WEBVTT Kind: captions Language: en 00:00:11.230 --> 00:00:15.290 When working with numerical data in Word, sometimes a chart is just what you need to 00:00:15.290 --> 00:00:17.630 show the meaning behind the numbers. 00:00:17.630 --> 00:00:21.030 In this video, we're going to look at some of the different types of charts, and also 00:00:21.030 --> 00:00:26.240 some ways that you can customize them to best represent your data. 00:00:26.240 --> 00:00:32.419 Column charts are good all-around charts—they work with many different types of data... 00:00:32.419 --> 00:00:38.980 Whereas line charts are best for showing trends over time. 00:00:38.980 --> 00:00:42.790 Pie charts are unique because they let you see your data in proportion, instead of on 00:00:42.790 --> 00:00:45.300 a graph. 00:00:45.300 --> 00:00:51.770 We also have the bar chart, which is basically just a column chart turned on its side... 00:00:51.770 --> 00:00:56.140 And finally area charts, which are similar to line charts, except the areas under the 00:00:56.140 --> 00:00:57.150 lines are filled in. 00:00:57.150 --> 00:01:04.589 To create a chart, go to the Insert tab. 00:01:04.589 --> 00:01:08.890 Then click the Chart command... and a list of choices will appear. 00:01:08.890 --> 00:01:13.509 I think I'll start with something in the column category. 00:01:13.509 --> 00:01:16.950 This one looks nice and simple. 00:01:16.950 --> 00:01:21.170 Click OK... and then something interesting happens. 00:01:21.170 --> 00:01:24.840 Word will open a spreadsheet (similar to what you'll find in Excel), where you can start 00:01:24.840 --> 00:01:26.950 entering your data. 00:01:26.950 --> 00:01:30.899 All you have to do is type your information over the placeholder text, and Word will update 00:01:30.899 --> 00:01:32.729 the chart in your document. 00:01:32.729 --> 00:01:39.010 See how it works? 00:01:39.010 --> 00:01:41.670 Now we just need to fill in our sales figures. 00:01:41.670 --> 00:01:48.709 We're going to be covering the last five years, from 2008 to 2012. 00:01:48.709 --> 00:01:52.619 Anything you want to include in your chart has to be inside this little blue box—but 00:01:52.619 --> 00:01:57.729 don't worry, it'll expand automatically as you continue to type. 00:01:57.729 --> 00:02:04.020 Next, to save some time, we're going to copy and paste the rest of the data from an existing 00:02:04.020 --> 00:02:05.929 worksheet in Excel. 00:02:05.929 --> 00:02:10.000 This option is great if you already have your data recorded elsewhere. 00:02:10.000 --> 00:02:19.010 All you have to do is go to the worksheet in Excel, and copy the data you want to use. 00:02:19.010 --> 00:02:27.110 Then go back to Word... and paste it here by pressing CTRL+V on your keyboard. 00:02:27.110 --> 00:02:31.000 And Word will update the chart automatically. 00:02:31.000 --> 00:02:35.030 When you're done, click the X to close the spreadsheet window. 00:02:35.030 --> 00:02:43.180 You can also give your chart a title if you want. 00:02:43.180 --> 00:02:47.290 To go back to the chart and make any changes or corrections, click the Edit Data command 00:02:47.290 --> 00:02:53.390 on the Design tab... and the window will open again. 00:02:53.390 --> 00:02:57.690 Charts are designed to help you illustrate your point, just like illustrations in a book. 00:02:57.690 --> 00:03:02.150 Therefore, things like color, layout, and chart type really do matter. 00:03:02.150 --> 00:03:06.390 For example, right now, the columns are grouped by genre, but I'm more interested in taking 00:03:06.390 --> 00:03:08.510 a look at trends over time. 00:03:08.510 --> 00:03:11.659 That means we need to group the data by year instead. 00:03:11.659 --> 00:03:14.900 Luckily, we don't have to start over. 00:03:14.900 --> 00:03:19.500 Just make sure you have the "Edit Data" window open, then click the chart to select it. 00:03:19.500 --> 00:03:27.170 Next, click the command that says Switch Row/Column... and that's all it takes. 00:03:27.170 --> 00:03:29.780 See how the chart has been rearranged? 00:03:29.780 --> 00:03:32.999 Basically the years and the genres have switched places. 00:03:32.999 --> 00:03:38.190 You can always experiment with this to see which option is going to work best. 00:03:38.190 --> 00:03:42.200 If you want to try a different chart all together, click the Change Chart Type command on the 00:03:42.200 --> 00:03:47.099 far right of the tab... then pick something else from the dialog box. 00:03:47.099 --> 00:03:52.079 I think I'll go with a line chart this time. 00:03:52.079 --> 00:03:54.110 Line charts work well for data like this. 00:03:54.110 --> 00:03:59.980 For example, we can see right away that Sci-Fi & Fantasy had an unusually good year in 2008, 00:03:59.980 --> 00:04:05.280 and also that Romance novels are starting to catch up in sales. 00:04:05.280 --> 00:04:09.519 If you want, you can change the chart style to give your chart a different look. 00:04:09.519 --> 00:04:14.510 As you can see, you have several different options to choose from. 00:04:14.510 --> 00:04:17.700 You can also change the chart layout itself. 00:04:17.700 --> 00:04:23.220 Just go to the Quick Layout command... and make a selection from the menu. 00:04:23.220 --> 00:04:26.360 Not all of these options will work for the data you're working with. 00:04:26.360 --> 00:04:29.450 Just keep going until you find something you like. 00:04:29.450 --> 00:04:33.540 Why don't we go with something like this? 00:04:33.540 --> 00:04:37.880 You can make further adjustments using the Chart Elements shortcut (it's the one with 00:04:37.880 --> 00:04:39.400 the plus sign). 00:04:39.400 --> 00:04:45.390 Here, you can add or remove elements from your chart, depending on your preferences... 00:04:45.390 --> 00:04:54.130 or you can click the arrow to the right to access even more options. 00:04:54.130 --> 00:04:59.370 Charts are a great tool for presenting numerical data in Word, and also enhancing your documents. 00:04:59.370 --> 00:05:03.500 With so many design options to choose from, you can achieve exactly the look you want.