1. Using Tables, Charts, and Diagrams
Insert your name into the Subtitle content placeholder.

2. Overview After reviewing this PowerPoint, you will be able to:
Insert and format a table
Explain the most common types of charts
Insert and format a chart
Insert and format a diagram

3. Graphic Objects: Tables

4. Purpose of Tables Used to condense information
Consists of highly structured row and column grid formats
Can present a lot of data in an organized and easy-to-read format
Make it easier to identify categories, individual items, and/or comparisons
How to Insert a Table:
- on a slide that includes a content placeholder, you can click the placeholder’s Insert Table button
- you can click the Table button in the Tables Group on the Insert Tab

5. Table Structure Specify the number of columns and rows you want.
PowerPoint creates the table structure consisting of rows and columns.
The first row is used for column headings.
The first column is used for row headings.

6. Spend Your Time Wisely
Use this exercise to practice how to create a table, enter text in its cells, apply a table style, insert a row, merge cells, and then format a row and individual cells.
In the content placeholder, click the Insert Table button. The Insert Table dialog box will open.
In the Number of columns box, type or select the number 3. In the Number of rows box, type or select the number 4. Click OK. A blank table with three columns and four rows will appear. Because the table is active, you should see the Table Tools contextual tabs (Design, Layout) appear on the Ribbon.
In the upper-left cell of the table, type Task. Press the Tab button on your keyboard, then type Time Spent per Day in the next cell. Press Tab again, and type Time Saved per Week. Press Tab to move your cursor to the first cell of the second row.
Type Paper documents  Tab  type 15 minutes  Tab  type 6 hours  Tab
In the third row, type , 30 minutes, and 8 hours.
In the fourth row, type Calendar, 15 minutes, and 4 hours.
On the Ribbon, go to the Design tab under Table Tools. In the Table Style Options group, uncheck the Banded Rows box. The banding should disappear, and all rows except the heading row should now be the same color.
In the Table Styles group, click the More button (drop-down menu arrow) to display the Table Style gallery. Under Medium, click the third thumbnail in the first row (Medium Style 1 – Accent 2).
In the Table Style Options group, select the First Column check box. The text in the first column of the table will become bold.
Click anywhere in the header row. On the Layout tab, click on the Insert Above button in the Rows & Columns group.
With the new row selected, click the Merge Cells button in the Merge group.
In the new merged cell, type Effect of Focused Activity. In the Paragraph group of the Home tab, click the alignment Center button.
Make sure your cursor is still in the new cell. Under Table Tools in the Ribbon, find the Design contextual tab. Click the Shading arrow. In the palette, click the dark red box (Red, Accent 6) at the right end of the top Theme Colors row.
Select the text that reads Time Spent per Day and Time Saved Per Week, and click the gold box (Gold, Accent 1) in the center of the top Theme Colors row of the Shading palette.
Select the text that reads Task, Paper documents, , and Calendar, and click the Shading button (not the arrow) to apply the most recently selected color (gold) again.
Press CTRL + A to select the entire table. In the Table Styles group, click the Borders arrow, and click Outside Borders. Click a blank area of the slide to see your results. SAVE your work.

7. Graphic Objects: Charts

8. Purpose of Charts Used to display numeric data visually
Make it easier to see trends or comparisons
Commonly used charts include:
Line Graph
Bar Graph
Pie Chart
How to insert a chart:
- on a slide that includes a content placeholder, click the placeholder’s Insert Chart button
- click the Chart button in the Illustrations Group of the Insert tab
When you select the type of chart you want, an Excel window will open on half of your screen.

9. Line Graphs Display a line to connect data points on the plot
Show trends or correlation between two variables
Typically used to show change over time
Use this exercise to practice how to create a chart by entering data in its linked worksheet, to format a chart in several ways, and to update the chart by changing the values in the linked worksheet.
In the right-side content placeholder, click the Insert Chart button. The Insert Chart dialog box opens to display the many types of charts you can create. Click Line in the left pane to view the line chart types, and click the first thumbnail (Line) in the row. Click OK. Excel will start, and the PowerPoint and Excel windows will resize to display side-by-side.
In the Excel worksheet, click cell B1. Type Girls into the cell and press the Tab key on your keyboard. Type Boys into the next cell.
Enter the following data in columns A, B, and C:
Girls Boys
As you type, PowerPoint updates the chart with the new data in the worksheet.
To exclude the data in column D from the chart, click cell A1, and then drag the arrow in the lower-right corner of cell D5 to the left. Release it when cells A1:C5 are surrounded by a heavy blue border. In the PowerPoint window, the chart reflects the fact that only the Girls and Boys columns are now being plotted.
TIP – If the chart isn’t selected in the PowerPoint window when you make changes to the data in the Excel window, the chart won’t automatically update. If this happens, select the chart before proceeding.
In the upper-right corner of the Excel window, click the Close button. The PowerPoint window expands to show your data plotted as a column chart.
In the Chart Styles group of the Design contextual tab (under Table Tools on the Ribbon), click the More button (drop-down menu arrow) and choose the thumbnail in the fifth row of the first column (Style 33).
In the Chart Layouts group, click the More button. Click the thumbnail in the first row of the first column (Layout 1).
Click Chart Title above the chart. Triple-click in the selection to select all of the title text, then type SCA Representatives. Click away from the title (but not outside of the chart).
Click Axis Title to the left of the chart. Press the Delete button on your keyboard to remove the title from the chart. Click away from the title (but not outside of the chart) to see the results.
With the chart still active, click on the Edit Data button found in the Data group of the Design contextual tab.
In the Excel worksheet, change cell B2 to 15 and cell C2 to 80. Close the Excel window; the chart should immediately reflect the new data. SAVE your work.

10. Bar and Column Graphs Display bars that measure various amounts
Show relationships between different data series
Usually used to show comparisons between multiple variables
Use this exercise to practice how to create a chart by entering data in its linked worksheet, to format a chart in several ways, and to update the chart by changing the values in the linked worksheet.
In the right-side content placeholder, click the Insert Chart button. The Insert Chart dialog box opens to display the many types of charts you can create. Click OK to accept the default chart type (Clustered Column). Excel will start, and the PowerPoint and Excel windows will resize to display side-by-side.
In the Excel worksheet, click cell B1. Type Typical into the cell and press the Tab key on your keyboard. Type Desirable into the next cell.
Enter the following data in columns A, B, and C:
Typical Desirable
Act 40 35
Delegate 5 15
Store 30 5
Discard 25 45
As you type, PowerPoint updates the chart with the new data in the worksheet.
To exclude the data in column D from the chart, click cell A1, and then drag the arrow in the lower-right corner of cell D5 to the left. Release it when cells A1:C5 are surrounded by a heavy blue border. In the PowerPoint window, the chart reflects the fact that only the Typical and Desirable columns are now being plotted.
TIP – If the chart isn’t selected in the PowerPoint window when you make changes to the data in the Excel window, the chart won’t automatically update. If this happens, select the chart before proceeding.
In the upper-right corner of the Excel window, click the Close button. The PowerPoint window expands to show your data plotted as a column chart.
In the Chart Styles group of the Design contextual tab (under Table Tools on the Ribbon), click the More button (drop-down menu arrow) and choose the thumbnail in the fifth row of the last column (Style 40).
In the Chart Layouts group, click the More button. Click the thumbnail in the third row of the first column (Layout 7).
Click Axis Title below the chart. Triple-click in the selection to select all of the title text, then type Action. Click away from the title (but not outside of the chart).
Repeat step 8 to rename the axis title to the left of the chart to read Percent. Click away from the title (but not outside of the chart) to see the results.
With the chart still active, click on the Edit Data button found in the Data group of the Design contextual tab.
In the Excel worksheet, change cell C2 to 15 and cell C3 to 35. Close the Excel window; the chart should immediately reflect the new data. SAVE your work.

11. Pie Charts Compare parts to a whole Shows a percentage distribution
Usually used for data that depicts a ratio or a percentage relationship
Use this exercise to practice how to create a chart by entering data in its linked worksheet, to format a chart in several ways, and to update the chart by changing the values in the linked worksheet.
In the right-side content placeholder, click the Insert Chart button. The Insert Chart dialog box opens to display the many types of charts you can create. Click Pie from the left pane and click OK to accept the default chart type (Pie). Excel will start, and the PowerPoint and Excel windows will resize to display side-by-side.
In the Excel worksheet, click cell B1. Type into the cell and press the Tab key on your keyboard.
Enter the following data in columns A and B:
Freshmen 427
Sophomores 415
Juniors 360
Seniors 387
As you type, PowerPoint updates the chart with the new data in the worksheet.
TIP – If the chart isn’t selected in the PowerPoint window when you make changes to the data in the Excel window, the chart won’t automatically update. If this happens, select the chart before proceeding.
In the upper-right corner of the Excel window, click the Close button. The PowerPoint window expands to show your data plotted as a column chart.
In the Chart Styles group of the Design contextual tab (under Table Tools on the Ribbon), click the More button (drop-down menu arrow) and choose the thumbnail in the third row of the fourth column (Style 20).
In the Chart Layouts group, click the More button. Click the thumbnail in the first row of the first column (Layout 1).
Click Seniors inside the chart. All four text boxes will become active. Click Seniors again to select only this box. Double-click Seniors to highlight the text (and not the percentage). Press CTRL + B to make Seniors bold.
Repeat step 8 to bold Freshmen, Juniors, and Sophomores. Click away from the title (but not outside of the chart) to see the results. SAVE your work.

12. Graphic Objects: Diagrams

13. Purpose of Diagrams
Display information or data in a dynamic, visually appealing way
Used to illustrate a process or relationship between various elements
Easy to do with the SmartArt feature

14. Common Diagram Structures
Process – used to describe ordered steps
Hierarchy – used to illustrate structure or sequence
Cycle – used to represent a circular sequence or relationship of steps, tasks, or events
Relationship – used to show convergent, divergent, overlapping or merging elements
How to insert SmartArt graphics:
- on a slide that includes a content placeholder, click the placeholder’s Insert SmartArt Graphic button
- click the SmartArt button in the Illustrations Group on the Insert tab
When SmartArt is inserted, a section of contextual tabs (Design, Format) called SmartArt Tools appears on the Ribbon.

15. Organizational Overview
Review of changes
Introduction of new department chairs
Changes still to come
Use this exercise to add an organization chart to a slide, enter text, add first-level and second-level shapes, change the layout and color scheme of the chart as a whole, change the color of a single slide, and to adjust the chart size.
Click the Insert SmartArt Graphic button in the content placeholder. The Choose a SmartArt Graphic dialog box will open.
In the left pane, click Hierarchy to view the available layouts. You will see layout examples and descriptions in the right pane. Click the first layout (Organization Chart) and click OK. If the text pane does not automatically open, click the button in the middle of the left border of the diagram to open the text pane.
PowerPoint will insert a blank organizational chart into the slide, and a pane will open in which you can type text. Notice that the text placeholders in this pane appear as a bulleted list.
3. With the first bullet selected in the Type your text here pane, type Mr. Anderson. Press the down-arrow key on your keyboard to move to the next bullet.
Type Mr. Fitzgerald, then press the Enter key. PowerPoint adds a duplicate shape at the same level in the hierarchy. Type Ms. Sargeant and press Enter. Repeat the process one more time to add Ms. Cavanaugh.
Press the down-arrow to move to the next hierarchy of bullets. Type Ms. Pearson, English for the first bullet. Continue entering the following list on the same hierarchy level.
Ms. Hough, Math
Mr. Steele, Science
Ms. Davies, Social Studies
Ms. May, Health & PE
Mr. DiNicola, World Languages
Ms. Daley, CTE
Click the Close button of the text pane to hid it. (TIP – If you want to edit the text in the diagram, you can quickly open the text pane by clicking the button on the left side of the diagram’s frame.)
In the SmartArt Styles group, click the Change Colors button. Click the first thumbnail (Colorful – Accent Colors) in the gallery under Colorful. The shapes in the diagram should assume the colors of the selected scheme.
Click the Mr. Anderson shape. On the Format contextual tab, click the Shape Fill button in the Shape Styles group. Under Theme Colors, click the center box (Aqua, Accent 2).
Drag the handle in the lower-left corner of the diagram’s frame to the left to stretch the frame until its left edge is aligned with the left-side of the word Organizational in the slide title.
Click outside the frame to see the final result. SAVE your work.

16. PowerPoint Design Text Graphics Space Color
You might decide after creating a bulleted list on a slide that a diagram would more clearly convey your point to your audience. You can easily convert a bulleted list to a SmartArt diagram with only a few clicks of the mouse button. Use this exercise to convert four bullet points into a cycle diagram.
Right-click anywhere in the bulleted list. Point to Convert to SmartArt. A SmartArt gallery will appear.
In the gallery, click the third thumbnail in the fifth row (Basic Venn). PowerPoint converts the four bullet points into text in the selected diagram type.
On the Design contextual tab, click the Change Colors button in the SmartArt Styles group.
In the gallery, click the first thumbnail (Colorful – Accent Colors) under Colorful to apply the new color scheme to the graphic.
Open the text pane by clicking the button on the left side of the diagram’s frame. In the text pane, double-click the word Space, and type Layout. The text in the corresponding shape in the diagram reflects your change.
Close the text pane. On the Design contextual tab, click the More button in the SmartArt Styles group. Click the fourth thumbnail in the second row (Powder) under 3-D in the SmartArt Styles gallery.
Click a blank area of the slide to release the selection. The shapes are now transparent and three-dimensional. SAVE your work.

17. Summary of Key Points
Use a table to organize information neatly in rows and columns.
A chart presents numeric data in an easy-to- grasp visual format. You can choose from 12 types of charts with many variations.
SmartArt Graphics allow you to create a variety of diagrams. You can edit and format a diagram to suit your needs.

18. Provide feedback about this assignment.
February 21
Provide feedback about this assignment.
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