Graphics

This will be a lot of fun.  We are now going to turn your spreadsheet numbers into graphics ‑‑ bar charts, pie charts, etc.  This will greatly assist you when you display and explain your work.

Before we do this there are a couple of essential steps.  First we have to tell the "Wizard" what we want to chart and then were we want the chart to go. 

First:  in cell B9 type-in Income (to replace the word Total).  Next, type-in Expenses in cell B17 for the same reason.

VERY IMPORTANT……….

Now, something new....  Hold down the left mouse button and highlight cells B3 to F3.  Next HOLD DOWN the Ctrl key at the bottom of the keyboard, and while you are holding it down, highlight B9 through F9.  You will now see two "ranges" highlighted.  Hold down the Ctrl again, and highlight B17 through F17.  These three ranges will make up your chart.  The x-axis will be made up of B4 - F4.  And, the two sets of bars (series) will make-up the Income and Expense.  When you complete the above instructions, your screen should look like the one below.

If your spreadsheet does not look exactly like the one above, please try again.  This is a bit tricky and it often takes even experienced spreadsheet folks a couple of “tries” to get the highlighting just right. 

We’ll use the easiest method for our first chart (graph).

 

In the Menu Bar click-on to Insert, then click on Chart.  The Chart Wizard – Step 1 of 4 Chart Type menu screen will appear (like the one at the top of the next page).

 

The Chart Wizard shows the various types of charts show in Chart type: (on the left side of the menu screen).  Examples of the selected chart type show on the right under Chart sub-type.  We’ll stay with Column and the chart selected for now. 

Click Next. 

The Step 2 portion of the menu appears (as shown on the right).

 

 

The Wizard now shows you what your chart will look like.  The “ranges” you selected originally are shown in the Data range: area.  If you did not highlight as indicated, your chart won’t "look right."  Your chart should look like the example above.  If you click-on the Series tab at the top of the Wizard screen, you’ll see a new Wizard screen that shows you where the Income and Expenses series came from.  Click-back on the Data range tab at the top.  Now click-in the little circle in front of Columns.  The Wizard will indicate that the chart has been “rotated” 90 degrees and thus the axis has changed.  This is often called a “pivot.” Click-back in the small circle in front of Rows.  Click Next again. 

 Now the final step: Titles.   Click-in the blank area under Chart Title.  A flashing cursor will appear.  Type in your name with an apostrophe (‘) s and the word Budget (ex. Janie's Budget).  Now, click-in the area under Category (X) axis: and type in Months.  Next, click-in the area under Value (Y) axis: and type in Dollars.  You probably noticed that as you entered these titles, the chart in the area on the right of the Wizard changed to give you an “instant” view of your final chart.  You will also notice that there are several tabs at the top of the Wizard.  Click-on each of the tabs and see what “they do”.  Notice how some change axis and put in grid lines.  The legend is the small box on the right, which indicates what the colors of the “bars” represent (Income and Expenses). Click Next one last time.  The Step 4 page of the Wizard will now appear (top of next page)

This is the final Wizard page.  You’ll notice that it asks you where you want to put your chart.  Since this is your first chart, it is best if you select As a new sheet: (see arrow above).  This will put your chart on a new tab called Chart 1.  Now click-on Finish, You’ll see that you chart has a tab of its own at the bottom of the screen, and “fills” an entire screen. 

WOW!!!!   There's your chart.  Again, notice that Excel created a new tab at the bottom of the spreadsheet that says Chart 1.  Any time the numbers change on Sheet 1, the bars in Chart 1 will reflect the change automatically!  Click on the Sheet 1 and Chart 1 tabs to get the feel of going back and forth between the data and the chart.  After you make your changes, click on the Chart 1 tab and you’ll see how the chart has changed.

Now it would be a good time to Save again. 

In Excel XP, when you save your spreadsheet, you also save your graph.  Your graph is saved wherever you are working in the graph.

Note: We are about to do some things which could mess‑up your graph.  If you do get "messed‑up" in the graph - don't save again.  Simply Close the worksheet and DON'T SAVE.  Open the worksheet again and you will be in a nice neat graph where you can experiment some more.

Let's really get "Snazzzyyy".

Click on the Chart 1 tab.

Click-once on your title at the top.  A “box” with little squares on the corners will appear.  These are “sizing grabbers”.  When you move the cursor over them you will notice that the cursor changes to small, directional arrows.  If you click, hold down the left mouse button, and drag when you see these arrows, you will notice that the Title Box gets larger or smaller as you drag.   Next, click-on the name of your budget until you get a flashing cursor somewhere in the title.  With the arrow movement keys, or mouse, move to the end of the title, to the right of the "t" in Budget, and tap Enter.  Type in Fall 2002.  Now click at the beginning of your name, hold down the left mouse button, and drag to highlight the first line of the budget title with your name in it.  Keeping the cursor on the dark area, click the right mouse button.  Click-on Format Chart Title.  Change the Font to Times New Roman (by moving up and down with the arrows).  As you change things you will see the results in Preview on the lower right.  Change the size to 20. Change the color if you want.  Click OK.  Your title should look something like the one below.

Click-on the upper right hand corner of your gray graph area.  You will see little squares now appear at the four corners and sides of the graph area.  Point to the upper right corner square and move the cursor until you see an arrow with two heads « .  Hold down the left mouse button and drag down and to the left then let go.  Your graph will get smaller.  Now point somewhere in an open gray area of the graph (not on one of the bars) and click again.  Hold down the left mouse button and drag the graph area so it looks more "appropriate".