WEBVTT Kind: captions Language: en 00:00:11.460 --> 00:00:15.730 When working with numerical data in PowerPoint, sometimes a chart is just what you need to 00:00:15.730 --> 00:00:18.050 show the meaning behind the numbers. 00:00:18.050 --> 00:00:21.470 In this video, we're going to look at some of the different types of charts, and also 00:00:21.470 --> 00:00:26.670 some ways that you can customize them to best represent your data. 00:00:26.670 --> 00:00:32.850 Column charts are good all-around charts—they work with many different types of data… 00:00:32.850 --> 00:00:39.410 Whereas line charts are best for showing trends over time. 00:00:39.410 --> 00:00:43.220 Pie charts are unique because they let you see your data in proportion, instead of on 00:00:43.220 --> 00:00:45.730 a graph. 00:00:45.730 --> 00:00:52.190 We also have the bar chart, which is basically just a column chart turned on its side… 00:00:52.190 --> 00:00:56.570 And finally area charts, which are similar to line charts, except the areas under the 00:00:56.570 --> 00:00:57.649 lines are filled in. 00:00:57.649 --> 00:01:05.800 To create a chart, go to the Insert tab. 00:01:05.800 --> 00:01:10.090 Then click the Chart command… and a list of choices will appear. 00:01:10.090 --> 00:01:15.460 I think I'll start with something in the column category. 00:01:15.460 --> 00:01:18.590 This one looks nice and simple. 00:01:18.590 --> 00:01:22.750 Click OK… and then something interesting happens. 00:01:22.750 --> 00:01:26.640 PowerPoint will open a spreadsheet (similar to what you'll find in Excel), where you can 00:01:26.640 --> 00:01:29.000 start entering your data. 00:01:29.000 --> 00:01:32.780 All you have to do is type your information over the placeholder text, and PowerPoint 00:01:32.780 --> 00:01:35.320 will update the chart in your presentation. 00:01:35.320 --> 00:01:42.240 See how it works? 00:01:42.240 --> 00:01:44.900 Now we just need to fill in our sales figures. 00:01:44.900 --> 00:01:51.659 We're going to be covering the last five years, from 2008 to 2012. 00:01:51.659 --> 00:01:55.579 Anything you want to include in your chart has to be inside this little blue box—but 00:01:55.579 --> 00:02:00.980 don't worry, it'll expand automatically as you continue to type. 00:02:00.980 --> 00:02:07.570 Next, to save some time, we're going to copy and paste the rest of the data from an existing 00:02:07.570 --> 00:02:09.620 worksheet in Excel. 00:02:09.620 --> 00:02:13.680 This option is great if you already have your data recorded elsewhere. 00:02:13.680 --> 00:02:20.760 All you have to do is go to the worksheet in Excel, and copy the data you want to use. 00:02:20.760 --> 00:02:31.890 Next, go back to your presentation… and paste it here by pressing CTRL+V on your keyboard. 00:02:31.890 --> 00:02:36.060 And PowerPoint will update the chart automatically. 00:02:36.060 --> 00:02:40.130 When you're done, click the X to close the spreadsheet window. 00:02:40.130 --> 00:02:48.940 You can also give your chart a title if you want. 00:02:48.940 --> 00:02:53.030 To go back to the chart and make any changes or corrections, click the Edit Data command 00:02:53.030 --> 00:02:59.150 on the Design tab… and the window will open again. 00:02:59.150 --> 00:03:03.450 Charts are designed to help you illustrate your point, just like illustrations in a book. 00:03:03.450 --> 00:03:07.900 Therefore, things like color, layout, and chart type really do matter. 00:03:07.900 --> 00:03:12.150 For example, right now, the columns are grouped by genre, but I'm more interested in taking 00:03:12.150 --> 00:03:14.260 a look at trends over time. 00:03:14.260 --> 00:03:17.340 That means we need to group the data by year instead. 00:03:17.340 --> 00:03:20.660 Luckily, we don't have to start over. 00:03:20.660 --> 00:03:25.681 Just make sure you have the "Edit Data" window open (you can move it if you need to)… then 00:03:25.681 --> 00:03:28.260 click the chart to select it. 00:03:28.260 --> 00:03:36.410 Next, click the command that says Switch Row/Column… and that's all it takes. 00:03:36.410 --> 00:03:39.230 See how the chart has been rearranged? 00:03:39.230 --> 00:03:42.450 Basically the years and the genres have switched places. 00:03:42.450 --> 00:03:47.890 You can always experiment with this to see which option is going to work best. 00:03:47.890 --> 00:03:51.900 If you want to try a different chart all together, click the Change Chart Type command on the 00:03:51.900 --> 00:03:56.800 far right of the tab… then pick something else from the dialog box. 00:03:56.800 --> 00:04:02.150 I think I'll go with a line chart this time. 00:04:02.150 --> 00:04:04.450 Line charts work well for data like this. 00:04:04.450 --> 00:04:10.040 For example, we can see right away that Sci-Fi & Fantasy had an unusually good year in 2008, 00:04:10.040 --> 00:04:15.340 and also that Romance novels are starting to catch up in sales. 00:04:15.340 --> 00:04:19.590 If you want, you can change the chart style to give your chart a different look. 00:04:19.590 --> 00:04:24.400 As you can see, you have several different options to choose from. 00:04:24.400 --> 00:04:27.590 You can also change the chart layout itself. 00:04:27.590 --> 00:04:33.330 Just go to the Quick Layout command… and make a selection from the menu. 00:04:33.330 --> 00:04:36.460 Not all of these options will work for the data you're working with. 00:04:36.460 --> 00:04:39.570 Just keep going until you find something you like. 00:04:39.570 --> 00:04:43.659 Why don't we go with something like this? 00:04:43.659 --> 00:04:47.990 You can make further adjustments using the Chart Elements shortcut (it's the one with 00:04:47.990 --> 00:04:49.509 the plus sign). 00:04:49.509 --> 00:04:55.860 Here, you can add or remove elements from your chart, depending on your preferences… 00:04:55.860 --> 00:05:04.540 Or you can click the arrow to the right to access even more options. 00:05:04.540 --> 00:05:08.620 Charts are a great choice for presenting numerical data in PowerPoint, and also enhancing your 00:05:08.620 --> 00:05:10.250 presentations. 00:05:10.250 --> 00:05:14.389 With so many design options to choose from, you can achieve exactly the look you want.