WEBVTT Kind: captions Language: en 00:00:08.460 --> 00:00:12.830 When working with numerical data in PowerPoint, sometimes a chart is just what you need to 00:00:12.830 --> 00:00:15.040 show the meaning behind the numbers. 00:00:15.040 --> 00:00:18.920 In this video, we're going to look at some of the different types of charts, and also 00:00:18.920 --> 00:00:23.330 some ways that you can customize them to best represent your data. 00:00:23.330 --> 00:00:29.759 Column charts are good all-around charts—they work with many different types of data… 00:00:29.759 --> 00:00:36.059 Whereas line charts are best for showing trends over time. 00:00:36.059 --> 00:00:39.710 Pie charts are unique because they let you see your data in proportion, instead of on 00:00:39.710 --> 00:00:43.030 a graph. 00:00:43.030 --> 00:00:48.179 We also have the bar chart, which is basically just a column chart turned on its side… 00:00:48.179 --> 00:00:53.930 And finally area charts, which are similar to line charts, except the areas under the 00:00:53.930 --> 00:00:58.379 lines are filled in. 00:00:58.379 --> 00:01:01.550 To create a chart, go to the Insert tab. 00:01:01.550 --> 00:01:05.800 Then click the Chart command… and a list of choices will appear. 00:01:05.800 --> 00:01:09.060 I think I'll start with something in the column category. 00:01:09.060 --> 00:01:12.750 This one looks nice and simple. 00:01:12.750 --> 00:01:17.840 Click OK… and then something interesting happens. 00:01:17.840 --> 00:01:21.820 PowerPoint will open a spreadsheet (similar to what you'll find in Excel), where you can 00:01:21.820 --> 00:01:24.220 start entering your data. 00:01:24.220 --> 00:01:28.159 All you have to do is type your information over the placeholder text, and PowerPoint 00:01:28.159 --> 00:01:30.079 will update the chart in your presentation. 00:01:30.079 --> 00:01:33.540 See how it works? 00:01:33.540 --> 00:01:38.320 Now we just need to fill in our sales figures. 00:01:38.320 --> 00:01:44.460 We're going to be covering the last five months, January to May. 00:01:44.460 --> 00:01:48.490 Anything you want to include in your chart has to be inside this little blue box—but 00:01:48.490 --> 00:01:54.420 don't worry, it'll expand automatically as you continue to type. 00:01:54.420 --> 00:01:58.020 , to save some time, we're going to copy and paste the rest of the data from an existing 00:01:58.020 --> 00:01:59.869 worksheet in Excel. 00:01:59.869 --> 00:02:03.689 This option is great if you already have your data recorded elsewhere. 00:02:03.689 --> 00:02:09.500 All you have to do is go to the worksheet in Excel, and copy the data you want to use. 00:02:09.500 --> 00:02:21.930 Next, go back to your presentation… and paste it here by pressing CTRL+V on your keyboard. 00:02:21.930 --> 00:02:25.170 And PowerPoint will update the chart automatically. 00:02:25.170 --> 00:02:29.410 When you're done, click the X to close the spreadsheet window. 00:02:29.410 --> 00:02:36.530 You can also give your chart a title if you want. 00:02:36.530 --> 00:02:40.780 To go back to the chart and make any changes or corrections, click the Edit Data command 00:02:40.780 --> 00:02:45.680 on the Design tab… and the window will open again. 00:02:45.680 --> 00:02:55.590 Charts are designed to help you illustrate your point, just like illustrations in a book. 00:02:55.590 --> 00:03:00.550 Therefore, things like color, layout, and chart type really do matter. 00:03:00.550 --> 00:03:05.120 For example, right now, the columns are grouped by genre, but I'm more interested in taking 00:03:05.120 --> 00:03:07.130 a look at trends over time. 00:03:07.130 --> 00:03:10.030 That means we need to group the data by month instead. 00:03:10.030 --> 00:03:12.180 Luckily, we don't have to start over. 00:03:12.180 --> 00:03:15.871 Just make sure you have the "Edit Data" window open (you can move it if you need to) … then 00:03:15.871 --> 00:03:18.150 click the chart to select it. 00:03:18.150 --> 00:03:23.690 Next, click the command that says Switch Row/Column… and that's all it takes. 00:03:23.690 --> 00:03:28.000 See how the chart has been rearranged? 00:03:28.000 --> 00:03:31.390 Basically the months and the genres have switched places. 00:03:31.390 --> 00:03:35.750 You can always experiment with this to see which option is going to work best. 00:03:35.750 --> 00:03:40.060 If you want to try a different chart all together, click the Change Chart Type command on the 00:03:40.060 --> 00:03:45.390 far right of the tab… then pick something else from the dialog box. 00:03:45.390 --> 00:03:46.960 I think I'll go with a line chart this time. 00:03:46.960 --> 00:03:48.080 Line charts work well for data like this. 00:03:48.080 --> 00:03:50.470 For example, we can see right away that Sci-Fi & Fantasy had an unusually good month in May, 00:03:50.470 --> 00:03:52.160 and also that Romance novels are starting to catch up in sales. 00:03:52.160 --> 00:03:56.880 If you want, you can change the chart style to give your chart a different look. 00:03:56.880 --> 00:04:00.760 As you can see, you have several different options to choose from. 00:04:00.760 --> 00:04:03.620 You can also change the chart layout itself. 00:04:03.620 --> 00:04:08.690 Just go to the Quick Layout command… and make a selection from the menu. 00:04:08.690 --> 00:04:12.180 Not all of these options will work for the data you're working with. 00:04:12.180 --> 00:04:15.600 Just keep going until you find something you like. 00:04:15.600 --> 00:04:19.220 Why don't we go with something like this? 00:04:19.220 --> 00:04:23.000 You can make further adjustments using the Chart Elements shortcut (it's the one with 00:04:23.000 --> 00:04:24.630 the plus sign). 00:04:24.630 --> 00:04:29.960 Here, you can add or remove elements from your chart, depending on your preferences… 00:04:29.960 --> 00:04:36.810 Or you can click the arrow to the right to access even more options. 00:04:36.810 --> 00:04:41.120 Charts are a great choice for presenting numerical data in PowerPoint, and also enhancing your 00:04:41.120 --> 00:04:42.729 presentations. 00:04:42.729 --> 00:04:46.710 With so many design options to choose from, you can achieve exactly the look you want.