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Microsoft Office Excel 2016 for Mac Introduction to Charts Learning Technologies, Training & Audiovisual Outreach University Information Technology Services

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Page 1: Microsoft Office Excel 2016 for Mac · Microsoft Office Excel 2016 for Mac Introduction to Charts Learning Technologies, Training & Audiovisual Outreach ... Excel has some pre-defined

Microsoft Office Excel 2016 for Mac

Introduction to Charts

Learning Technologies, Training & Audiovisual Outreach

University Information Technology Services

Page 2: Microsoft Office Excel 2016 for Mac · Microsoft Office Excel 2016 for Mac Introduction to Charts Learning Technologies, Training & Audiovisual Outreach ... Excel has some pre-defined

Copyright©2016KSUDivisionofUniversityInformationTechnologyServicesThisdocumentmaybedownloaded,printed,orcopiedforeducationalusewithoutfurtherpermissionoftheUniversityInformationTechnologyServicesDivision(UITS),providedthecontentisnotmodifiedandthisstatementisnotremoved.AnyusenotstatedaboverequiresthewrittenconsentoftheUITSDivision.ThedistributionofacopyofthisdocumentviatheInternetorotherelectronicmediumwithoutthewrittenpermissionoftheKSU-UITSDivisionisexpresslyprohibited.PublishedbyKennesawStateUniversity–UITS2016ThepublishermakesnowarrantiesastotheaccuracyofthematerialcontainedinthisdocumentandthereforeisnotresponsibleforanydamagesorliabilitiesincurredfromUITSuse.Microsoftproductscreenshot(s)reprintedwithpermissionfromMicrosoftCorporation.Microsoft,MicrosoftOffice,andMicrosoftWordaretrademarksoftheMicrosoftCorporation.

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University Information Technology Services

Excel 2016 for Mac Introduction to Charts

TableofContentsIntroduction...............................................................................................................................................4

LearningObjectives....................................................................................................................................4

UsingRecommendedCharts......................................................................................................................5

InsertingaChart.........................................................................................................................................6

MostCommonlyUsedCharts.....................................................................................................................8

ColumnChart.........................................................................................................................................8

BarChart................................................................................................................................................9

LineChart...............................................................................................................................................9

PieChart...............................................................................................................................................10

ChartElements.........................................................................................................................................10

AddingChartElements.........................................................................................................................11

AdditionalChartElementsandModifyingtheDisplay.........................................................................13

ApplyingaPre-DefinedChartLayout.......................................................................................................15

ChartStyles..............................................................................................................................................16

ChartFormattingUsingtheFormatTab..................................................................................................18

SwitchingRowandColumnData.............................................................................................................19

ChangingtheChartType..........................................................................................................................20

MovingaChart.........................................................................................................................................21

SavingaChartasaTemplate...................................................................................................................22

AdditionalHelp.........................................................................................................................................23

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IntroductionWorkbooksthatcontainalargeamountofdatacansometimesbehardtoanalyze.Chartsmakeiteasiertounderstandyourdata.ThisbookletexplainshowtousethemostcommonlyusedchartsinExcel.Youwilllearnthepartsofachartandhowtoaddchartelements,suchascharttitles,legends,anddatalabels,tomakeyourcharteasiertoread.

LearningObjectivesAfterreadingthisbooklet,youwillbeableto:

• Becomefamiliarwiththemostcommonlyusedtypesofcharts• Becomefamiliarwiththepartsofachart• Insertcharts• Editcharts• Formatcharts• Switchrowandcolumndata• Movecharts• Saveacharttemplate

Note:Thisdocumentfrequentlyreferstoright-click.Ifyourset-updoesnotincludeamousewithtwobuttons,Macuserscanconfiguretheirsingle-buttonmousetodoaright-clickbyaccessingtheSystemPreferences>Mousesettingsandsettingtheright-buttontoSecondaryButton.Right-clickcanalsobeenabledbyholdingControl +click(SeeFigure1).

Figure1-SetupRight-ClickonaMac

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UsingRecommendedChartsTheRecommendedChartsbuttonisahelpfultoolthattakestheguessworkoutofselectingachart.Itdisplaysalistofchartsbestsuitedtorepresentyourdata.ThefollowingdescribeshowtocreateachartusingtheRecommendedChartsfeature:

1. IntheRibbon,clicktheInserttab(SeeFigure2).2. ClickRecommendedCharts(SeeFigure2).

Figure2-RecommendedCharts

3. TheRecommendedChartswindowwillappear.ThechartsthatExceldeterminesbestrepresentsyourdatawillbelistedinthewindow.

Figure3-RecommendedCharts

4. Clickthechartofyourchoice.5. Thechartwillappearontheactiveworksheet.

Note:IfyoudonotwanttousearecommendedchartfromtheRecommendedChartswindow,followtheinstructionsforInsertingaChart.

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InsertingaChartThefollowinginstructionsexplainhowtoinsertachartintoyourworksheet:

1. Selecttherangeofcellsthatyouwanttouseinyourchart,includingcolumntitlesandrowlabels.

Figure4-SelectCells

2. OntheInserttab,gototheChartsgroup.

Figure5-ChartsGroup

3. Clickthedrop-downarrownexttothetypeofchartthatyouwanttouse.

Figure6-SelectChart

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4. Whenthemenuappears,clickthespecificchartstyleyouwanttouse.

Figure7-ClicktheChart

5. Thenewchartwillappearonyourworksheet.

Figure8-NewChart

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Youcanalsoinsertachartusingthefollowingsteps:

1. ClickInsertintheMenubar(SeeFigure9).2. ClickChart(SeeFigure9).3. Selectthecharttypeyouwanttousefromthedrop-downlist(SeeFigure9).

Figure9-InsertChart

MostCommonlyUsedCharts

Excelhasseveraldifferentchartsforyoutochoosefrom.Youcanchoosethechartthatbestrepresentsyourdata,makingiteasiertounderstand.BelowaresomeofthemostcommonlyusedExcelcharts.ColumnChartColumnChartsuseverticalbarstorepresentdata.Theycanbeusedformanydifferenttypesofdata,butaremostlyusedtocompareinformation.

Figure10-ColumnChart

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BarChartBarChartsaresimilartocolumncharts,butusehorizontalbarsinsteadofverticalbarstorepresentthedata.

Figure11-BarChart

LineChartLineChartsarebestusedtoshowtrends.Eachdatapointisconnectedwithlines,whichmakesiteasiertoseewhethervaluesareincreasingordecreasingovertime.

Figure12-LineChart

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PieChartPieChartsareusedtocompareproportions.Useittoshownumbersthatrelatetoalargersumandalwaysequal100%.

Figure13-PieChart

ChartElementsInordertotakefulladvantageoftheintendeduseofcharts,itisimportantthatyouunderstandthedifferentpartsofachart.Theseelements(andmore)canbeadded/removedfromyourchart.Thefollowingexplainsthedifferentpartsofacolumnchart:

1. ChartTitle-Thecharttitleshoulddescribewhatyourchartisillustrating(seeFigure14).2. DataSeries-AroworcolumnofnumbersinExcelthatareplottedinachart(seeFigure14).3. VerticalAxisTitle-Alsoknownasthey-axis,theverticalaxisistheverticalpartofthechart

thatnormallyshowsthevaluesofthecolumns(seeFigure14).4. HorizontalAxisTitle-alsoknownasthex-axis.Thehorizontalaxisisthehorizontalpartofthe

chartthatnormallyshowsthecategories(seeFigure14).5. Legend-Thelegendshowsthecolorthateachdataseriesrepresentonthechart

(seeFigure14).

Figure14–ChartElements

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AddingChartElementsAddingvariouselementstoyourchartprovidesfurtherdescriptivedetail.Eachelementcontainsvariousdisplayoptions,however,theprocesstoaddthemtoyourchartisvirtuallythesame.Thefollowinginstructionsexplainhowtoaddatitletoyourchart:

1. Selectthechartinyourworkbook.2. ClicktheChartDesigncontextualtab.

Figure15-DesignTab

3. ClickAddChartElement.

Figure16-AddChartElement

4. ClickChartTitle.

Figure17-ChartTitleElement

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5. Fromtheresultingdrop-downmenu,selectthelocationforthetitle.

Figure18-ChartElementLocation

6. TheChartTitleplaceholderwillbeplacedinthelocationthatyouselected.Toeditthetitle,simplyhighlightthetextfieldtotypeoverthetext.

Figure19-ChartTitle

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AdditionalChartElementsandModifyingtheDisplayEachcharttypehasselectedelementsaddedtothechartbydefault.Thefollowingexplainshowtoinsertadditionalelementstoyourchartandmodifythedisplayofthoseelements:

1. Selectthechartinyourworkbook.2. ClicktheChartDesigncontextualtab.

Figure20-DesignTab

3. ClickAddChartElement.

Figure21-AddChartElement

4. Whenthedrop-downmenuappears,selecttheelementthatyouwanttoadd.Inthisexample,AxisTitleshasbeenselected.Thearrowtotherightindicatesthatthereisanotherdrill-downtoselectthetypeand/orpositionoftheaxistitle.

Figure22-SelectElementtoAdd

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5. Clickthedrop-downarrowtoviewalistofavailableoptions(SeeFigure23).6. Clickthetitletype/positionorMoreAxisTitleOptions…toviewalistofotheroptions

(SeeFigure23).

Figure23-TitleType/Position

7. TheAxisTitleisaddedtoyourchartforeditingandformatting.

Figure24-HorizontalAxisTitle

8. Toformattheelement,clicktheFormatcontextualtab(SeeFigure25).9. ClicktheFormatPanebutton(SeeFigure25).

Figure25-FormatPane

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10. TheFormatAxisTitlewindowwillopentoprovideoptionstomodifythedisplayofyourtitleandtext.

Figure26-FormatAxisTitleWindow

Note:TheoptionsdisplayedintheFormatPanearebasedonthespecificchartelementselection.Additionaloptionsmaybeavailabledependingontheselection.

11. UsetheShapeFill,ShapeOutline,andShapeEffectsbuttonstomakechangestothetextbox.

ApplyingaPre-DefinedChartLayoutExcelhassomepre-definedchartlayoutsthatareavailableifyoudonotwanttoaddchartelementsindividually.

1. Selectthechartinyourworkbook.2. ClicktheChartDesigncontextualtab.

Figure27-DesignTab

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3. OntheChartDesigntab,clicktheQuickLayoutbutton.

Figure28-QuickLayoutButton

4. Fromthedrop-downmenuthatappears,selectthelayoutofyourchoice.

Figure29-LayoutOptions

5. Theselectedlayoutwillbeappliedtoyourchart.

ChartStylesExcelhasseveralchartstylesthatallowyoutochangetheformattingofyourchart.Thefollowingexplainshowtochangethestyleofyourchart:

1. Selectthechartinyourworkbook.2. ClicktheChartDesigncontextualtab.

Figure30-DesignTab

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3. IntheChartStylesgroup,selectthestyleofyourchoice.

Figure31-ChartStyles

4. Clickthearrowstoscrollleftandrightortoopenadrop-downlisttoviewmorestyles,thenselectthedesiredstyletoapply.

Figure32–MoreChartStyles

5. Thestyleselectedwillbeappliedtoyourchart.

Figure33-NewChartStyle

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ChartFormattingUsingtheFormatTabTheFormatcontextualtabcontainsausefuldrop-downboxtoallowyoutoeasilyselectelementsofthechartthatyouwanttomodify.Thefollowingexplainshowtousethedrop-downboxtoselecttheelementandusethetoolsontheRibbontocustomizeyourchart:

1. SelectyourChart.2. ClicktheFormatcontextualtab.3. Clickthedrop-downarrowtoviewamenuofelementoptionsavailabletoformat.

Figure34-ChartElementsSelection

4. Clicktheelementyouwouldliketoformat.Inthisexample,HorizontalAxishasbeenselected.

Figure35-ElementOptions

5. TheFormatAxiswindowopens,providingoptionstochangetheaxisparameters,tickmarandtextoptions.

Figure36-FormatAxisWindow

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SwitchingRowandColumnDataYoumayfeeltheneedtochangethewayyourcharthasgroupedyourdata.Forexample,inthefigurebelow,theflowersalesaregroupedbymonth.However,youcanswitchtherowsandcolumnssothatthechartwillgroupdatabythetypeofflower.Ineithercase,thechartwillhavethesamedata.

1. Selectthechartthatyouwanttomodify.

Figure37-SelectChart

2. FromtheChartDesigntab,selectSwitchRow/Column.

Figure38-SwitchRow/Column

3. Therowsandcolumnswillswitchlocations.Thedataisnowgroupedbythetypeofflower,withcolumnsforeachmonth.

Figure39-Column/RowLocationSwitch

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ChangingtheChartTypeIfyoudonotthinkthatyourdataisrepresentedwellonyourchart,youcaneasilychangethecharttype.Thefollowingexplainshowtochangethechartytype:

1. FromtheChartDesigntab,clickChangeChartType.

Figure40-ChangeChartType

2. Selectthenewdesiredcharttypefromthedrop-downbox.Intheexample,aBarcharthasbeenselected.

Figure41-SelectNewChartType

3. Fromtheresultingdrop-downmenu,clickthedesiredstyleforyourchart.

Figure42-ChangeChartType

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4. Yourchartwillchangetothecharttypesyouselected.

Figure43-UpdatedChartType

MovingaChartWheneveryouinsertachart,itappearsonthesameworksheetastheselecteddata.Followthestepsbelowifyouwouldlikeforyourcharttoappearonaseparateworksheet.

1. Selectthechartyouwouldliketomove.2. FromtheDesigntab,selectMoveChart.

Figure44-MoveChart

3. TheMoveChartwindowwillappear.Choosethedesiredlocationforthechart,enteraname,thenclickOK.Intheexamplebelow,thechartwillbemovedtoanewworkbookinyourworksheet.

Note:IfselectingNewsheet,thiswillcreateanewworkbookinyourworksheettitledChart1.Youmayrenameitbeforeyousave.

Figure45-MoveChart

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4. Thechartwillappearinthelocationyouselected.

Figure46-NewChartLocation

SavingaChartasaTemplateIfyouhaveaddedchartelementsandstylestoyourchartthatyouwouldliketousewhencreatingchartsinthefuture,youcansavethechartasatemplate.

1. Selectthechartthatyouwouldliketosaveasatemplate.2. Right-clickthechart.3. Acontextsensitivemenuwillappear.SelectSaveasTemplate.

Figure47-SaveasTemplate

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4. TheSaveChartTemplatewindowwillappear.IntheSaveAsfield,typeanameforthecharttemplate(SeeFigure48).

5. ClickSave(SeeFigure48).

Figure48-SaveChartTemplateWindow

6. ThecharttemplateappearswhenNewisselectedonthebackstageview.

Figure49-ChartTemplates

AdditionalHelpForadditionalsupport,pleasecontacttheKSUServiceDesk:KSUServiceDeskforFaculty&Staff

• Phone: 470-578-6999• Email: [email protected]• Website: http://uits.kennesaw.edu

KSUStudentHelpdesk• Phone: 470-578-3555• Email: [email protected]• Website: http://uits.kennesaw.edu