WEBVTT Kind: captions Language: en 00:00:07.190 --> 00:00:12.540 A chart is a tool you can use in Excel to communicate your data graphically. 00:00:12.540 --> 00:00:19.130 Not only are charts easy to create, they are often very easy for your audience to understand. 00:00:19.130 --> 00:00:23.780 Charts allow users to more easily see the meaning behind the numbers in the spreadsheet, 00:00:23.780 --> 00:00:28.790 and make showing comparisons and trends a lot easier. 00:00:28.790 --> 00:00:33.890 For example, if I asked you to review this spreadsheet and tell me if sales are increasing 00:00:33.890 --> 00:00:40.890 or decreasing in 2008 could you do so quickly? What about if you looked at this chart? As 00:00:41.949 --> 00:00:47.059 you can see, sometimes a chart really is an effective tool for communicating information. 00:00:47.059 --> 00:00:51.909 Every charts starts with data, so let's take a look at a spreadsheet for a small business 00:00:51.909 --> 00:00:57.670 called Coastal Candle Company. We can see from the spreadsheet that we have 00:00:57.670 --> 00:01:03.289 salespeople and some assorted data. To show you how to create a Chart, let's use 00:01:03.289 --> 00:01:08.580 the information on the Summary sheet, so we'll just click it to select it. 00:01:08.580 --> 00:01:14.070 Now, you can see that this view gives us a summary of the Salespeople and the dollar 00:01:14.070 --> 00:01:19.760 amount in sales for each month. Let's create a chart that compares the sales 00:01:19.760 --> 00:01:26.070 of all our salespeople, month by month. To do this, select the information that you 00:01:26.070 --> 00:01:31.000 want to chart, including the column titles and the row labels. 00:01:31.000 --> 00:01:37.040 Then click the Insert tab. In the Charts group you can see several different 00:01:37.040 --> 00:01:40.930 types of charts. Let's take a look at some of the most popular 00:01:40.930 --> 00:01:47.680 ones. Columns are often used to compare items. 00:01:47.680 --> 00:01:52.240 We'll probably want to use the Columns command to compare our salespeople. 00:01:52.240 --> 00:01:55.140 Line charts are great to display trends over time. 00:01:55.140 --> 00:02:02.140 So, let's say you want to see how a particular product sold over the course of the year. 00:02:02.540 --> 00:02:07.330 A line graph would be a great chart to use because you could use one line to represent 00:02:07.330 --> 00:02:13.200 that product and additional lines to represent other products. 00:02:13.200 --> 00:02:19.960 Pie charts can be used to represent items or pieces that combined together form a total 00:02:19.960 --> 00:02:24.090 amount. For example, if I asked a class of 30 students 00:02:24.090 --> 00:02:28.370 the question... Where do you use the Internet? I could display 00:02:28.370 --> 00:02:34.450 the results in a Pie Chart. If you have multiple items to compare, a bar 00:02:34.450 --> 00:02:40.880 chart might meet your needs. And you have Area, Scatter, and Other Charts, 00:02:40.880 --> 00:02:42.970 as well. Don't worry. 00:02:42.970 --> 00:02:47.720 If you're not sure how you can use these, just hover over the command and a box will 00:02:47.720 --> 00:02:52.630 appear with some information about how each chart is best used. 00:02:52.630 --> 00:02:58.530 Now, let's get to the fun stuff. To insert a chart, click the command of your 00:02:58.530 --> 00:03:04.180 choice from the Charts group. I think a Column chart will work well for 00:03:04.180 --> 00:03:10.650 this, so we'll just click that. Now, we see a number of chart types to choose 00:03:10.650 --> 00:03:14.569 from. You have so many options. 00:03:14.569 --> 00:03:19.190 For this example, let's just choose a basic, 2 D Clustered Column. 00:03:19.190 --> 00:03:24.620 I know the name of this chart because it displays when I hover my pointer over it. 00:03:24.620 --> 00:03:31.620 Now, just left-click it to select it, and there you go...your chart appears.We can see 00:03:32.030 --> 00:03:38.260 how much each salesperson sold each month, and how their sales varied from month to month. 00:03:38.260 --> 00:03:42.560 Our salespeople, which are the row titles in the cells, now appear on the bottom of 00:03:42.560 --> 00:03:46.560 the chart. The column titles from the worksheet: January, 00:03:46.560 --> 00:03:52.630 February, and March are now represented in the chart graphically and labeled to the right 00:03:52.630 --> 00:03:56.630 in the legend. The legend tells you which color represents 00:03:56.630 --> 00:04:01.849 what data in the spreadsheet. We can see that the blue bar represents January 00:04:01.849 --> 00:04:06.239 sales. On the left side of the chart, Excel has created 00:04:06.239 --> 00:04:12.280 a scale of numbers to help you understand what the column height of each month means. 00:04:12.280 --> 00:04:16.970 The height of each column is in proportion to the data in the cells. 00:04:16.970 --> 00:04:22.879 Now that you know how to insert a chart, let's take a look at some of the Chart tools. 00:04:22.879 --> 00:04:28.090 Once you insert a chart, a new set of Chart Tools that are arranged into 3 tabs, will 00:04:28.090 --> 00:04:35.090 appear above the Ribbon. These are only visible when the chart is selected. 00:04:35.320 --> 00:04:42.320 Let's take a look at the Design tab first. If you want to change the chart type after 00:04:42.330 --> 00:04:46.690 you create your chart, you can do so from this tab. 00:04:46.690 --> 00:04:53.690 Just click Change Chart Type and from the menu that appears, select another chart type. 00:04:53.830 --> 00:04:59.340 You can stay with the Column Charts or even choose something completely different. 00:04:59.340 --> 00:05:04.430 I like the Column Charts, but I think I want this 3D version of the Clustered Column, so 00:05:04.430 --> 00:05:11.220 I'll just click it, and then click Ok. Your Chart Type will change. 00:05:11.220 --> 00:05:16.740 Right now, the chart shows in 3D how each salesperson did month by month, in essence 00:05:16.740 --> 00:05:23.740 comparing their January sales to their February sales to their own March sales. 00:05:25.830 --> 00:05:30.660 But you can change what is being compared by simply clicking the Switch Row/Column Data 00:05:30.660 --> 00:05:34.229 command. Clicking this command will switch the info 00:05:34.229 --> 00:05:39.400 that appears vertically and horizontally on the x and y axis. 00:05:39.400 --> 00:05:46.370 Now, the chart compares salespeople to each other in each month. 00:05:46.370 --> 00:05:51.669 You can see that a simple click of a button can change the chart significantly. 00:05:51.669 --> 00:05:58.050 You can switch the chart back to the original view by clicking Switch Row/Column again. 00:05:58.050 --> 00:06:01.930 You can modify your chart in a lot of other ways, too. 00:06:01.930 --> 00:06:07.280 OK, stay with me here. This may remind you a little of high school 00:06:07.280 --> 00:06:12.590 math. This chart has two axes. 00:06:12.590 --> 00:06:18.320 On the left is the vertical axis, also known as the y axis. 00:06:18.320 --> 00:06:24.050 Right now, the vertical axis displays a scale of numbers which we can use, along with the 00:06:24.050 --> 00:06:28.210 columns, to determine how much each salesperson sold each month. 00:06:28.210 --> 00:06:34.139 Here at the bottom is the horizontal axis, also called the x axis, which displays the 00:06:34.139 --> 00:06:38.669 salesperson's name. Excel gives us the ability to change the chart 00:06:38.669 --> 00:06:45.530 layout and add chart titles and text that describe our axes. 00:06:45.530 --> 00:06:49.180 On the Design tab, find the Chart Layouts group. 00:06:49.180 --> 00:06:54.199 You can click the More arrow to view all your options, and just left-click an option to 00:06:54.199 --> 00:06:58.699 select it. This one looks good - it lets me add a chart 00:06:58.699 --> 00:07:05.699 title, but if it's not what you want, just choose another one. 00:07:06.419 --> 00:07:12.889 This one just jumbles the text and doesn't work for this chart but this one is what I 00:07:12.889 --> 00:07:17.289 want. It allows me to label both axes and give my 00:07:17.289 --> 00:07:24.289 chart a title. Now, you can type the titles directly in the 00:07:24.930 --> 00:07:30.600 chart. I'll call my chart 1st Quarter 2008 Sales, 00:07:30.600 --> 00:07:37.600 and then on the y axis type Sales Amount and on the x axis, type Salespeople. 00:07:43.570 --> 00:07:46.699 You can do a few other things from the Design tab. 00:07:46.699 --> 00:07:51.710 For instance, you can apply a Chart Style by selecting an option from the Chart Styles 00:07:51.710 --> 00:07:54.830 group. This can dramatically change the look of your 00:07:54.830 --> 00:07:59.490 chart. Another great command is the Move Chart command. 00:07:59.490 --> 00:08:05.419 This command does exactly what it states - it moves the chart. 00:08:05.419 --> 00:08:10.810 Let's see how this works. Just click the command and a dialog box appears. 00:08:10.810 --> 00:08:17.810 Right now, the Object in radio button is selected and Summary appears in the drop-down list. 00:08:18.539 --> 00:08:23.979 This is reminding us that the chart currently appears on the Summary sheet. 00:08:23.979 --> 00:08:28.900 You can change this so the chart appears on another existing worksheet, or select New 00:08:28.900 --> 00:08:47.680 Sheet, name the sheet, and click OK. Now, the chart appears in its own sheet. 00:08:47.680 --> 00:08:52.740 There are way too many chart options for us to go into them all in this video. 00:08:52.740 --> 00:08:57.690 The Layout tab really gives you some serious control over how things are displayed in your 00:08:57.690 --> 00:09:02.230 chart, specifically the Labels, Axes, and Background groups. 00:09:02.230 --> 00:09:07.360 I encourage you to explore this tab, and those 3 groups and the commands. 00:09:07.360 --> 00:09:12.450 Also, take a look at the Format tab. From here, you can really change the visual 00:09:12.450 --> 00:09:17.709 appearance of your chart so that it works with the rest of your spreadsheet. 00:09:17.709 --> 00:09:22.250 As you saw, adding a chart takes somewhere around 10 seconds, but with all the Excel 00:09:22.250 --> 00:09:27.910 tools at your disposal you can spend as much time as you want really formatting your chart 00:09:27.910 --> 00:09:28.889 to meet your needs.