Axis Title

10. Click the Layout tab in the Chart Tools section of the Ribbon.

11. Click the Axis Titles button in the Labels group of commands.

12. Place the mouse pointer over the Primary Horizontal Axis Titleoption. Select Title Below Axis from

the second drop-down list.

13. Click the Format tab in the Chart Tools section of the Ribbon.

14. Click the Colored Outline - Blue, Accent 1 preset style option in the Shape Styles group of commands.

15. Change the font style in the Home tab to Arial. Change the font size to 11 points.

16. Click in the beginning of the X axis title and delete the generic title. TypeFinal Course Grade.

Figure 4.32 "X and Y Axis Titles Added" shows the added titles for the X and Y axes. The titles provide

definitions for the grade categories along the X axis as well as the percentages on the Y axis.

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Figure 4.32 X and Y Axis Titles Added

Skill Refresher: X and Y Axis Titles

1. Click anywhere on the chart to activate it.

2. Click the Layout tab in the Chart Tools section of the Ribbon.

3. Click the Axis Titles button in the Labels group of commands.

4. Place the mouse pointer over the Primary Horizontal Axis Title (X axis) or the Primary Vertical Axis

Title (Y axis) option.

5. Select one of the configuration formats from the second drop-down list.

6. Click in the axis title to remove the generic title and type a new title.

Data Series Labels and Formats

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.11 if starting here.)

Adding labels to the data series of a chart is a key formatting feature. A data series is the item that is being

displayed graphically on a chart. For example, the blue bars on the Grade Distribution Comparison chart

represent one data series. We can add labels at the end of each bar to show the exact percentage the bar

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represents. In addition, we can add other formatting enhancements to the data series, such as changing

the color of the bars or adding an effect. The following steps explain how to add these labels and formats

to the chart:

1. Click any red bar representing the College data series on the Grade Distribution Comparison chart in

the Grade Distribution worksheet. Clicking one bar automatically activates all bars in the data

series. If you click a bar a second time, only that bar is activated.

2. Click the Format tab in the Chart Tools section of the Ribbon.

3. Click the down arrow on the Shape Fill button in the Shape Styles group of commands.

4. Click the orange color square from the drop-down color palette (see Figure 4.33 "Changing the Color

of a Data Series"). As you move the mouse pointer over other colors on the palette, you can preview

the change on the data bars.

Figure 4.33 Changing the Color of a Data Series

5. Click the Layout tab in the Chart Tools section of the Ribbon.

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6. Click the Data Labels button in the Labels group of commands. Select More Data Label Options at the

bottom of the drop-down list to open the Format Data Labels dialog box.

7. Click the Number option from the list on the left side of the Format Data Labels dialog box.

8. Select Percentage on the right side of the Format Data Labels dialog box (see Figure 4.34 "Adding

Labels to a Data Series").

9. Click in the Decimal Places input box and change the number of decimal places to zero.

10. Click the Close button at the bottom of the Format Data Labels dialog box.

11. Click the Home tab of the Ribbon.

12. Change the font style to Arial, change the font size to 9 points, and select the Bold command.

13. Click any blue bar in the Class data series.

14. Repeat steps 5 through 12.

Figure 4.34 Adding Labels to a Data Series

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Figure 4.35 "Completed Formatting Adjustments for the Data Series" shows the Grade Distribution

Comparison chart with the completed formatting adjustments and labels added to the data series. Note

that we can move each individual data label. This might be necessary if two data labels overlap or if a data

label falls in the middle of a grid line. To move an individual data label, click it twice, then click and drag.

Figure 4.35 Completed Formatting Adjustments for the Data Series

Skill Refresher: Adding Data Labels

1. Click anywhere on the chart to activate it.

2. Click the Layout tab in the Chart Tools section of the Ribbon.

3. Click the Data Labels button in the Labels group of commands.

4. Select one of the preset positions from the drop-down list or select More Data Label Options to open

the Format Data Labels dialog box.

Skill Refresher: Formatting a Data Series

1. Click any bar or line for a data series.

2. Click either the Home tab or the Format tab of the Ribbon.

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3. Select any of the available formatting commands in these tabs.

Formatting the Plot and Chart Areas

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.12 if starting here.)

The last items we will format on the Grade Distribution Comparison chart are the plot and chart areas. We

format these areas primarily to enhance the visibility of the data series. The following steps explain how to

add these formatting enhancements to the chart:

1. Click anywhere in the chart area of the Grade Distribution Comparison chart in the Grade

Distribution worksheet.

2. Click the Format tab in the Chart Tools section of the Ribbon.

3. Click the down arrow on the Shape Fill button in the Shape Styles group of commands.

4. Select the Tan, Background 2, Darker 25% option from the color palette (seeFigure 4.36 "Formatting

the Chart Area").

5. Click anywhere in the plot area to activate it. Be sure not to click a grid line or one of the data series.

6. Click the Format tab in the Chart Tools section of the Ribbon.

7. Click the Shape Effects button in the Shape Styles group of commands.

8. Place the mouse pointer over the Bevel option from the drop-down list. Then select the Circle bevel

option from the second drop-down list (see Figure 4.37 "Putting a Bevel Effect on the Plot Area").

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Figure 4.36 Formatting the Chart Area

Figure 4.37 Putting a Bevel Effect on the Plot Area

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Figure 4.38 "Grade Distribution Comparison Chart with Formats Applied" shows the completed Grade

Distribution Comparison chart. The darker shade on the chart area along with the bevel effect on the plot

area make the data series the main focal point of the chart.

Figure 4.38 Grade Distribution Comparison Chart with Formats Applied

Skill Refresher: Formatting the Chart Area

1. Click anywhere on the chart area.

2. Click either the Home tab or the Format tab of the Ribbon.

3. Select any of the available formatting commands in these tabs.

Skill Refresher: Formatting the Plot Area

1. Click anywhere on the plot area.

2. Click either the Home tab or the Format tab of the Ribbon.

3. Select any of the available formatting commands in these tabs.

Adding Series Lines and Annotations to a Chart

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.13 if starting here.)

The last formatting features we will demonstrate are adding series lines and annotations to a chart. To

demonstrate these skills, we will use the Change in Health Care Spend Source stacked column

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chart. Series lines are commonly used in stacked column charts to show the change from one stack to the

next. Annotations are useful for clarifying the data presented in a chart or for identifying data sources. In

addition to demonstrating these skills, we will review several of the formatting skills that were covered in

this section. The following steps include the skills review as well as the new formatting features:

1. Locate the Change in Health Care Spend Source chart on the Health Care worksheet. Activate the

chart by clicking anywhere inside the chart perimeter.

2. Move the chart to a separate chart sheet by clicking the Move Chart button in the Design tab of the

Ribbon. Type the following sheet tab label in the New sheet input box: Health Spending Chart.

Click the OK button.

3. Click anywhere on the X axis to activate it. In the Home tab of the Ribbon, change the font style to

Arial, change the font size to 12 points, and select the bold command.

4. Activate the Y axis and apply the same formatting adjustments as stated in step 3.

5. Add a Y axis title using the Rotated Title option. In the Format tab under the Chart Tools section of

the Ribbon, select the first preset style option, Colored Outline - Black, Dark 1, in the Shape Styles

group of commands. Then, in the Home tab of the Ribbon, change the font style to Arial and the font

size to 14 points.

6. Change the wording of the Y axis title to read Percent of Total Annual Spend.

7. Activate the title of the chart by clicking it once. In the Format tab under the Chart Tools section of

the Ribbon, select the first preset style option, Colored Outline - Black, Dark 1, in the Shape Styles

group of commands. Then, in the Home tab of the Ribbon, change the font style to Arial.

8. Click anywhere in the chart area to activate it.

9. Click the Format tab in the Chart Tools section of the Ribbon and click the down arrow on the Shape

Fill button. Select the Olive Green, Accent 3, Lighter 60% option on the color palette.

10. Click anywhere on the plot area to activate it. Be sure not to click on a grid line.

11. Click the Shape Effects button in the Format tab of the Ribbon. Place the mouse pointer over the

Bevel option from the drop-down menu. Select the first option from the Bevel format list, which is the

“Circle” bevel option.

12. Click and drag down the top center sizing handle of the plot area approximately one inch (see Figure

4.39 "Adjusting the Size of the Plot Area").

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13. Click and drag up the bottom center sizing handle approximately three-quarters of an inch (see Figure

4.39 "Adjusting the Size of the Plot Area"). This step and step 12 are necessary to create space at the

top and bottom of the chart to add annotations.

Figure 4.39 "Adjusting the Size of the Plot Area" shows the Change in Health Care Spend Source chart

prior to adding the series lines and annotations. Notice that the Ribbon has been minimized to improve

the visibility of the chart. The remaining steps will focus on adding lines and annotations:

Figure 4.39 Adjusting the Size of the Plot Area

14. Click the Layout tab in the Chart Tools section of the Ribbon.

15. Click the Lines button in the Analysis group of commands.

16. Click the Series Lines option from the drop-down list. This adds lines to the chart, connecting each

data series between the two stacks (see Figure 4.40 "Selecting the Series Lines Option").

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Figure 4.40 Selecting the Series Lines Option

17. Click any of the series lines added to the chart. Clicking one line will activate all lines on the chart

(see Figure 4.41 "Activating the Series Lines").

Figure 4.41 Activating the Series Lines

18. Click the Shape Outline button in the Format tab of the Ribbon. Place the mouse pointer over the

Weight option and select the “2¼ line weight” option.

Figure 4.42 "Series Lines Added to the Stacked Column Chart" shows the appearance of the chart with the

series lines connecting the two stacks. This formatting enhancement is common for stacked column

charts. The lines help focus the audience’s attention to changes in the percent of total trend. In this case,

the audience can quickly see the decline in the Out of Pocket category (blue) and the increase in the

Health Insurance category (red).

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Figure 4.42 Series Lines Added to the Stacked Column Chart

19. Click anywhere in the chart area of the Change in Health Care Spend Source chart.

20. Click the Text Box button in the Insert tab of the Ribbon (see Figure 4.43 "Lines Added to the Stacked

Column Chart").

21. Place the mouse pointer on the left edge of the chart area approximately one-quarter inch from the

top. Click and drag a rectangle approximately one and a half inches wide and one-quarter inch high

(see Figure 4.43 "Lines Added to the Stacked Column Chart").

22. Click the Home tab of the Ribbon and change the font style to Arial, change the font size to 10 points,

and select the bold and italics commands.

23. Type Dollars in Millions. This tells the audience that the numbers have been truncated and

represent denominations in millions. This means you would add six zeros to the end of each number

on the chart. Therefore, the Out of Pocket value for 1969 is shown as $22,617 but is actually

$22,617,000,000, or $22.6 billion.

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Figure 4.43 Lines Added to the Stacked Column Chart

24. Repeat steps 19–22 to add a second text box to the chart. Begin drawing this text box below the first

box approximately one inch in from the left edge of the chart (see Figure 4.43 "Lines Added to the

Stacked Column Chart"). Complete the formatting changes in step 22 and select the Align Text Right

command.

25. Type 100% = in the second text box.

26. Repeat steps 19–22 to add a third text box to the chart. Center this text box over the 1969 stack. In

addition to the formatting commands in step 22, select the Center align command and the Underline

command.

27. Type $66,172 in the third text box.

28. Repeat steps 19–22 to add a fourth text box to the chart. Center this text box over the 2009 stack. In

addition to the formatting commands in step 22, select the Center align command and the Underline

command.

29. Type $2,486,293 in the fourth text box.

30. Repeat steps 19–22 to add a fifth text box to the chart. Begin drawing this text box at the bottom left

edge of the chart, just below the data table. The text box will need to be at least four inches wide.

31. Type Source: US Department of Health and Human Services in the fifth text box.

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Figure 4.44 "Completed Stacked Column Chart with Annotations" shows the completed Change in Health

Care Spend Source stacked column chart. The lines and annotations provide key information for

understanding the data and interpreting the trends presented on the chart.

Figure 4.44 Completed Stacked Column Chart with Annotations

Integrity Check
Annotations and Axis Titles

Although adding annotations and axis titles can be a tedious process, doing so maintains a high level of

integrity for your charts. People can misinterpret the message being conveyed by the chart if they make

inaccurate assumptions about the values displayed. Axis titles and annotations help prevent readers from

making false assumptions and ensure that readers see the most accurate representation of the message

being conveyed by the chart.

Skill Refresher: Adding Series Lines

1. Click anywhere on the chart area.

2. Click the Layout tab of the Ribbon.

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3. Click the Lines button in the Analysis group of commands.

4. Click the Series Lines option from the drop-down list.

Skill Refresher: Adding Annotations

1. Click anywhere on the chart area.

2. Click the Insert tab of the Ribbon.

3. Click the Text Box button in the Text group of commands.

4. Click and drag the size of the text box needed on the chart.

5. Apply any desired format changes from the Home tab of the Ribbon.

6. Type the desired text.

KEY TAKEAWAYS
 Applying appropriate formatting techniques is critical for making a chart easier to read.

 Many formatting commands in the Home tab of the Ribbon can be applied to a chart.

 To change the number format for a data label, you must use the Number section in the Format Data

Labels dialog box. You cannot use the Number format commands in the Home tab of the Ribbon.

 To change the number format for the values on the Y axis, and the X axis in the case of a scatter chart,

you must use the Number section of the Format Axis dialog box. You cannot use the Number format

commands in the Home tab of the Ribbon.

 Axis titles and annotations help prevent false assumptions from being made and ensure that the reader

sees the most accurate representation of the information presented on a chart.

EXERCISES
1. You need to format the numbers along the Y axis of a column chart to US dollars with zero decimal

places. Which of the following describes the method that would allow you to accomplish this?

a. Activate the Y axis and use any of the number formatting commands in the Home tab of the

Ribbon.

b. Activate the Y axis and click the Data Labels button in the Layout tab of the Ribbon.

c. Activate the Y axis and click the Format Selection button in the Layout tab of the Ribbon.

d. Activate the Y axis and click the Axis Titles button in the Layout tab of the Ribbon.

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1. Which of the following statements is accurate with regard to changing the color of a data series on a

column chart?

a. Click one bar on the column chart plot area to activate all bars for that data series. Click the Fill

Color button in the Home tab of the Ribbon and select a color.

b. Click one bar on the column chart plot area twice to activate all bars for that data series. Click

the Shape Fill button in the Format tab of the Ribbon and select a color.

c. Click the Legend one time and then click the name of the data series to activate it. Click the

Shape Fill button in the Format tab of the Ribbon and select a color.

d. Both A and C are valid methods for changing the color of a data series.

1. Which of the following methods is accurate with respect to formatting the legend?

a. Click the legend one time and use any of the available formatting commands in the Home tab of

the Ribbon.

b. Click the Legend button in the Layout tab of the Ribbon and select from the drop-down list of

commands.

c. Click the legend one time to activate it and use any of the formatting commands in the Design

tab of the Ribbon.

d. None of the above.

1. Which of the following is the most efficient way to add a title to the Y axis of a chart?

a. Add a text box to the plot area and drag it over to the Y axis.

b. Type the title into the formula bar. This adds a text box to the plot area that can be dragged over

to the Y axis.

c. Select the vertical axis option from the Axis Titles button in the Layout tab of the Ribbon.

d. Select the axis title option in the Select Data Source dialog box after clicking the Select Data

button in the Design tab of the Ribbon.

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4.3 The Scatter Chart

LEARNING OBJECTIVES
1. Construct a scatter chart to show the supply and demand curves for a market.

2. Learn how to adjust the scale of the X and Y axes of a scatter chart.

3. Add a trendline and line equation to a data series on a scatter chart.

This section focuses on the scatter chart type. What makes this chart different from the other charts

demonstrated in this chapter is that values are used on both the X and Y axes. So far, the charts we

have demonstrated in this chapter use categories or qualitative labels for the X axis. This means that

the distance between each category on the X axis will always be the same, even if numbers are used.

In a scatter chart, the X axis operates just like the Y axis. In other words, the distance between the

values on the X axis will vary depending on the value of the number. Depending on the format, we

can create the scatter chart to look just like a line chart. Since both the X and Y axes contain

quantitative values, the scatter chart is a valuable tool for studying various shapes or functional

forms for a line chart. In fact, a common feature used with the scatter chart is the trendline and

equation. Excel can evaluate the line that is produced on a scatter chart and produce a mathematical

equation. We will demonstrate these features in this section.

Supply and Demand: The Scatter Chart

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.14 if starting here.)

A common use for a scatter chart is the study of supply and demand curves. This is because the data

points for both the supply and demand lines require quantitative values on both the X and Y axes. The Y

axis contains the price of a certain good or item; the X axis contains the quantity sold for that good or

item. Fundamental economic laws state that as prices rise, sellers are willing to increase supply and sell

more goods. However, the reverse is true for consumers. As prices rise, consumers purchase fewer goods.

The Supply & Demand worksheet contains hypothetical data for the supply and demand of breakfast

cereal. There are ten data points to show the change in supply and demand as the price changes in

Column A. The values you see in Columns A through C are formula outputs that are driven by the

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percentage in cell C14. For example, if the percentage in cell C14 is changed to 10, each price listed in

Column A will increase, as shown in Figure 4.45 "Hypothetical Supply and Demand Data".

Figure 4.45 Hypothetical Supply and Demand Data

We will use the scatter chart to study the change in quantity supplied and demanded as the price increases

over ten data points, as shown in Figure 4.45 "Hypothetical Supply and Demand Data". For many of the

charts demonstrated in this chapter, we were able to highlight a range of cells and insert the chart type we

needed. This was especially the case when the data was in a contiguous range of cells. However, this

method rarely works when creating a scatter chart, even if the data are in a contiguous range. As a result,

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the method we present here starts with a blank chart and demonstrates how each data series is added to

the chart individually. The following steps explain how we create this chart:

1. Change the value in cell C14 on the Supply & Demand worksheet to zero.

2. Activate cell E1 on the Supply & Demand worksheet. It is important to note that this cell

location is not adjacent to any data on the worksheet.

3. Click the Scatter button from the Charts group of commands on the Insert tab of the Ribbon.

4. Select the Scatter with Smooth Lines and Markers format from the drop-down list of options

(see Figure 4.46 "Selecting a Scatter Chart Format"). This adds a blank chart to the worksheet.

Figure 4.46 Selecting a Scatter Chart Format

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 5. Click and drag the chart so the upper left corner is in the center of cell E2.

6. Resize the chart so the left side is locked to the left side of Column E, the right side is locked to the

right side of Column M, the top is locked to the top of Row 2, and the bottom is locked to the

bottom of Row 17.

7. Click the Design tab in the Chart Tools section of the Ribbon. Then click the Select Data button in

the Data group of commands. This opens the Select Data Source dialog box.

8. Click the Add button on the left side of the Select Data Source dialog box. This opens the Edit

Series dialog box. Notice on this dialog box there are inputs for defining values for both the X and

Y axes. Charts that we previously created using this method only had an input for putting values

on the Y axis.

9. Type the series name Demand. This should appear in the Series name input box.

10. Press the TAB key on your keyboard to advance to the Series X values input box on the Edit Series

dialog box.

11. Highlight the range B3:B12 on the Supply & Demand worksheet. You will see this range appear

in the Series X values input box after it is highlighted.

12. Press the TAB key on your keyboard to advance to the Series Y values input box on the Edit Series

dialog box.

13. Highlight the range A3:A12 on the Supply & Demand worksheet.

14. Figure 4.47 "Defining the Demand Data Series" shows the final settings in the Edit Series dialog

box for the Demand data series. You will see that as the X and Y axis values are defined in the

dialog box, they appear on the chart. The chart in this figure shows the price along the Y axis and

quantity along the X axis.

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Figure 4.47 Defining the Demand Data Series

15. Click the OK button at the bottom of the Edit Series dialog box.

16. Click the Add button on the left side of the Select Data Source dialog box.

17. Type the series name Supply. This should appear in the Series name input box.

18. Press the TAB key on your keyboard to advance to the Series X values input box on the Edit Series

dialog box.

19. Highlight the range C3:C12 on the Supply & Demand worksheet. This range appears in the

Series X values input box after it is highlighted.

20. Press the TAB key on your keyboard to advance to the Series Y values input box on the Edit Series

dialog box.

21. Highlight the range A3:A12 on the Supply & Demand worksheet.

22. Click the OK button at the bottom of the Edit Series dialog box.

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 23. Click the OK button at the bottom of the Select Data Source dialog box.

Why?

For Scatter Charts, Start with a Blank Chart

When creating a scatter chart, it is best to start with a blank chart and add each data series individually.

This is because Excel will not always guess correctly which values belong on the X and Y axes since both

contain numbers. For other chart types, such as column or line charts, the X axis contains nonnumeric

data so it’s easy for Excel to configure the chart you need.

Figure 4.48 "Scatter Chart Showing One Price" shows the appearance of the scatter chart before any

formatting enhancements are applied. Notice only two plot points are located on the chart. This is because

the price change value in cell C14 is still zero. Therefore, the data are not reflecting any change in price,

quantity demanded, or quantity supplied. The chart shows that at the current price of $1.50, suppliers are

willing to provide fewer units compared with the number of units consumers are willing to buy.

Figure 4.48 Scatter Chart Showing One Price

The following steps explain the formatting enhancements we will apply to the scatter chart shown

in Figure 4.48 "Scatter Chart Showing One Price":

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1. Add a title to the chart by clicking the Chart Title button in the Layout tab of the Chart Tools section

of the Ribbon. Use the Above Chart option from the drop-down list.

2. Select Subtle Effect - Orange, Accent 6 from the preset style list in the Shape Styles group of

commands on the Format tab of the Ribbon.

3. Change the font style of the chart title to Arial and the font size to 14 points.

4. Change the wording of the chart title as follows: Supply and Demand for Breakfast Cereal.

5. Add a title to the Y axis. Use the Rotated Title option from the Primary Vertical Axis Title drop-down

list after clicking the Axis Titles button in the Layout tab of the Ribbon.

6. Repeat steps 2 and 3 to format the Y axis title. However, change the font size to 12 points.

7. Change the wording of the Y axis title as follows: Price per Unit.

8. Add a title to the X axis.

9. Repeat steps 2 and 3 to format the X axis title. However, change the font size to 12 points.

10. Change the wording of the X axis title as follows: Quantity in Units.

11. Make the following format changes to the X and Y axis values: font style Arial, font size 11 points, and

bold.

12. Change the color of the chart area to Aqua, Accent 5, Lighter 40% (seeFigure 4.49 "Formatting

Enhancements Added to the Scatter Chart").

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Figure 4.49 Formatting Enhancements Added to the Scatter Chart

13. Apply a bevel effect to the plot area. Use the Circle format option from the Bevel drop-down list of

options.

14. Change the font style of the legend to Arial and bold the font.

15. Change the value in cell C14 to 2. Then change it to 4 and then to 8. Change the value one more time

to 14. As you change the values in cell C14, you will see the lines change on the chart.

Figure 4.50 "Scatter Chart with Price Change at 2%" shows the completed scatter chart when the Price

Change is set to 2%, and Figure 4.51 "Scatter Chart with Price Change at 14%" shows the same chart when

the Price Change is set to 14%. The point at which the demand and supply lines intersect on Figure 4.51

"Scatter Chart with Price Change at 14%" is known as the market equilibrium point.

The market equilibrium is where the quantity demanded equals the quantity supplied at a specific price.

The price where quantity demanded equals quantity supplied is referred to as the equilibrium price.

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Figure 4.50 Scatter Chart with Price Change at 2%

Figure 4.51 Scatter Chart with Price Change at 14%

Skill Refresher: Creating a Scatter Chart

1. Click a blank cell that is not adjacent to any data on the worksheet.

2. Click the Insert tab of the Ribbon.

3. Click the Scatter button in the Charts group of commands.

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4. Select a format option from the drop-down list.

5. Move the blank chart off any cell locations containing data that will be used to create the chart.

6. Click the Select Data button in the Design tab of the Chart Tools section of the Ribbon.

7. Click the Add button on the Select Data Source dialog box.

8. Type a name for the data series in the Series name input box in the Edit Series dialog box.

9. Press the TAB key on your keyboard to advance to the Series X values input box.

10. Highlight the range of cells on your worksheet that contain values to be plotted on the X axis.

11. Press the TAB key on your keyboard to advance to the Series Y values input box.

12. Highlight the range of cells on your worksheet that contain values to be plotted on the Y axis.

13. Click the OK button in the Edit Series dialog box.

14. Repeat steps 7 through 13 for each data series you want to add to the chart.

15. Click the OK button at the bottom of the Select Data Source dialog box.

Changing the Scale of the X and Y Axes

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.15 if starting here.)

For all the charts demonstrated in this chapter, Excel has automatically established the scale for the Y

axis. For scatter charts, Excel has also established the scale for the X axis. The axis scale is the minimum

and maximum value that appears on an axis. For example, in Figure 4.51 "Scatter Chart with Price Change

at 14%", the Y axis scale is set to a minimum value of zero and a maximum value of 6.00. Although this is

a very convenient feature of Excel, you may want to change the scale in some instances. If you change the

value in cell C14 on the Supply & Demand worksheet, the lines jump or shift on the plot area of the

chart. This is because Excel keeps rearranging the scale of both the X and Y axes. When studying the

shape of lines, it is best to set the scale so it does not change. The following steps explain how to

accomplish this:

1. Change the value in cell C14 on the Supply & Demand worksheet to zero.

2. Click anywhere on the Y axis of the chart.

3. Click the Format Selection button in the Layout tab of the Chart Tools section of the Ribbon. This

opens the Format Axis dialog box.

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 4. Click the Fixed option next to the Minimum setting under the Axis Options in the Format Axis

dialog box. This ensures that the minimum value for the Y axis will always be zero.

5. Click the Fixed option next to the Maximum setting under the Axis Options in the Format Axis

dialog box.

6. Click in the input box next to the Maximum setting. Remove the 1.6 and enter the number 5.0.

We will not be studying the behavior of supply and demand beyond a $5.00 price point, so there

is no need to extend the Y axis beyond this point.

7. Click the Fixed option next to the Major Unit setting under the Axis Options in the Format Axis

dialog box.

8. Click in the input box next to the Major Unit setting and change the value from 0.2 to 0.5

(see Figure 4.52 "Setting the Y Axis Scale"). This allows us to measure the plot points in $0.50

intervals along the Y axis. When the axis extends to $5.00, $0.20 intervals may place too many

values along the Y axis, making it difficult to read.

9. Click the Close button at the bottom of the Format Axis dialog box.

Figure 4.52 Setting the Y Axis Scale

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 10. Click anywhere along the X axis of the chart.

11. Click the Format Selection button in the Layout tab of the Chart Tools section of the Ribbon. This

opens the Format Axis dialog box for the X axis.

12. Click the Fixed option next to the Minimum setting under the Axis Options in the Format Axis

dialog box. This ensures that the minimum value for the X axis will always be zero.

13. Click the Fixed option next to the Maximum setting under the Axis Options in the Format Axis

dialog box.

14. Click in the input box next to the Maximum setting. Remove the 500.0 and enter the

number 450.0. The number of units supplied or demanded will not exceed 450 based on the

price points in our study. There is no need to extend the X axis to 500.

15. Click the Fixed option next to the Major Unit setting under the Axis Options in the Format Axis

dialog box.

16. Click in the input box next to the Major Unit setting and change the value from 100.0 to 50.0.

This allows us to measure the plot points in 50-unit intervals along the X axis.

17. Click the Close button at the bottom of the Format Axis dialog box.

18. Change the value in cell C14 to 2. Then change it to 4 and then to 8. Change the value one more

time to 14. As you change the values in cell C14, the lines change but they no longer jump or shift

since the scale of both axes is fixed.

Figure 4.53 "Final Appearance of the Scatter Chart" shows the final appearance of the scatter chart after

the scale is set for both the X and Y axes. Notice that market equilibrium is achieved at a price of

approximately $2.50.

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Figure 4.53 Final Appearance of the Scatter Chart

Adding a Trendline and Equation

Follow-along file: Continue with Excel Objective 4.00. (Use file Excel Objective 4.16 if starting here.)

A trendline can be applied to a chart to estimate or predict where plot points may occur at various points

along the X and Y axes. Excel enables you to add a trendline to a chart and also provides the equation you

can use to plot additional points. The following steps explain how to accomplish this:

1. Set the value in cell C14 on the Supply & Demand worksheet to 14.

2. Click anywhere in the chart area of the scatter chart to activate it.

3. Click the Trendline button in the Layout tab of the Ribbon. Select the Linear Trendline option

from the drop-down list.

4. Select the Demand option from the Add Trendline dialog box and click the OK button. This adds a

new line to the plot area of the chart as well as the legend.

5. Figure 4.54 "Adding a Linear Trendline" shows the scatter chart after adding a linear trendline.

Notice that the line goes through only two points on the demand line. This indicates that this

trendline may not be a good fit for the line that has been created on the chart.

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Figure 4.54 Adding a Linear Trendline

6. Finding the right shape for a trendline may require trying a few different options. As shown

in Figure 4.54 "Adding a Linear Trendline", the linear trendline is not a good fit for the shape of

the demand line. The remaining steps will demonstrate how to remove a trendline and access

more trendline options:

7. Click the Trendline button in the Layout tab of the Ribbon. Select the None option from the drop-

down list. This removes the trendline from the chart.

8. Click the Trendline button in the Layout tab of the Ribbon again. This time, select More Trendline

Options from the drop-down list.

9. Select the Demand option from the Add Trendline dialog box and click OK. This opens the Format

Trendline dialog box.

10. Select the Power option from the Format Trendline dialog box.

11. Click the “Display Equation on chart” option at the bottom of the Format Trendline dialog box

(see Figure 4.55 "The Format Trendline Dialog Box").

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 12. Click the Close button at the bottom of the Format Trendline dialog box.

Figure 4.55 The Format Trendline Dialog Box

Figure 4.56 "Scatter Chart with a Power Trendline" shows the scatter chart with the Power trendline

added for the demand series. Notice that the line fits perfectly over the demand series in the plot area. In

fact, it may be difficult to see the line in the figure. This indicates that the trendline is an excellent fit for

the demand line. As a result, we can be confident in using this line to predict other demand values along

the X and Y axes. You can also see that the equation for this trendline has been added to the plot area of

the chart. We can use the equation to calculate the price for each quantity value substituted for X. For

example, if the number 150 is substituted for X in the equation, the result is a price of $2.59. Based on the

values used to create the chart, this result appears to be accurate.

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Figure 4.56 Scatter Chart with a Power Trendline

Skill Refresher: Adding a Trendline

1. Click anywhere on the chart area.

2. Click the Layout tab of the Ribbon.

3. Click the Trendline button.

4. Select one of the preset trendline options from the drop-down list or select More Trendline Options to

open the Add Trendline dialog box.

5. Select a data series in the Add Trendline dialog box and click the OK button.

6. Select the “Display Equation on chart” option from the Format Trendline dialog box to add the

trendline equation to the chart.

7. Click the Close button at the bottom of the dialog box.

KEY TAKEAWAYS
 When creating a scatter chart, it is best to start with a blank chart and add each data series individually.

The highlight and click method is less reliable since numeric values are assigned to both the X and Y axes.

As a result, Excel often guesses incorrectly which values are assigned to the X and Y axes.

 Finding the best fit for a trendline is often a matter of trial and error. You may have to try a few different

trendlines to determine which form is the best fit for your data series.

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 You must open the Format Trendline dialog box to add the line equation to the plot area of the chart.

EXERCISES
1. Which of the following is the best chart type to use if you need to create a line chart where both the

X and Y axes contain numeric values?

a. line chart

b. scatter chart

c. either a line chart or a scatter chart

d. area chart

1. Which of the following methods allows you to set the scale of the Y axis?

a. Activate the Y axis and click the Scale button in the Page Layout tab of the Ribbon.

b. Activate the Y axis and click the Format Selection button in the Layout tab of the Ribbon.

c. Activate the Y axis and click the Axes button in the Layout tab of the Ribbon; select the Primary

Vertical Axis option and then select More Primary Vertical Axis Options.

d. Both B and C are correct.

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4.4 Using Charts with Microsoft® Word® and Microsoft®
PowerPoint®

LEARNING OBJECTIVES
1. Learn how to paste an image of an Excel chart into a Word document.

2. Learn how to paste a link to an Excel chart into a PowerPoint slide.

Charts that are created in Excel are commonly used in Microsoft Word documents or for

presentations that use Microsoft PowerPoint slides. Excel provides options for pasting an image of a

chart into either a Word document or a PowerPoint slide. You can also establish a link to your Excel

charts so that if you change the data in your Excel file, it is automatically reflected in your Word or

PowerPoint files. We will demonstrate both methods in this section.

Pasting a Chart Image into Word

Follow-along file: Excel Objective 4.17

Excel charts can be valuable tools for explaining quantitative data in a written report. Reports that

address business plans, public policies, budgets, and so on all involve quantitative data. For this example,

we will assume that the Change in Health Care Spend Source stacked column chart (see Figure 4.44

"Completed Stacked Column Chart with Annotations") is being used in a written policy report. The

following steps demonstrate how to paste an image, or picture, of this chart into a Word document:

1. Click below the figure heading in the Word document that reads: Figure 6: Health Care Spending

in the U.S. The image of the stacked column chart will be placed below this heading.

2. Open the Excel Objective 4.16 follow-along file.

3. Activate the Change in Health Care Spend Source chart in the Health Spending

Chart worksheet.

4. Click the Copy button in the Home tab of the Ribbon.

5. Go back to the Excel Objective 4.17 Word document by clicking the file in the taskbar.

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 6. Click the drop-down arrow below the Paste button in the Home tab of the Ribbon. Click the

Picture option from the drop-down list, which is the last option on the far right (see Figure 4.57

"Paste Picture Option for Word").

7. Click anywhere on the picture of the chart to activate it.

8. Click the Format tab under the Picture Tools section of the Ribbon (seeFigure 4.58 "Changing the

Size of a Picture in Word").

Figure 4.57 Paste Picture Option for Word

9. Click the down arrow on the Shape Width button in the Size group of commands (see Figure 4.58

"Changing the Size of a Picture in Word"). Continue to click the down arrow until the width of the

picture is 5.5. As you reduce the width of the picture, the height is automatically reduced as well.

Figure 4.58 Changing the Size of a Picture in Word

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Figure 4.59 "Final Appearance of Pasting a Chart Image into Word" shows the final appearance of the

Change in Health Care Spend Source chart pasted into a Word document. It is best to use either the Shape

Width or Shape Height buttons to reduce the size of the chart. Using either button automatically reduces

the height and width of the chart in proper proportion. If you choose to use the sizing handles to resize the

chart, holding the SHIFT key while clicking and dragging on a corner sizing handle will also keep the chart

in proper proportion.

Figure 4.59 Final Appearance of Pasting a Chart Image into Word

Skill Refresher: Pasting a Chart Image into Word

1. Activate an Excel chart and click the Copy button in the Home tab of the Ribbon.

2. Click on the location in the Word document where the Excel chart will be pasted.

3. Click the down arrow of the Paste button in the Home tab of the Ribbon.

4. Click the Picture option from the drop-down list.

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5. Click the Format tab in the Picture Tools section of the Ribbon.

6. Resize the picture by clicking the up or down arrow on the Shape Width or Shape Height buttons.

Pasting a Linked Chart Image into PowerPoint

Follow-along file: Excel Objective 4.18

Microsoft PowerPoint is perhaps the most commonly used tool for delivering live presentations. The

charts used in a live presentation are critical for efficiently delivering your ideas to an audience. Similar to

written documents, a wide range of presentations may require the explanation of quantitative data. This

demonstration includes a PowerPoint slide that could be used in a presentation for setting prices for a

hypothetical breakfast cereal company. We will paste the scatter chart showing the supply and demand for

breakfast cereal into this PowerPoint slide. However, instead of pasting an image, as demonstrated in the

Word document, we will establish a link to the Excel file. As a result, if we change the chart in the Excel

file, the change will be reflected in the PowerPoint file. The following steps explain how to accomplish

this:

1. Open the Excel Objective 4.16 follow-along file.

2. Activate the scatter chart in the Supply & Demand worksheet.

3. Click the Copy button in the Home tab of the Ribbon.

4. Go back to the Excel Objective 4.18 PowerPoint file by clicking the file in the taskbar.

5. Click the down arrow below the Paste button in the Home tab of the Ribbon in the PowerPoint

file.

6. Select the Keep Source Formatting & Link Data option from the drop-down list (see Figure 4.60

"Creating a Link to an Excel Chart in PowerPoint"). This pastes an image of the Excel chart into

the PowerPoint slide. In addition, a link is created so that any changes made to the chart appear

on the PowerPoint slide.

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Figure 4.60 Creating a Link to an Excel Chart in PowerPoint

7. Click anywhere in the plot area of the scatter chart pasted into the PowerPoint slide. You will see

the same Excel Chart Tools tabs added to the Ribbon (see Figure 4.61 "Modifying an Excel Chart

Pasted into a PowerPoint Slide").

Figure 4.61 Modifying an Excel Chart Pasted into a PowerPoint Slide

8. Click the down arrow next to the Shape Fill button in the Format tab of the Ribbon. Select the

white color block from the palette (see Figure 4.61 "Modifying an Excel Chart Pasted into a

PowerPoint Slide").

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 9. Go back to the Excel Objective 4.16 file by clicking it in the taskbar.

10. In the Supply & Demand worksheet, change the value in cell C14 to 6.

11. Go back to the Excel Objective 4.18 PowerPoint file by clicking it in the taskbar.

12. Click the Design tab in the Chart Tools section of the Ribbon. Click the Refresh Data button

(see Figure 4.62 "Refreshing a Linked Excel Chart Pasted into a PowerPoint Slide"). The change

made in the Excel workbook is now reflected on the PowerPoint slide.

Integrity Check

Refreshing Linked Charts in PowerPoint and Word

When creating a link to a chart in Word or PowerPoint, you must refresh the data if you make any changes

in the Excel workbook. This is especially true if you make changes in the Excel file prior to opening the

Word or PowerPoint file that contains a link to a chart. To refresh the chart, make sure it is activated, then

click the Refresh Data button in the Design tab of the Ribbon. Forgetting this step can result in old or

erroneous data being displayed on the chart.

Figure 4.62 "Refreshing a Linked Excel Chart Pasted into a PowerPoint Slide"shows the appearance of the

scatter chart in the PowerPoint slide after the color of the plot area was changed back to white. Figure

4.63 "Final Chart Linked to a PowerPoint Slide" shows the appearance of the scatter plot after the change

was made in the Supply & Demand worksheet in the Excel file. The change that was made in the Excel

file will appear in the PowerPoint file after clicking the Refresh Data button.

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Figure 4.62 Refreshing a Linked Excel Chart Pasted into a PowerPoint Slide

Figure 4.63 Final Chart Linked to a PowerPoint Slide

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Integrity Check

Severed Link?

When creating a link to an Excel chart in Word or PowerPoint, you must keep the Excel workbook in its

original location on your computer or network. If you move or delete the Excel workbook, you will get an

error message when you try to update the link in your Word or PowerPoint file. You will also get an error

if the Excel workbook is saved on a network drive that your computer cannot access. These errors occur

because the link to the Excel workbook has been severed. Therefore, if you know in advance that you will

be using a USB drive to pull up your documents or presentation, move the Excel workbook to your USB

drive before you establish the link in your Word or PowerPoint file.

Skill Refresher: Pasting a Linked Chart Image into PowerPoint

1. Activate an Excel chart and click the Copy button in the Home tab of the Ribbon.

2. Click in the PowerPoint slide where the Excel chart will be pasted.

3. Click the down arrow of the Paste button in the Home tab of the Ribbon.

4. Click the Keep Source Formatting & Link Data option from the drop-down list.

5. Click the Refresh Data button in the Design tab of the Ribbon to ensure any changes in the Excel file

are reflected in the chart.

KEY TAKEAWAYS
 When pasting an image of an Excel chart into a Word document or PowerPoint file, use the Picture option

from the Paste drop-down list of options.

 When creating a link to a chart in Word or PowerPoint, you must refresh the data if you make any

changes in the Excel workbook.

EXERCISES
1. When pasting an image of an Excel chart into a Word document, which of the following commands

would you use?

a. Click the Paste button in the Home tab of the Ribbon.

b. Click the down arrow below the Paste button in the Home tab of the Ribbon, and select the

Picture option from the drop-down list.

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 c. Click the down arrow below the Paste button in the Home tab of the Ribbon, and select the

Embed Workbook option from the drop-down list.

d. Click the Object button in the Insert tab of the Ribbon.

1. Which of the following is true with respect to creating a linked chart image in a PowerPoint slide?

a. The image will always reflect any changes that are made in the Excel workbook.

b. You will not be able to run PowerPoint in slide show mode unless the Excel workbook is open.

c. You must activate the image and click the Refresh Data button in the Design tab of the Ribbon to

ensure any changes made in the Excel workbook are reflected in the image pasted into the

PowerPoint slide.

d. You must have the Excel workbook open in order for the image to be refreshed in the

PowerPoint slide.

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4.5 Chapter Assignments and Tests
To assess your understanding of the material covered in the chapter, please complete the following

assignments.

Careers in Practice (Skills Review)

Fashion Industry Size Analysis (Comprehensive Review Part A)

Starter File: Chapter 4 CiP Exercise 1

Difficulty: Level 1 Easy

If you are contemplating a career in the fashion industry, you will likely be working with an apparel size

analysis report. Understanding the most commonly purchased sizes is critical for any company in the

fashion industry. For example, in the apparel manufacturing industry, you have to know how many units

to manufacture in each size for a particular garment. In addition, you have to know the exact garment

specifications for the sizes small, medium, large, and so on. If you are pursuing a career on the retail side

of the fashion industry, your job may be a little more complicated. You have to know how many units of

each size of a particular garment to ship to each store. There is nothing more devastating to a fashion

company’s sales than luring customers into a store with a great-looking garment and not having their

sizes available. The charts presented in this chapter can be valuable tools in analyzing size information for

garments. This exercise uses the concept of the frequency distribution and frequency comparison to

analyze demand by garment size for the knit tops department of an apparel manufacturing company. The

information displayed on these charts can be used to establish the production plan for manufacturing the

garments for this department. Begin this exercise by opening the file named Chapter 4 CiP Exercise 1.

1. Highlight the range A4:A8 on the Size Analysis worksheet.

2. Hold down the CTRL key on your keyboard and highlight the range C4:C8.

3. Click the Column button in the Insert tab of the Ribbon. Select the 2-D Clustered Column format

option from the drop-down list.

4. Move the column chart to a new chart sheet by clicking the Move Chart button in the Design tab of the

Ribbon. The sheet tab label should readTops Size Chart.

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5. Remove the legend by clicking it once and pressing the DELETE key on your keyboard.

6. Click the Chart Title button in the Layout tab of the Chart Tools section of the Ribbon. Select the

Above Chart option from the drop-down list.

7. Format the chart title by selecting Subtle Effect - Red, Accent 2 from the preset shape style formats in

the Format tab of the Ribbon. Change the font style of the chart title to Arial and change the font size

to 24 points.

8. Click in the chart title and delete text. Type Knit Tops Unit Sales by Size.

9. Click any of the bars in the plot area of the chart. Click the down arrow on the Shape Fill button in the

Format tab of the Ribbon. Select the Tan, Background 2, Darker 25% color from the drop-down

palette.

10. Click the Data Labels button in the Layout tab of the Ribbon. Select the Inside End option from the

drop-down list.

11. Click any data label on the bars of the chart one time. Use the formatting commands in the Home tab

of the Ribbon to change the font style to Arial, change the font size to 14 points, and bold the font.

12. Use the formatting commands in the Home tab of the Ribbon to format the X and Y axes. Click

anywhere on the axis to activate it. Then change the font style to Arial, change the font size to 14

points, and bold the font.

13. Click anywhere on the plot area of the chart to activate it. Click and drag down the top center sizing

handle approximately one inch. There should be about one inch of space between the bottom of the

chart title and the top of the plot area.

14. Click the Text Box button in the Insert tab of the Ribbon. Starting from the far upper left side of the

chart area, approximately one-half inch below the top, click and drag a box that is approximately two

and a half inches wide and one-half inch high.

15. Format the text box using the commands in the Home tab of the Ribbon. Change the font style to

Arial, change the font size to 12 points, and select the bold and italics commands.

16. Type the following in the text box: Based on 2010 Unit Sales.

17. Click cell G4 on the Size Analysis worksheet.

18. Click the Column button in the Insert tab of the Ribbon and select the 3-D Clustered Column format

from the drop-down list.

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19. Move the chart so the upper left corner is in the center of cell G2.

20. Resize the chart so the left side is locked to the left side of Column G, the right side is locked to the

right side of Column N, the top is locked to the top of Row 2, and the bottom is locked to the bottom

of Row 18.

21. Click the Select Data button in the Design tab of the Ribbon.

22. Click the Add button on the Select Data Source dialog box.

23. Type Knit Tops in the Series name input box. Then press the TAB key on your keyboard, highlight

the range C4:C8, and click the OK button on the Edit Series dialog box.

24. Click the Add button again on the Select Data Source dialog box.

25. Type the word Company in the Series name input box. Then press the TAB key on your keyboard,

highlight the range E4:E8, and click the OK button on the Edit Series dialog box.

26. Click the Edit button on the right side of the Select Data Source dialog box.

27. Highlight the range A4:A8 and click the OK button on the Axis Labels dialog box. Then click the OK

button on the Select Data Source dialog box.

28. Add a chart title above the plot area of the chart. The title should state the following: Size

Comparison 2010 Unit Sales. Select the Underline command in the Home tab of the Ribbon.

29. Add a title to the Y axis. Select the Rotated Title format from the drop-down list under the Primary

Vertical Axis Title option in the Axis Titles button on the Layout tab of the Ribbon. The title should

state: Percent of Total Unit Sales. Change the font size of the title to 12 points and select the

Underline command in the Home tab of the Ribbon.

30. Click anywhere on the Y axis to activate it. Then click the Format Selection button in the Layout tab of

the Ribbon.

31. Click the Number option on the left side of the Format Axis dialog box. Click in the Decimal Places

input box and change the value to zero. Then click the Close button at the bottom of the Format Axis

dialog box.

32. Use the formatting commands in the Home tab of the Ribbon to format the X and Y axes. Click

anywhere on the axis to activate it. Then change the font size to 12 points and bold the font.

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33. Click and drag the legend so the top border of the legend aligns with the top line of the chart plot area.

Use the formatting commands in the Home tab of the Ribbon to increase the font size of the legend to

12 points and select the bold and italics commands.

34. Click anywhere on the plot area to activate it. Then click the down arrow on the Shape Fill button in

the Format tab of the Ribbon. Select the Tan, Background 2, Darker 10% option from the color

palette.

35. Click any of the bars representing the Knit Tops data series. Then click the down arrow on the Shape

Fill button in the Format tab of the Ribbon. Select the Olive Green, Accent 3, Lighter 40% option from

the color palette.

36. Save the workbook by adding your name in front of the current workbook name (i.e., “your

name Chapter 4 CiP Exercise 1”).

37. Close the workbook and Excel.

Figure 4.64 Completed 2-D Column Chart CiP Exercise 1

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Figure 4.65 Completed 3-D Column Chart CiP Exercise 1

Careers in Practice (Skills Review)

Fashion Retail Markdown Analysis (Comprehensive Review Part B)

Starter File: Chapter 4 CiP Exercise 1 (Continued from Comprehensive Review Part A)

Difficulty: Level 2 Moderate

The following exercise continues the fashion industry theme that was presented in part A of this exercise.

In this exercise, we focus on the retail side of the fashion industry. Markdowns are a critical component

for operating a successful fashion retail business. When an item is marked down, the price is reduced by a

certain amount with the expectation that it will increase the number of units sold. This is also known as

putting an item on sale. You have probably seen, and perhaps taken advantage of, these sales during a

visit to your local mall. A surplus of inventory can present considerable losses for a fashion retailer.

Therefore, the timing and the amount of discount taken on an item is critical in managing the inventory

for these companies. The increase in the number of units sold will depend on the size of the discount

offered on a particular item. The scatter chart demonstrated in this chapter is a valuable tool in analyzing

the rate at which unit sales increase when discounts are offered on an item. Begin this exercise by opening

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the file named Chapter 4 CiP Exercise 1 or continue with this file if you completed Comprehensive Review

Part A.

1. Click cell E2 on the Markdown Analysis worksheet.

2. Click the Scatter button on the Insert tab of the Ribbon. Select the Scatter with Smooth Lines and

Markers format option.

3. Move the chart so the upper left corner is in the center of cell E2.

4. Resize the chart so the left side is locked to the left side of Column E, the right side is locked to the

right side of Column M, the top is locked to the top of Row 2, and the bottom is locked to the bottom

of Row 18.

5. Click the Select Data button in the Design tab of the Ribbon. Then click the Add button on the Select

Data Source dialog box.

6. Complete the inputs for the Edit Series dialog box as follows:

a. Series Name: Markdowns and Unit Sales

b. Series X Values: A3:A17

c. Series Y Values: C3:C17

7. Click the OK button on the Edit Series and Select Data Source dialog boxes.

8. Remove the legend from the chart.

9. Click anywhere on the Y axis to activate it. Click the Format Selection button in the Format tab of the

Ribbon.

10. Change the scale of the Y axis so the minimum value is set to 100 units. Then click the Close button at

the bottom of the Format Axis dialog box.

11. Change the scale of the X axis so the maximum value is set to 70%.

12. Format the X and Y axes to an Arial font style, bold, and font size of 12 points.

13. Add an X axis title that reads Discount Applied to Original Price. Format the title with the Subtle

Effect - Blue, Accent 1 preset shape style. Change the font style to Arial, bold, italics, and font size of

12 points.

14. Add a Y axis title that reads Weekly Unit Sales. Use the Rotated Title alignment. Format the title

with the Subtle Effect - Blue, Accent 1 preset shape style. Change the font style to Arial, bold, italics,

and font size of 12 points.

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15. Format the chart title with the Subtle Effect - Blue, Accent 1 preset shape style. Change the font style

to Arial and change the font size to 16 points.

16. Change the color of the chart area to Tan, Background 2, Darker 25%. Notice that when a discount is

offered up to 20% off the original price, there is very little change in the number of units sold. This is

typical in the fashion industry. If customers are not willing to pay full price for a particular style or

color, it usually takes a substantial discount to convince them to buy.

17. Save the workbook.

18. Close the workbook and Excel.

Figure 4.66Completed Scatter Chart CiP Exercise 1

Careers in Practice (Skills Review)

Personal Spending and Savings Plan

Starter File: Chapter 4 CiP Exercise 2

Difficulty: Level 2 Moderate

Excel can be a valuable tool for constructing a personal budget. As mentioned in Chapter 2 "Mathematical

Computations", developing a personal budget is an important exercise for establishing a path to financial

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security. One of the benefits of developing and maintaining a personal budget is that it allows you to

maintain a healthy level of savings. Money that you save can be used to buy personal items. However, it

can also be used to sustain your everyday expenses in the event you lose a job or source of income.

Without a reasonable level of savings, you may be forced to borrow money, which could come at very high

interest expenses in the form of credit cards. Once you accumulate large debt balances at high interest

rates, it can take years to pay off that debt, and the interest expense that you pay reduces savings for more

important purposes such as college or retirement. What most people do not realize is that even what

appears to be the most trivial overage in spending can rapidly eliminate any savings and quickly turn into

debt. The purpose of this exercise is to use the charts in this chapter to evaluate a personal expense plan

and to analyze the relationship that spending and net income have on your ability to save money. Begin

this exercise by opening the file named Chapter 4 CiP Exercise 2.

1. Create a pie chart using the data in the Expense Plan worksheet. The chart should show the percent

of total for the categories in the range A3:A10 based on the Annual Spend values in the range D3:D10.

Use the Exploded Pie in 3-D format.

2. Move the pie chart to a separate chart sheet. The tab name for the chart sheet should read Expense

Chart.

3. Remove the legend from the chart.

4. Edit the title of the chart to read Personal Expenses. Format the chart title with an Arial font style,

bold, italics, and font size of 20 points.

5. Add data labels to each section of the pie chart. Show only the category name and the percentage.

Format the percentage to show one decimal place.

6. Format the data labels with an Arial font style, bold, and font size of 14 points. Notice that the

mortgage and tax categories make up over 50% of total expenses.

7. Enter a formula into cell D4 on the Savings worksheet. Your formula should add to the savings

balance in cell D2 the result of subtracting the spending value in cell C4 from the net income value in

cell B4.

8. Enter a formula into cell D5 on the Savings worksheet. Your formula should add to the output in cell

D4 the result of subtracting the spending value in cell C5 from the net income value in cell B5. Copy

this formula and paste it into the range D6:D15 using the Paste Formulas command.

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9. Create a line chart using the data in the Savings worksheet. The chart should show the months in the

range A4:A15 along the X axis. The Y axis should show the dollar amounts in the range B4:D15. There

should be three data series displayed on the chart: Net Income, Spending, and Savings. Use the Line

with Markers format option.

10. Move the chart so the upper left corner is in the center of cell F3.

11. Resize the chart so the left side is locked to the left side of Column F, the right side is locked to the

right side of Column O, the top is locked to the top of Row 3, and the bottom is locked to the bottom of

Row 18.

12. Add a chart title above the plot area that reads Savings Analysis. Format the title with the Subtle

Effect - Red, Accent 2 preset shape style. Then change the font style to Arial, bold, and italics.

13. Add a title to the Y axis that reads After Tax Dollars. Use the Rotated Title alignment option.

Format the title with the Subtle Effect - Red, Accent 2 preset shape style. Then, change the font style

to Arial and change the font size to 12 points. Move the title if needed so it is on the far left of the chart

area and centered along the Y axis.

14. Format the X and Y axes by changing the font style to Arial, making the font bold, and changing the

font size to 12 points.

15. Change the scale of the Y axis so the minimum value is set to −500.

16. Move the legend up so it is aligned with the $4,500 line of the plot area. Expand the width of the

legend so it extends to the far right side of the chart area. Then format the legend by changing the font

style to Arial and making the font bold.

17. Change the color of the chart area to White, Background 1, Darker 15%, which is a shade of gray.

18. Add an annotation that begins approximately one inch above the Dec label on the X axis. The

annotation should extend approximately one and one-quarter inches wide and approximately one-

quarter inch in height. The annotation should read Debt Incurred. Format the annotation by

changing the font style to Arial, bold, italics, and font size of 12 points.

19. Save the workbook by adding your name in front of the current workbook name (i.e., “your

name Chapter 4 CiP Exercise 2”).

20. Close the workbook and Excel.

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Figure 4.67Completed Pie Chart CiP Exercise 2

Figure 4.68Completed Line Chart CiP Exercise 2

Integrity Check

Starter File: Chapter 4 IC Exercise 3

Difficulty: Level 3 Difficult

The purpose of this exercise is to analyze a worksheet to determine if there are any integrity flaws. Read

the following scenario, then open the Excel workbook related to this exercise. You will find a worksheet in

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the workbook named AnswerSheet. This worksheet is to be used for any written responses required for

this exercise.

Scenario

You are working as the director of investment research for a small wealth management firm. Your firm

helps people make investment decisions and establish plans for key life events such as saving for college,

retirement, and so on. An intern who is working for the firm is evaluating the profit trends for two

companies: Big Company and Goode Company. He sends you an Excel workbook and explains the

following with respect to his analysis:

 I put a chart together to compare the earnings for the two companies. There is really nothing to look

at. Big Company’s profits are so much larger than those for the Goode Company. Based on this chart, I

don’t see how we would advise our clients to invest in the Goode Company. We should probably stick

with the Big Company.

 Just so you know, the profit numbers on the chart are in thousands. Otherwise, it is a pretty

straightforward column chart. I put the profits the companies earned for each quarter on the Y axis

and the quarters are shown on the X axis.

Assignment

1. How many points of data is the analyst using on the chart? Does it make sense to use a column chart

for this analysis? If not, what would be a better choice? Place your answer in

the AnswerSheet worksheet.

2. Look at the profit values for the two companies. Does it make sense to compare these values? If not,

explain why and what alternatives you could pursue. Place your answer in

the AnswerSheet worksheet.

3. The analyst mentioned that the profit numbers are in terms of thousands. Would this be apparent by

looking at the chart? If not, why? Place your answer in the AnswerSheet worksheet.

4. Looking at the X axis of the column chart, you will see that the quarters keep repeating 1 through 4 for

each year in Column A. Can anything be done to show the year that each set of four quarters

represents? Place your answer in the AnswerSheet worksheet.

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5. Move the chart created by the analyst to a separate chart sheet and label the sheet tab Analyst’s

Chart. Make any necessary modifications to the Profit Analysis worksheet to create a chart that

presents an appropriate comparison between the Big Company and the Goode Company. Create a

new chart comparing the profits of the Big Company and the Goode Company. Pay careful attention to

formatting details.

6. Do you agree with the analyst’s conclusion that the firm should advise clients to invest in the Big

Company over the Goode Company? Place your answer in the AnswerSheet worksheet.

Applying Excel Skills

Hotel Occupancy and Cleaning Expenses

Starter File: Chapter 4 AES Assignment 1

Difficulty: Level 3 Difficult

The purpose of this exercise is to analyze the activity and cost data for a hotel using a scatter chart. The

data provided in the Hotel Costsworksheet can be used to establish a trendline on a scatter chart. The

equation for the trendline can then be used to determine what the hotel may incur with regard to cleaning

costs at different levels of occupancy. This is an alternative to the High Low method presented in Chapter

2 "Mathematical Computations". Your assignment is to create the scatter chart and construct a formula

that can be used for planning cleaning costs at different levels of occupancy based on the following

requirements:

1. Columns B and C in the Hotel Costs worksheet contain occupancy and cleaning cost data for 12

months. Create a scatter chart that shows just the plot points (Scatter with only Markers) for the

occupancy and cleaning costs for each month on this worksheet. The chart should be embedded in

the Hotel Costs worksheet and should include the appropriate formatting techniques covered in this

chapter.

2. Adjust the scale of the X and Y axes so the minimum value is 2000.

3. Add a linear trendline to the chart and show the equation.

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4. Use the trendline equation to enter a formula in cell C19 that calculates the estimated cleaning costs

based on the occupancy level that is typed into cell C18.

Quality Control Analysis

Starter File: Chapter 4 AES Assignment 2

Difficulty: Level 3 Difficult

The purpose of this exercise is to analyze how cost changes in the operations of a quality control

department impact the overall cost of quality for a manufacturing company. The Quality

Control worksheet contains two years of cost data for four components of a quality control department:

prevention, inspection, internal failure, and external failure. You will see that total quality costs decreased

from year 1 to year 2. Create a chart that you believe is most appropriate to present the change in costs

from one year to the next. The requirements are as follows:

1. The chart should show which components are increasing or decreasing from year 1 to year 2. In

addition, the dollar value for each component should appear on the chart for each year.

2. The total quality control costs for each year should be specified on the chart.

3. The chart should appear in a separate chart sheet.

4. You should include appropriate formatting techniques covered in this chapter.

CHAPTER SKILLS TEST

Starter File: Chapter 4 Skills Test

Difficulty: Level 2 Moderate

Answer the following questions by executing the skills on the starter file required for this test. Answer

each question in the order in which it appears. If you do not know the answer, skip to the next question.

Open the starter file listed above before you begin this test.

1. Create a pie chart using the data in the Market Share worksheet. The pie chart should show the percent

of total for only the year 2000. Use the Exploded Pie in 3-D format.

2. Move the chart so the upper left corner is in the center of cell E2.

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3. Resize the chart so the left side is locked to the left side of Column E, the right side is locked to the right

side of Column M, the top is locked to the top of Row 2, and the bottom is locked to the bottom of Row

17.

4. Remove the legend.

5. Change the chart title to the following: Market Share for the Year 2000.

6. Add the Category Name and Percentage data labels to the outside end of each section of the pie chart.

7. Bold the data labels and change the font style to Arial.

8. Create a 100% stacked column chart using the data in the Market Shareworksheet. The stacked column

chart should show the percentages 0% to 100% along the Y axis. The X axis should show stacks for the

year 2000 and 2010. There should only be two stacks, or columns, in the plot area showing the percent of

total for each company.

9. Move the 100% stacked column chart to a separate chart sheet. The tab name for the chart sheet should

read Market Share Chart.

10. Remove the legend on the stacked column chart and add a data table with legend keys below the X axis.

11. Add a title above the chart that reads 10-Year Change in Market Share.

12. Format the chart title using the Subtle Effect - Red, Accent 2 preset shape style. Change the font style to

Arial and the font size to 20 points.

13. Add a Y axis title that reads Market Share. Use the Rotated Title alignment.

14. Format the Y axis title using the Subtle Effect - Red, Accent 2 preset shape style. Change the font style to

Arial and the font size to 16 points.

15. Format the X and Y axes by changing the font style to Arial, making the font bold, and changing the font

size to 14 points.

16. Change the fill color of the chart area to Tan, Background 2, Darker 10%.

17. Add series lines that connect each section of the two stacks in the plot area.

18. Create a column chart showing just the Company Sales in the Sales Dataworksheet. The chart should

show the Company Sales in the range B3:B13 along the Y axis. The years in the range A3:A13 should

appear on the X axis. Use the basic 2-D Clustered Column format. The series name should be Gross Sales.

19. Move the column chart to a separate chart sheet. The tab name for the chart sheet should read Company

Sales Chart.

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20. Remove the legend on the column chart. Then format the X and Y axes by changing the font style to Arial,

making the font bold, and changing the font size to 16 points.

21. Reduce the height of the plot area by approximately one inch. There should be about one inch of space

between the bottom of the chart title and the top of the plot area.

22. Add an annotation above the Y axis that reads Sales in Millions. Format the annotation with an Arial font

style, bold font, italics font, and font size of 14 points.

23. Change the color of the bars in the plot area to dark red.

24. Create a line chart comparing the change in sales for the company and overall industry in

the Sales Data worksheet. Construct the chart as follows:

o The Y axis should show the growth percentages for the company in the range C3:C13 and the

growth percentages for the industry in the range E3:E13.

o The series name for the company growth percentages should beCompany.

o The series name for the industry growth percentages should beIndustry.

o The years in the range A3:A13 should appear on the X axis.

o Use the Line with Markers format.

25. Move the chart so the upper left corner is in the center of cell G2.

26. Resize the chart so the left side is locked to the left side of Column G, the right side is locked to the right

side of Column P, the top is locked to the top of Row 2, and the bottom is locked to the bottom of Row

18.

27. Adjust the scale of the Y axis so the maximum value is set to .20.

28. Format the values on the Y axis so there are zero decimal places.

29. Save the workbook by adding your name in front of the current workbook name (i.e., “your name Chapter

4 Skills Test”).

30. Close the workbook and Excel.

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