1. Lesson 4: Working with Charts and Tables
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2. 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
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3. 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
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4. Chart Elements
Pg 100
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5. 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
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6. 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
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7. 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
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8. 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
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9. Chart Tools Ribbons & Chart Buttons
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10. 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
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11. 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
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12. 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
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13. 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
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14. 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
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15. 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
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16. 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
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17. 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
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18. 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
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19. 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
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20. 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
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21. 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
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22. 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
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23. 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
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24. 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
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25. 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
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26. 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
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27. 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
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28. 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
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29. 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
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30. 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
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31. 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
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32. 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
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33. 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
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34. 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
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