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Microsoft PowerPoint 2007

Charting Information

When presenting numerical information, charts are often more effective and efficient than text or lists of numbers. PowerPoint makes it easy to add and customize charts for use in your presentation.

return to topCreating Charts

PowerPoint allows you to create and display charts of numeric information. You can enter information into an internal worksheet, and PowerPoint will generate a chart to appear on your slide.

  1. In the Normal view, from the Slides pane, select the slide to which you want to add a chart

  2. From the Insert tab, in the Illustrations group, click CHARTChart button
    The Insert Chart dialog box appears.
    Insert Chart dialog box

  3. From the category list, select a category of chart

  4. From the gallery, select a chart type

  5. Click OK
    The Insert Chart dialog box closes and Microsoft Excel opens in a split window, displaying a table with data and labels to be entered into the chart.
    NOTE: For more information about entering information in Excel, refer to Getting Started with Excel: Entering Text and Getting Started with Excel: Entering Numbers.

  6. Type your data into the Excel worksheet
    The chart in PowerPoint updates automatically as you enter data.

  7. When finished, to close Excel, click theClose buttonin the upper right corner
    The chart is available in the selected slide.

return to topUpdating Chart Information

Once you have created a chart, you may want to update it by adding or deleting data. You can do this by switching to the worksheet you used to create the chart, changing values, and entering new data or deleting existing data. The chart is automatically updated, including the legend if you change the data labels.

Changing Chart Values

  1. Select the chart
    The Design, Layout, and Format command tabs appear.

  2. From the Design tab, in the Data group, click EDIT DATAEdit Data button
    Microsoft Excel opens in a split window, displaying a table with data and labels to be entered into the chart.
    NOTE: For more information about entering information in Excel, refer to Getting Started with Excel: Entering Text and Getting Started with Excel: Entering Numbers.

  3. In the worksheet, select the cell you want to change and type the new value

  4. Press [Enter]
    The chart is updated on the slide.

  5. When finished, to close Excel, click theClose buttonin the upper right corner

Adding Data

  1. Select the chart
    The Design, Layout, and Format command tabs appear.

  2. From the Design tab, in the Data group, click EDIT DATAEdit Data button
    Microsoft Excel opens in a split window, displaying a table with data and labels to be entered into the chart.
    NOTE: For more information about entering information in Excel, refer to Getting Started with Excel: Entering Text and Getting Started with Excel: Entering Numbers.

  3. In the appropriate location, type the new data
    HINT: If you type data in a new row or column adjacent to the table, it will automatically be included in the chart.

  4. Press [Enter]
    The chart is updated on the slide.

  5. When finished, to close Excel, click theClose buttonin the upper right corner

Deleting Data

  1. Select the chart
    The Design, Layout, and Format command tabs appear.

  2. From the Design tab, in the Data group, click EDIT DATAEdit Data button
    Microsoft Excel opens in a split window, displaying a table with data and labels to be entered into the chart.
    NOTE: For more information about entering information in Excel, refer to Getting Started with Excel: Entering Text and Getting Started with Excel: Entering Numbers.

  3. In the worksheet, select the values you wish to delete
    HINT: If you want to delete an entire column or row, click on the appropriate column or row identifier.

  4. Press [Delete]
    The chart is updated on the slide.

  5. When finished, to close Excel, click theClose buttonin the upper right corner

return to topCustomizing Chart Appearance

PowerPoint automatically assigns specific colors and layouts to the charts that you create. However, you can customize the appearance of your chart at any time. PowerPoint allows you to change the colors of chart elements, add or remove chart elements (e.g., gridlines, data labels, or error bars), or change the appearance of the entire chart.

To Apply Pre-Formatted Appearances to a Chart

If you are unhappy with the appearance of your chart, but do not want to individually change each element, PowerPoint provides you with preformatted styles (e.g., color schemes) and layouts (e.g., presence or absence of gridlines or data labels). This allows you to choose from a gallery of completely formatted chart appearances that may be more suitable for your project.

  1. Select the chart you would like to format
    The Design, Layout, and Format command tabs appear.

  2. To change the layout of your chart, from the Design tab, in the Chart Layouts group, select the desired layout
    The new layout is applied to your chart.
    HINT: For more options of chart layouts, click MOREMore button.

  3. To change the style of your chart, from the Design tab, in the Chart Styles group, select the desired style
    The new style is applied to your chart.
    HINT: For more options of chart styles, click MOREMore button.

Adding and Removing Chart Elements

PowerPoint allows you to display many different elements (e.g., titles, gridlines, or specific data points) on your chart. You can add or remove elements from your chart at any time.

  1. Select the chart you would like to format
    The Design, Layout, and Format command tabs appear.

  2. From the Layout tab, select the desired chart element » select the desired formatting

    Button
    Name
    Function
    Chart Title button Chart Title Hides the title or allows you to set its position
    Axis Titles button Axis Titles Rotates, moves, or hides the titles for the vertical and horizontal axes
    Legend button Legend Displays the legend in various positions around or on top of the chart, or hides the legend
    Data Labels button Data Labels Hides or displays value labels for each point, and allows you to select the position for the labels
    Data Table button Chart Data Table Hides or displays a table summarizing the data displayed in your chart
    Axes button Axes Hides the axes or their labels, switches the axes, or changes the measurements displayed with each axis
    Gridlines button Chart Gridlines Shows or hides major and minor gridlines
    Plot Area button Plot Area Changes or removes the color behind the data on a two-dimensional chart
    Chart Wall button Chart Wall Changes or removes the color on the vertical "walls" behind the data on a three-dimensional chart
    Chart Floor button Chart Floor Changes or removes the color on the horizontal "floor" under the data on a three-dimensional chart
    3-D Rotation button 3-D Rotation Opens the Format Chart Area dialog box, which allows you to change the angle from which a three-dimensional chart is viewed
    Trendline button Trendline Shows a line that indicates the average course of the data
    Lines button Lines Hides or displays lines at data points which compare the data to other points or the axes, and clarify where each data point falls
    Up/Down Bars button Up/Down Bars Hides or displays bars between the lowest and highest numbers at a given point on the graph
    Error Bars button Error Bars Hides or displays bars that indicate how much the data may vary from the displayed values, and allows you to set the amount of error

 

return to topChanging Chart Types

You can change the chart type of your chart even once you have already applied formatting.

  1. Right click the chart you would like to change » select Change Chart Type...
    The Change Chart Type dialog box appears.

  2. Select the desired new chart type

  3. Click OK

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