Chapter 5: Charts & Sparklines Spreadsheet-Based Decision Support Systems Prof. Name Position (123) University Name

2 Overview  5.1 Introduction  5.2 Creating Charts  5.3 Working with Chart Tools  5.4 Creating Sparklines  5.5 Creating Dynamic Charts and Sparklines  5.6 Summary

3 Introduction  Creating a chart and a sparkline  Customizing charts and sparklines using various chart options  Creating dynamic charts and sparklines

4 Creating Charts  Charts are used to take data from a table and transform it into a graphical illustration  They are useful for displaying data patterns or results  To create a chart, we will use Charts group of Excel Ribbon. –Insert tab > Charts group on the Ribbon Dialog Launcher

5 Creating a Chart  There are three main steps in creating a chart. –Step 1: Select Data Range –Step 2: Select Chart Type –Step 3: Select Chart Subtype  Chart Type = bar graph, scattered graph, pie chart, etc.  Chart Subtype = clustered column, stacked column, 100% stacked column, etc.

6 Figure 5.2  Table of data = Number Sold and Revenue Generated from various Car Models  We create two charts: column charts of Number Sold and pie chart of Revenue Generated

7 Step 1: Select Data Range  Highlight the data to be graphed.  In Figure 5.2, –Hold down the CTRL key. –Highlight the cells B4:B10 and E4:E10.  Column titles are highlighted to label data automatically.

8 Steps 2&3: Select Chart Type and Subtype  Each chart type has a set of chart sub-types. -First we will select our chart type. -We can then choose a sub-type.  Example: Insert a 2D column Chart Using Commands on the Ribbon: - Select: Insert > Charts > Column command - Click on: 2-D Column Subtype

9 Steps 2&3: Select Chart Type and Subtype Using Dialog Launcher: - Select a chart type from the left side of the dialog box. -Choose an appropriate chart subtype.

10 Figure 5.5  From the column graph we see that the Aco3500 sold the most.

11 Figure 5.6  Follow the same steps to create the pie chart of Revenue Generated.  We see that the Cam3200 generated the highest revenues.

12 Working with Chart Tools  After creating a chart, we customize its Design, Layout and Format using the contextual Chart Tools tabs on the Ribbon.  Design tools modify –Chart type, Data source, Layout, Style, etc.  Layout tools modify –Chart labels, Axes, Gridlines, Background, etc.  Format tools modify –Chart size, Shape style, Word art style, etc.

13 Working with Chart Tools (cont’d) Change Chart Type:  Select the column chart in Figure 5.5.  Click on Design > Type > Change Chart Type command on the Ribbon.  Select Bar Option.

14 Figure 5.8  The resulting bar chart of Car Models Sold

15 Working with Chart Tools (cont’d) Change Data Source:  Change data source of the chart to present Mileage rather than Number Sold.  Select bar chart in Figure 5.8 and click on Design > Data > Select Data command.  Change Chart Date Range –From: 'New Example’!$B$4:$B$10, ‘New Example’!$E$4:$E$10 –To: ‘New Example’!$B$4:$B$10, ‘New Example’!$D$4:$D$10

16 Working with Chart Tools (cont’d) Edit Data Series:  Series are various sets of data.  Use dialog box in Figure 5.9. Series window is on the left of the dialog box.  Number Sold is the only series listed.  Select Add button.  On the Edit Series dialog box: –Add a Name to the new series. –Select the range of the new data.

17 Figure 5.11  The resulting bar charts the Revenues Generated and Mileage per car model.

18 Working with Chart Tools (cont’d) Add Chart and Axes Titles:  Select Layout > Labels > Axis Titles.  Select Primary Horizontal Axis Title from the drop-down list.  Select Title Below Axis option from the fly-out menu.  Type “Revenue/Mileage”

19 Figure 5.13 Add Chart and Axes Titles (cont’d):  Follow similar steps to add the title “Car Models” to vertical axis.  Select Layout > Labels > Chart Title to add a title to the chart.  Figure 5.13 shows the resulting changes to the bar chart.

20 Working with Chart Tools (cont’d) Format Chart Area:  Double click on the chart. Use the Format Chart Area box that appears to modify: –Chart fill color –Chart transparency –Border color –Border style, etc.  Double click on elements of the chart to change their format.  Right click on chart area –Short-cut menu –Mini toolbar

21 Working with Chart Tools (cont’d) Format Axes:  Double click on the axis (x, y, or z). Use the Format Axis dialog box to modify: –Max and min values on the axis –Number type –Fill type –Line color and style, etc. Format Gridlines:  Double click on any of the gridlines.  Select Layout > Axes > Gridlines to determine which gridlines to modify.

22 Figure 5.16  Data table shows plant growth based on minerals added or removed from the ground

23 Figures 5.17 and 5.18  Create the chart

24 Figures 5.19, 5.20 (a) and (b)  Switch x and y values for better data analysis: –Remove the gridlines and change the order of the series:

25 Figure 5.21  Updated chart to reflect the new x and y values.

26 Creating Sparklines  Sparklines are small charts displayed in a single cell.  Similar to charts, sparklines spot trends and variations in the data.  Example: Figure 5.22 provides production and sales data. ―Create a Column Sparkline:  Click on: Insert > Sparklines > Column command.  Select cell C13 to be the Location Range for the “Production” sparkline.

27 Figure 5.24 Formatting Sparklines:  Change type: –Sparkline Design > Type > Line command.  Highlight the highest value: –Sparkline Design > Show > High Point checkbox.  Change line color: –Sparkline Design > Style > Sparkline Color window.

28 Figure 5.25 Conditional Formatting:  Three conditional formatting options are listed in Home > Styles > Conditional Formatting drop-down menu: –Data Bars –Color Scales –Icon Sets

29 Figure 5.26 Conditional Formatting Example:  Conditional format cells: –C4:C11 in Figure 5.22 using Data Bars > Gradient Fill –D4:D11 using Icon Sets > Four Bar Rating

30 Creating Dynamic Charts and Sparklines  A chart is linked directly to the Data Range specified when creating the chart.  If any points in this range of data are modified, the chart is automatically updated to reflect a new corresponding data point.  There will be three main Excel concepts used to create a dynamic chart and a dynamic sparkline: –Defining names –OFFSET function –COUNT function

31 Creating Dynamic Charts and Sparklines (cont’d)  Create some range names using the OFFSET and COUNT functions and set the Series of the chart to these dynamic ranges. –=OFFSET(initial_data_location, 0, 0, COUNT(entire_column), 1)  The rows_to_move and columns_to_move parameters are set to 0 because we are only interested in the column in which our reference_cell ( = initial_data_location) is located.  The width is again set to 1, since we are interested only in one column.  The height parameter is found using the COUNT function. –The COUNT function will review the entire column of the relative data and count how many cells have numeric values. –Thus the height of our range becomes dynamic as the amount of numeric values in the column increases.

32 Figure 5.27  Months and Units Sold may be dynamic values

33 Figures 5.28 (a) and (b)  The dynamic ranges are created for each column using the OFFSET and COUNT functions

34 Figures 5.29 and 5.30  Use Edit Series dialog box to define dynamic range names for a chart.  Use Edit Sparklines dialog box to define dynamic range names for a sparkline. –Select: Sparkline Design > Sparkline > Edit Data command. –Type the name of the dynamic range in the data range window.

35 Figure 5.31  The chart and the sparkline are now dynamic.

36 Summary  Excel Charts and Sparklines allow you to illustrate your data in order to perform better analysis.  There are three basic steps to create a chart: –Step 1: Select the data range. –Step 2: Select a chart type from the list in Insert > Charts group of the Ribbon. –Step 3: Determine the Chart Sub-type from the corresponding drop-down list.  A chart can be modified after it is created by using the commands listed on the charts contextual tabs; and by using the dialog box that appears when double-clicking on the chart or different parts of the chart. You can change basic settings as well as formatting.  These are the basic steps to create a Line Sparkline: –Step 1: Select the data range. –Step 2: Select Insert > Sparklines > Line. –Step 3: Type the address of the cell where the sparkline will be located.  A dynamic chart and sparkline can be created using the OFFSET and COUNT functions to create dynamic ranges used as Series in the Source Data.

37 Additional Links  (place links here)