1. Tables, Charts, and Graphs Microsoft Word & Excel 2003

2 Tables, Charts, & Graphs Tables present information in numbers and rows, rather than with graphics Charts graphically represent data contained in a worksheet Select the table or chart type based on the message you are trying to convey

3 Tables, Charts, & Graphs Create with the Table command, the Chart Wizard or Insert Chart command Can be embedded onto a worksheet or created on a separate chart sheet (Excel) Or created in the document (Word)

4 What is a Chart? A graphic representation of data in a worksheet Chart elements  Category labels – descriptive text entries (i.e. variable names, response names)  Data points – numeric values  Data series: a grouping of data points (i.e. each response for a question)

5 Chart Types What message or information are you trying to convey? Use the appropriate chart type  Pie and Exploded pie charts display proportional relationships  Column charts display numbers and are useful for showing comparisons between groups or responses  Bar charts display numbers horizontally Keep it simple

6 Pie Charts Each slice of the pie represents the percentage of the dinner bill each person pays Slices are exploded Chart title

7 Column Charts Row 3 contains column headings and forms labels for X axis Embedded chart shows both the chart and the data

8 Creating A Chart Charts and graphs can be made in Excel or Word The Wizard (or steps) basically work the same way  In Excel, you have pre-existing data, or you enter data into a worksheet  In Word, you have to enter the data into a “datasheet” that appears when you begin the chart creation process

9 Creating A Chart in Excel Two ways to create in Excel  Embed chart in worksheet Sizing handles allow you to size, move, copy, or delete an embedded chart  Create in separate chart sheet (F11) Easier to format Charts are linked to underlying data  A change in the data instantly updates the chart(s) created on that data

10 Creating A Chart in Excel Open the file & select the cells that contain the data  Be sure to include row & column headings For a “stand alone” chart, press the F11 key  Opens a chart sheet which you can customize For an “embedded” chart, click the Chart Wizard button on the standard toolbar  Select the chart type  Check the data series  Complete the chart options  Choose the location

11 Choose the Chart Type Select any of the standard chart types or click the Custom Types tab to create your own Sub-types change as a different chart type is selected Definitely use this button. If all you see is a blank screen, cancel and reselect data.

12 Check the Data Series Preview the chart before going further The first row is used as a default for the X axis labels Collapse button hides the dialog and allows you to select a different range

13 Complete the Chart Options Enter a title for the chart. If you want labels for the axes, enter them here Use the other tabs to add descriptive text to the chart and enhance its formatting

14 Choose the Location Use this option to create the chart in a chart sheet. Remember F11 provides this result instantly Give the chart sheet a name Use this option to embed the chart

15 Modifying a Chart Add labels, change the data type, or format the chart with the Chart toolbar Add text boxes, arrows and other objects for emphasis with the Drawing toolbar

16 Enhancing a Chart Arrow with embedded text box highlights fourth quarter increase

17 Moving and Sizing the Chart Sizing handles indicate a chart is selected and can be moved, sized, copied, or deleted Drag a corner handle to change height and width simultaneously and keep in proportion

18 Hands-on Exercise 1 Title of Exercise: The Chart Wizard Objective: To create and modify a chart by using the Chart Wizard; to embed a chart within a worksheet; to enhance a chart to include arrows and text.  Input file: Software Sales  Output file: Software Sales Solution

19 Multiple Data Series Select multiple data series when you want to see individual data points rather than totals Determine whether data series are in rows or columns  Data points plotted are the same either way, but grouping will be different.

20 Rows Versus Columns If data series are in rows  First row is used for category labels  Remaining rows are used for data series  First column is used for the legend text If data series are in columns  First column is used for category labels  Remaining columns are used for data series  First row is used for legend text

21 Data Series in Rows Data series in rows, so first row is used as category labels and remaining rows are data series First column used as legend text

22 Data Series in Columns Data series in columns, so first column is used as category labels and the first row as legend text Data points are the same; different grouping allows you to make different comparisons

23 Stacked Column Charts Depicts totals by category instead of each individual data point  Each data point is plotted as part of a whole  Useful when you want to compare totals by category

24 Example of Stacked Column Chart Each category is graphed as a total. Denver is plotted beginning where Miami left off Data labels show the value associated with each piece of the column

25 Hands-on Exercise 2 Title of Exercise: Multiple Data Series Objective: To plot multiple data series in the same chart; to differentiate between data series in rows and columns  Input file: Software Sales Solution (from first exercise)  Output file: Software Sales Solution (additional modifications)

26 Creating A Chart in Word In Word: “Insert” Menu Choose “Picture” Then “Chart” You’ll get a similar wizard as the one in Excel Begin by entering data into datasheet

27 Creating A Chart in Word The wizard will open with sample data entered Clear out this data & enter your own data into the datasheet Again, you’ll need to consider what data to present in columns vs. rows

28 Creating A Chart in Word Make any changes to data (# decimal points) & close your datasheet To modify your chart, right click inside the chart area “Chart Type” will allow you to preview & change the type of chart (same as Excel)

29 Creating A Chart in Word “Chart Options” will allow you to add a title, change the legend, add data labels, etc. (same as Excel) After modifications, click “OK” Any element of the chart can be modified by right clicking on it

30 Creating A Chart in Word

31 Hand-on Exercise Use your handout to create a chart for the data listed in the first example Enter the data in the datasheet, modify your chart as you like, add a title, values, etc.

32 Tables

33 Tables Tables feature Table menu  Insert Table command Cells Insert Delete Borders and Shading

34 Formatting Tables Click Table menu

35 Table Properties Command Table Properties Table Menu Click OK to choose

36 Hands-on Exercise Create a basic Table for the second set of information in your handout We’ll need 4 columns & 5 rows If you choose an “AutoFormat” option, your table will have preformatted elements

37 Hands-on Exercise

38 Presenting Data Properly …standardized presentations

39 Presenting Data Properly

40 Presenting Data Properly

41 Presenting Data Properly

42 Presenting Data Properly Bivariate Analysis Analysis with two variables for description or explanation  Involves table construction  Tables vary based on the type of variables you have (categorical or continuous)

43 Presenting Data Properly Two categorical variables: The order of presentation follows causal logic: IV  DV Ex: Gender as an influence on church attendance Categorize the IV (gender) by columns and the DV (church attendance) by rows Facilitates left to right comparison across columns

44 Presenting Data Properly

45 Presenting Data Properly Categorize the IV (gender) by columns and the DV (church attendance) by rows Facilitates left to right comparison across columns If you do the opposite, you confuse the issue and the reader – it doesn’t make sense to imply that church attendance influences gender

46 Presenting Data Properly One categorical and one continuous variable You have descriptive statistics for one continuous variable for two or more groups of respondents (defined by a categorical variable) “Subgroup” comparisons Ex: Income by Gender

47 Presenting Data Properly

48 Presenting Data Properly Multivariate Analysis Two or more predictor variables and an outcome Organize the columns by all predictors Divide LAST by the variable of PRIMARY theoretical interest This facilitates comparisons among categories of that variable Ex: if we focus on gender, divide last by that

49 Presenting Data Properly Two or more predictor variables & an outcome Ex: gender & age as predictors of church attendance Distinguish by categories by gender and age Young men & old men; young women & old women For each group, calculate the percentage that attends church weekly vs. less often

50 Presenting Data Properly

51 Presenting Data Properly Multivariate Analysis If the predictors are equally important, you might consider a different style of presentation Present percentages for only one outcome category Organize rows by one predictor, columns by the other Allows comparisons of weekly attendance by age & gender

52 Presenting Data Properly N %

53 Presenting Data Properly Multivariate Analysis with Continuous Variables Organize rows by one predictor, columns by the other Present mean for each “cell” in the table Ex: gender, job tenure & income

54 Presenting Data Properly

55 Presenting Data Properly You have examples in your handouts of standard presentation forms for other types of charts and tables:  Correlation matrixes  Regression analysis presentation  Different forms of tables and charts for presenting frequencies and crosstab data

56 Correlation Matrix

57 Regression Analysis

58 Regression Analysis

59 Factor Analysis Matrix

60 Questions?