ADVANCED MICROSOFT POWERPOINT Lesson 6 – Creating Tables and Charts Microsoft Office 2003: Advanced

Objectives Insert a table on a slide. Modify the table format. Insert an Excel worksheet on a slide. Create and modify data charts. Create and modify an organization chart.

Terms Used in This Lesson Datasheet: A worksheet-like grid in which you enter text and numbers that will be used to create a chart. Embedded object: An object that can be edited from the destination document by double-clicking the object. Embedded objects are stored in the destination document. Exploded slice: A slice in a pie chart that is separated from the pie to make it more obvious.

Terms Used in This Lesson (cont.) Linked object: An object that must be edited in its source application. A linked object is stored in the source document, and only a picture of it appears in the destination document. Organization chart: A chart that shows how the members of a group relate in the organization.

Working with Text Tables Inserting a table in PowerPoint is extremely similar to inserting one in Word. PowerPoint includes a slide layout specifically for tables, as well as a Table command on the Insert menu. Use tables to organize data that does not need to be calculated

Working with Text Tables Choose any of four options to create a table: Use the Title and Table slide layout. Click the Insert Table button on the Standard toolbar or click Table on the Insert menu. Click the Insert Table button in any content placeholder. Use the Draw Table tool to “draw” a table. Specify numbers of rows and columns.

Working with Text Tables (cont.) On the Slide Layout task pane. This layout maximizes the size of the table on the slide and therefore minimizes the amount of adjustment that needs to be done to present table information clearly. Title and Table slide layout: Double-click in the table placeholder. Specify the number of rows and columns.

Working with Text Tables (cont.) Modify a table: The tools and menus on the Tables and Borders toolbar allow you to format and modify a table both quickly and easily. It sometimes takes some adjustment to make a table look good on a slide. Text might seem too big and wrap to numerous lines in the columns.

Working with Text Tables (cont.) Modify a table using Tables and Borders toolbar Add columns or rows Change border and fill Split and merge cells Change text alignment Format Table dialog box Customize borders Specify cell margins

Working with Text Tables (cont.) Use the Draw Table tool to create a table: Activate the Draw Table tool. Draw the outside table border. Draw the lines for columns and rows. Choosing line styles and weights before drawing can save formatting time later.

Working with Text Tables (cont.) Troubleshooting Tip: Make sure you understand that any time the Tables and Borders toolbar is opened, the Draw Table tool activates. If you want to use the toolbar to format a table you should click the Draw Table tool to deactivate it. In Step-by-Step 6.4, you may need to re-activate the tool to draw the new table.

Inserting Worksheet Data on a Slide Use a worksheet to organize data if you want to calculate the data or use Excel formatting. Insert worksheet data on a slide by Copying data from an existing worksheet and inserting it using the Paste Special command. Using the Object command on the Insert menu.

Inserting Worksheet Data on a Slide (cont.) The Paste Special dialog box lets you Choose Paste to embed data. Choose Paste Link to link data. Embedded data can be edited from PowerPoint. Linked data must be edited in the original source application.

Inserting Worksheet Data on a Slide (cont.) You can edit an embedded object by double-clicking it. The toolbars and menus of the original application appear when you double-click the object so that you can edit it using the original application’s tools and commands. Troubleshooting Tip: You might have difficulty entering data in the worksheet object (because the cells are so small), resizing the worksheet allows values to display properly.

Inserting Worksheet Data on a Slide (cont.) Choose the Insert Menu and click Object Create a new object or select an existing file Choose the type of object to create If you choose to create an object from a file, the dialog box changes to allow you to browse for the file.

Working with Data Charts PowerPoint has automated the chart process to make it easy to insert chart data on a slide. Use a chart to display numerical data visually. PowerPoint offers many different chart types including column, bar, line, and pie charts.

Working with Data Charts (cont.) Various methods that can be used to create a chart: using a Chart layout clicking the Chart command on the Insert menu clicking the Insert Chart button on the Standard toolbar clicking the Insert Chart button in any content placeholder. You doesn’t have the option to select a chart type when creating a new chart; PowerPoint automatically creates a column chart.

Working with Data Charts (cont.) Double-click the chart placeholder to display a sample chart and datasheet on the slide. Replace the data in the datasheet to create your own chart. The Integration Tip on page 35 of the text discusses how to use existing Excel data. This could speed the process of creating a chart.

Working with Data Charts (cont.) To modify a part of a chart, double-click the item to edit. PowerPoint opens a Format dialog box specific to that item. These dialog boxes contain tabs offering a number of formatting options. Many formatting options are available for modifying a chart.

Working with Data Charts (cont.) It is not possible to interchange all chart types. . The default column chart can be changed to a different chart type. Select a new chart type in the Chart Type dialog box. Be careful when changing the chart type—some charts require specific types of data.

Working with Data Charts (cont.) A pie chart datasheet differs from a column chart datasheet. A pie chart, for example, requires only one data series The By Column and By Row buttons that allow you to change which direction data is plotted. If a pie chart seems to have only one slice that encompasses the entire pie, it is usually because the data is plotted in the wrong orientation. When creating a 3-D chart, there are a number of options that can improve the look of the chart, such as changing the elevation of the pie and the angle of the first slice.

Working with Organization Charts Organization charts are easy to create in PowerPoint. Before you begin creating an organization chart, you need understand the hierarchies that exist in organizations, with the most important person or item at the top and subordinates in various levels below. An organization chart shows how members of a group are organized or how any member of a group relates to other members of that group. The group does not necessarily have to be people.

Working with Organization Charts (cont.) Organization Chart is one of six diagrams available in PowerPoint’s Diagram Gallery. Open the Diagram Gallery from a Title and Diagram or Organization Chart layout or by clicking the Insert Diagram or Organization Chart button. All diagrams display sample text boxes in which you inserts the desired text, and you can add or delete shapes in any diagram to modify it.

Working with Organization Charts (cont.) Add text to the default boxes to create the organization chart. Click Insert Shape on the Organization Chart toolbar to add boxes: Subordinates Coworkers Assistants You can also right-click, on the outside border, of a box and insert a new shape from the shortcut menu.

Working with Organization Charts (cont.) Troubleshooting Tip: In previous versions of PowerPoint, organization chart boxes expanded as necessary to hold text. In PowerPoint 2003, boxes do not automatically resize to fit text. After the chart is complete, click the Fit Text button on the Organization Chart toolbar to adjust the size of all text in the chart so that the longest line will fit without running over.

Working with Organization Charts (cont.) Modify an organization chart using tools on the Drawing and Organization Chart toolbars. Use the Autoformat feature to apply special graphic formats to a chart or diagram. Text in the chart must be clearly visible on the slide and you should check the chart frequently in Slide Show view

Summary You can use a table to organize text on a slide. To handle numerical data that you want to be able to format and calculate easily, use an Excel worksheet. You can either embed or link an object on a slide. To show a visible representation of numerical data, use a data chart. You can use an organization chart to show how the members of a group relate to one another.

Homework – PowerPoint Lesson 6 Review Questions: Page 46-47 True/False Fill in the Blank Project 6-1: Page 47 Project 6-2: Page 48-49 Project 6-3: Page 49