Lesson 4: Working with Charts and Tables © CCI Learning Solutions Inc.

Lesson Objectives insert charts change chart type select and edit chart data change the chart layout and style select chart elements format chart elements change the size and position of chart elements add chart elements modify chart parameters import charts create tables copy and paste from Word or Excel insert an Excel Workbook select and move within a table modify a table format and enhance a table Pg 99 © CCI Learning Solutions Inc.

Inserting Charts Used to present information visually Gives an instant impression of trends, proportions or comparisons between sets of data over time Pg 99 Objective 3.3.1, 3.3.2, 3.3.3 © CCI Learning Solutions Inc.

Chart Elements Pg 100 © CCI Learning Solutions Inc.

Inserting Charts Can enter, paste or import data Choose from a variety of chart types, layouts, and formats. Can insert within a content placeholder or without a content placeholder Within a placeholder, click the Insert Chart icon Without a placeholder, on the Insert tab, in the Illustrations group, click Chart Pg 100 © CCI Learning Solutions Inc.

Chart Types Most common chart types: Column Compare values over time or categories in a vertical presentation. The column shapes can be rectangular, cylindrical, conical, or pyramid-shaped. Line Compare continuous trends. Pie Compare series that make up the whole, includes the doughnut chart type. Bar Compare values over time or categories in a horizontal presentation. As with the column chart type, you can select various bar shapes. Pg 101 © CCI Learning Solutions Inc.

Other Chart Types Area Compare a continuous change in volume. XY (Scatter) Determine data patterns, includes the bubble chart type. Stock Display high-low-close data. To use this display, you must have at least three sets of data. Surface Display trends in values with a 3-D presentation and a continuous surface. Radar Determine patterns or trends with points matched up by lines. Combo Provides an easy way to show two or more different types of data on the same chart. For example, you can lay a line over a bar chart to show average trends. Pg 101 © CCI Learning Solutions Inc.

Understanding the Data Grid Window After choosing a chart type, a sample chart with sample data is inserted into the slide The sample data in the data grid window is color coded for easy editing. Chart data is formatted with a blue fill. The data series is formatted in red and purple fill. Pg 102 © CCI Learning Solutions Inc.

Chart Tools Ribbons & Chart Buttons Pg 102 © CCI Learning Solutions Inc.

Changing the Chart Type Can easily change a chart to another chart type To change chart type: under Chart Tools, on the Design tab, in the Type group, click Change Chart Type; or right-click the chart and click Change Chart Type. May have unexpected results Use Undo to reverse the change Pg 102 Objective 3.3.3 © CCI Learning Solutions Inc.

Selecting and Editing Chart Data To select data to include in the chart: click a chart to select it and then, under Chart Tools, on the Design tab, click Select Data. Can use the standard Excel 2013 selection methods To switch horizontal and vertical chart axes: click a chart to select it and then, under Chart Tools, on the Design tab, click Select Data and then click Switch Row/Column Pg 104 Objective 3.3.5 © CCI Learning Solutions Inc.

Selecting and Editing Chart Data To edit data: manually type data into the data grid window or use Copy & Paste To reopen the data grid window: Select the chart, then under Chart Tools, on the Design tab, click Edit Data or Edit Data in Excel 2013; or right-click on a chart , point to Edit Data and click either Edit Data or Edit Data in Excel 2013. Can resize the chart data range by dragging the handle in the lower right corner of the range. Pg 104 Objective 3.3.5 © CCI Learning Solutions Inc.

Changing the Chart Layout and Style To change the layout of a chart: under Chart Tools, on the Design tab, in the Chart Layouts group, click Quick Layout and select the desired layout. To change the style of a chart: under Chart Tools, on the Design tab, in the Chart Styles group, select a quick style from the gallery; or click the Chart Styles button to the right of the chart and then select a style from the Style category. Pg 106 Objective 3.3.1 © CCI Learning Solutions Inc.

Understanding Chart Elements chart title (e.g. Budgeted Sales Figures); vertical and horizontal axis titles (e.g. Locations and Thousands); legend (e.g. years 2011, 2012, 2013 and 2014). data table (appears below the chart and displays the values being charted) Chart layout determines placement of elements on slide Individual chart elements can be selected and modified Pg 107 © CCI Learning Solutions Inc.

Selecting Chart Elements To select individual chart elements: click on them directly within the chart; or use the Chart Elements list within the Current Selection group on the Chart Tools Format tab. Use the Zoom slider to individual chart elements easier to select Double-click a chart element to open its associated format pane After an element is selected, you can use any of the ribbon tabs to make changes Pg 107 © CCI Learning Solutions Inc.

Formatting Chart Elements Can change the appearance of chart elements to make them more or less prominent Select the chart element, click Format Selection on the Chart Tools Format tab, in Current Selection group or double-click the element Chart Tools Design tab can be used to select Quick Layouts and Chart Styles Choose Shape Styles and WordArt on the Chart Tools Format tab Pg 108 Objective 3.3.1 © CCI Learning Solutions Inc.

Changing the Size and Position of a Chart Element Can move and resize charts and individual chart elements To move a chart element: click & drag the elements; or double-click the chart; or open the Format Chart Area task pane & expand Position in the Size & Position tab To resize a chart element click & drag one of the sizing handles; or on the Chart Tools Format tab, in the Size group, enter Shape Height and/or Width dimensions; or open the Format Chart Area task pane & expand Size in the Size & Position tab Pg 109 Objective 3.3.1 © CCI Learning Solutions Inc.

Adding Chart Elements Can add, remove, and change the location of individual chart elements To add or remove a chart element: In the Chart Layouts group on the Chart Tools Design tab, click Add Chart Element, then select element to add or remove; or Click the Chart Elements side button then click the check boxes to show or hide elements Pg 111 Objective 3.3.4 © CCI Learning Solutions Inc.

Modifying Chart Parameters Can change chart labels, filter data series or category, modify selected data Use the Filter side button to select and deselect specific data series or categories Use the Select Data option in the Filter side button pane to modify the chart data range used in the data table of the chart Pg 112 Objective 3.3.5 © CCI Learning Solutions Inc.

Importing Charts from External Sources Can reuse charts created in other programs, such as Excel To import a chart: Open the program that contains the chart and then use Copy & Paste; or use the Paste Link option to import the chart as a link that can be updated when the data is modified in the original program. To update the chart, right-click the chart in PowerPoint and click Update Link Pg 114 Objective 3.3.6 © CCI Learning Solutions Inc.

Using Tables Used to organize information into rows and columns and show the relationship among sets of data Can create tables from scratch, copy & paste tables from other programs, or insert an Excel workbook Tables are automatically formatted using the presentation theme 2012 Sales in District 1   Quarter 1 Quarter 2 Quarter 3 Quarter 4 North $453,652 $326,125 $541,235 $321,582 South $435,256 $251,623 $352,154 $285,123 East $526,345 $263,521 $235,541 $385,212 West $362,455 $322,561 $413,525 $312,258 $1,777,708 $1,163,830 $1,542,455 $1,304,175 Pg 116 Objective 3.2, 3.2.1 © CCI Learning Solutions Inc.

Using Tables Can add a table to a slide with or without using a content placeholder When a table is inserted, the Table Tools Design & Layout ribbons are displayed Pg 116 Objective 3.2, 3.2.1 © CCI Learning Solutions Inc.

Creating Tables from Scratch To create a table from scratch in PowerPoint: within a content placeholder, click Insert Table then enter the number of columns and rows desired in the Insert Table dialog box; or on the Insert tab, in the Tables group, click Table, Insert Table, then enter the number of columns and rows desired in the Insert Table dialog box; or on a slide without a content placeholder, on the Insert tab, in the Tables group, click Table then from the menu choose one of the following: click and drag the mouse pointer across the grid to select the number of table rows and columns desired; or click Insert Table then enter the number of columns and rows desired in the Insert Table dialog box Pg 116 Objective 3.2.1 © CCI Learning Solutions Inc.

Drawing Tables draw tables to create a unique or complex table structure To draw a table, on a slide without a content placeholder, on the Insert tab, in the Tables group, click Table then click Draw Tables First draw outer table boundaries Next, draw horizontal and vertical borders Erase unneeded borders Pg 117 Objective 3.2.1 © CCI Learning Solutions Inc.

Copying and Pasting from Word or Excel Can reuse tables from Microsoft Word or a group of cells from within Excel in a presentation Can use the table features in PowerPoint to quickly change the table style or add an effect. When pasting a table from another Office application, the embed paste option appears. Can embed or link the table in PowerPoint Embed Pg 117 Objective 3.2.4 © CCI Learning Solutions Inc.

Inserting an Excel Workbook Can insert an Excel workbook or spreadsheet in a presentation An Excel workbook is automatically embedded into the presentation (not pasted) on the Insert tab, in the Tables group, click the arrow for Table, and click Excel Spreadsheet. When the workbook is selected (active), the ribbon becomes the Excel ribbon Pg 118 Objective 3.2.4 © CCI Learning Solutions Inc.

Selecting and Moving in a Table Press Tab to advance to next cell Press Shift+Tab to move to previous cell Press Tab in last row to add another row Drag across cells to select multiple cells Use Select Table, Select Column or Select Row on the Table Tools Layout tab Drag across the entire table or click any table border to select the entire table Point outside a row or column border and click to select a row or column Pg 119 © CCI Learning Solutions Inc.

Changing the Size or Position of a Table To change the position of a table, point to the outside border of the table and drag to the desired location To change the Size of a table, point to the outside border and drag to the desired size or in the Table Size group of the Table Tools Layout table, adjust the Height and Width values.. To resize a table proportionally, hold down the Shift key while dragging or select the Lock Aspect Ratio check box in the Table Size group. Pg 121 © CCI Learning Solutions Inc.

Changing the Size of Row or Column Add and delete rows and columns under Table Tools, on the Layout tab, in the Rows & Columns group. Merge or split cells under Table Tools, on the Layout tab, in the Merge group. Adjust cell size and distribute equally Pg 121 © CCI Learning Solutions Inc.

Formatting a Table Can format a table in the same way as you format a text box or a shape Can format the table data; specific rows, columns, or cells; or the entire table. Table Styles (Quick Styles) are derived from the theme colors of the presentation Pg 124 Objective 3.2.3 © CCI Learning Solutions Inc.

Changing the Alignment or Orientation Change horizontal and vertical alignment of text Change orientation of text to fit table design Can adjust the internal cell margins Pg 125 © CCI Learning Solutions Inc.

Lesson Summary select and edit chart data change the chart layout and style select chart elements format chart elements change the size and position of chart elements add chart elements create a table copy and paste from Word or Excel insert an Excel Workbook select and move within a table modify a table format and enhance a table Pg 128 © CCI Learning Solutions Inc.

Review Questions How do you add a primary horizontal axis title to a chart? How do you hide a chart legend? How do you add a row to a table? How do you edit chart data? How do you filter a chart to prevent it from showing a specific series? Pg 128 © CCI Learning Solutions Inc.

Review Questions 6. How do you merge table cells vertically? 7. How do you change the direction of text in a table cell? 8. How do you apply a table style to a table? 9. How do you add a header row to a table? 10. How do you embed an Excel worksheet in a presentation? Pg 128 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.