Creating Graphs in Excel

Step Summary

• Input data• Highlight data to be graphed• InsertChart• Decide what type of graph to use• Finish!

Input Data

• Directly in Excel• Imported from Access or Word– Import: to bring data in from another program– Export: to send data to another program

Highlight data

• Drag-click• Ctrl-drag click for data in different places

Create the chart

• Click InsertChart• Or, press the chart button

The Chart Wizard

• A wizard is a small program to make life easier for you– Install wizard (when you add a new program)– Graphics wizard (to set up your monitor)– Query wizard (in Access!)– Chart wizard (what we will learn now!)

The Chart Wizard

• Decide what kind of chart you want

Column Chart

Bar Chart

Line Chart

Pie Chart

Scatter Chart

Chart Wizard – View Sample

Chart Wizard – Step 2

• Here we check the data range

• Click to change the data ranges

Chart Wizard Step 3

• Adding titles• Adding axis names

Chart Wizard Step 4

• Where you want the chart

Now you have a chart!

Basic Practice One

• Open “Student Grade exercise.xls”• Make a bar chart showing how many As, Bs,

Cs, Ds, and Fs students received in the class

• Make sure to have a good title, and label the axes!

Basic Practice Two

• Open “Student-Food exercise.xls”• Create a Pie Chart showing the total

percentages of different favorite foods.

• Remember to have a good title and a well-labeled key!

Exporting Data

• Here’s how MS Office can work together!• Access: storing and searching data• Excel: calculations using the data, creating

charts• Word and Powerpoint: presenting the

information

Exporting Data from Access

• Find the data you want to export– Here is where you must design a good query!

• Choose FileExport

Choose what program to export to

Click “Save Formatted”

• When moving to Excel, this will keep your columns and rows!

• Then click “Export All,” and your database will become a spreadsheet

Export Practice

• We have a student list with gender and grade.• We want to see who the better students are:

boys or girls!• First, let’s think: what kind of graph would

best show us the answer? Imagine what it would look like…

Export Practice 2

• A line graph would show us the answer most clearly – 2 lines, one for boys, one for girls.

Export Practice 3

• What EXACT data to we need to do this?

Export Practice 4

• We need only the gender and grade fields.• What do we need to do to display only the

gender and grade fields?

Export Practice 5

• Create a query.• How do we do this?

Export Practice 6

Export Practice 7

• Do it!• Export one spreadsheet, with the boys and

the girls grades on it.

• Remember: sort your query by gender, so all the boys’ grades are together, and all the girls’ grades are together.

Export Practice 8

• Do you have a query that looks like this?

Export Practice 9

• Now, export this data to Excel 2003 format.

Export Practice 10

• Now we have this – what do we need to do next?

Export Practice 11

• For a line graph with 2 lines, Excel must have the data in 2 columns.

• Copy and paste the data into two columns on the same spreadsheet.

Export Practice 12

Export Practice 13

• What next?

Export Practice 14

• Make a line chart.• Remember – have a good title, and label the

axes!

Export Practice 15

Export Practice 16

• But what if you must write a report about this, or give a presentation?

Export Practice 17

• We must get this chart into a Word or Powerpoint file.

• Do you know an easy way to do this?

Export Practice 18

• Copy and Paste!

• Right click the chart, and choose “Copy”• Open a new Word file• Right click, and choose “Paste”

Export Practice 19

Export Practice 20

• You can do the same thing in Powerpoint

• Open Powerpoint. Copy your graph onto the first slide.

Exporting: Final notes

• Remember, you can change anything you export– Data from Access can be copy and pasted into

rows– Charts exported from Excel can be resized

Final Practice 1

• We want to make a pie chart of students’ favorite foods.

• Open “Student Food Preferences” database• Create a query to show only the data needed.• Export this data to Excel

Final Practice 2

• The data here cannot be used to make a pie chart – we need numbers!

• A useful function is COUNTIF – this will count the number of cells that contain a certain data value.

• The syntax is fx=COUNTIF(range,value)• A real example: =COUNTIF(B2:B27,"Rice")

Final Practice 3

• Create functions to total all the favorite foods. It should look like this:

• Use this data to create a pie chart

Final Practice 4

• Create a pie chart out of the data, as you did in Basic Practice 2

• Copy and paste this chart into a Word document.