WEBVTT Kind: captions Language: en 00:00:12.040 --> 00:00:16.450 When presenting numerical data to your audience, sometimes a chart is just what you need to 00:00:16.450 --> 00:00:18.920 help them see the meaning behind the numbers. 00:00:18.920 --> 00:00:23.110 For example, I have our book store's sales figures organized by genre and year in this 00:00:23.110 --> 00:00:27.770 table, but it's hard to see any trends without looking at the numbers one-by-one. I think 00:00:27.770 --> 00:00:30.970 a chart would make things much easier. 00:00:30.970 --> 00:00:36.270 We'll first go to the Insert tab, and then click the Chart command to open a list of 00:00:36.270 --> 00:00:41.579 our choices. Let's take a look at some of the more common ones. 00:00:41.579 --> 00:00:45.840 Column charts are good all-around charts - they work with many different types of data - whereas 00:00:45.840 --> 00:00:50.870 line charts are best for showing trends over time. Pie charts are unique because they let 00:00:50.870 --> 00:00:55.640 you see your data in proportion instead of on a graph. We also have the bar chart, which 00:00:55.640 --> 00:01:01.150 is basically just a column chart turned on its side. And area charts are like line charts, 00:01:01.150 --> 00:01:05.570 except the areas under the lines are filled in. 00:01:05.570 --> 00:01:09.630 I think I'll start with something in the column category. There are lots of styles to choose 00:01:09.630 --> 00:01:16.060 from. This one looks nice and simple. Click OK, and then something interesting happens 00:01:16.060 --> 00:01:21.860 - an Excel window opens. Why? Well, PowerPoint uses an Excel worksheet as the placeholder 00:01:21.860 --> 00:01:28.860 for your chart data. You enter your information here, right on top of the placeholder text, 00:01:29.820 --> 00:01:35.290 and it shows up on the chart. See? 00:01:35.290 --> 00:01:42.290 Let's just add the rest of the genres to this column. 00:01:45.200 --> 00:01:49.350 Now all we need to do is fill in our sales figures. We're going to be covering the last 00:01:49.350 --> 00:01:55.990 five years, from 2006 to 2010. Anything you want to include on your chart has to be inside 00:01:55.990 --> 00:01:59.840 this little blue box, so I'm going to drag the bottom right corner to make some more 00:01:59.840 --> 00:02:05.799 room and Excel automatically finishes the series with 2009 and 2010. 00:02:05.799 --> 00:02:10.720 To save us some more time, I'm going to copy and paste the rest of the data from a spreadsheet 00:02:10.720 --> 00:02:17.720 I already have. Just open the existing worksheet, copy the data you want to use, then paste 00:02:26.079 --> 00:02:30.829 it in the placeholder. 00:02:30.829 --> 00:02:35.310 Notice how the chart in PowerPoint was updated right away? There's no need to save - not 00:02:35.310 --> 00:02:39.439 even when you close the Excel window - because PowerPoint automatically keeps up with you 00:02:39.439 --> 00:02:44.260 while you work. To go back and make changes, all you have to do is click the Edit Data 00:02:44.260 --> 00:02:47.189 command, and the Excel window will open again. 00:02:47.189 --> 00:02:51.969 You can even import a chart from Excel, which is what I was planning to do on the next slide. 00:02:51.969 --> 00:02:57.219 I like this feature because it lets you repurpose an existing chart, and you can keep it up-to-date 00:02:57.219 --> 00:02:59.609 by linking it to the original. 00:02:59.609 --> 00:03:06.609 Just go to Insert Object and choose Create from file. Browse to find the right file on 00:03:09.499 --> 00:03:16.499 your computer. Then check the Link box if you want to create that link, meaning that 00:03:17.680 --> 00:03:22.090 any changes you make to the original will be reflected here too. 00:03:22.090 --> 00:03:26.279 Just be careful not to delete or move the original file. If the location of either the 00:03:26.279 --> 00:03:30.519 PowerPoint or the Excel file changes, you may have to insert the chart again in order 00:03:30.519 --> 00:03:34.309 for it to display properly. 00:03:34.309 --> 00:03:39.359 And here's our second chart - a pie chart this time. Charts can be as simple or as complex 00:03:39.359 --> 00:03:44.209 as you like in PowerPoint. I think the audience will appreciate how easy it is to understand 00:03:44.209 --> 00:03:51.209 the data, when it's visualized in such a clear way.