MODULE

Microsoft Excel
2010
Presenting Data
Using Charts
For

DASH DESIGNS CONSULTING

Technology Training and Consulting Services
Excel 2010 Presenting Data Using Charts For The Haas School, UC Berkeley — Dash Designs Consulting
 Microsoft Excel 2010
Presenting Data Using Charts
For
The Haas School of Business,
University of California
Revised: August 7, 2011

Copyrights and Trademarks

 2011, Dash Designs Consulting, Jerry Maletsky

San Rafael, CA 94903
email: [email protected]
web site: www.dashdesignsconsulting.com
fax (415) 491-1490

Dash Designs Consulting gives permission to the Haas School of

Business of the University of California at Berkeley to reprint this
training manual for internal use only. No re-sale of this material or
renunciation of copyrights are granted by this author.

Any mention or use of Microsoft®, University of California, or any

third party products is hereby acknowledged by Dash Designs
Consulting to be for the sole purpose of editorial and educational
use of this training manual and for the benefit of the mentioned

Excel 2010 Presenting Data Using Charts For The Haas School, UC Berkeley — Dash Designs Consulting
 Table of Contents
 Charting Guidelines .................................. 2

 Setting Chart Types/Options

 Changing Chart Types.................. 10
 Applying Chart Options ................ 12
 Formatting Charts Automatically ... 16
 Adding Text To A Chart ................ 18
 Formatting Chart Axis.................. 20

 Forecasting W/Regression Analysis ........... 22

 Combine Contrasting Data ...................... 28

 Customizing 3-Dimensional Charts ........... 30

 Printing Charts ...................................... 32

Reference Workbook: UC Excel 2010—Charting Tools Workbook.xls

Excel 2010 Presenting Data Using Charts For The Haas School, UC Berkeley — Dash Designs Consulting
 CHAPTER
1
MICROSOFT
EXCEL 2010
PRESENTING DATA
USING CHARTS
FOR

Jerry Maletsky
Dash Designs Consulting
Technology Training And Consulting

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 1
CHAPTER

1 Charting Guidelines
Reference Worksheet: Sales Analysis

What is a Chart?

Simply stated, a chart is a graphic representation of selected

numeric data in your Excel worksheet. Charts make it easy for
users to see comparisons, patterns, and trends in data. Rather
than having to scroll through cells of worksheet data, a chart can
instantly give the viewer a “picture” of that data.

XY Scatter Chart

Gridlines Trendline Chart Area

160.0
150.0
y = 7.625x + 69.937
140.0
130.0
120.0 Domestic
110.0 International
100.0 Linear (International)

90.0
80.0
70.0 Legend
60.0
0 2 4 6 8 10 12

Data Point/Marker
Chart Wall Data Series
(i.e., Specific value in
(i.e., Domestic)
series)

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Charting Guidelines

CHAPTER
1
Components of a Chart

Data Point / Marker A single value from the worksheet that is plotted on the
chart. They can be displayed in a variety of different
formats such as columns, bars, lines, pie slices, etc.

Data Series All the Data Points (values) in the same row or column in
a worksheet plotted on a chart. They will be graphically
displayed the same (i.e., All the blue columns).

Legend A box on the chart that identifies each series with their
name and the color or marker that represents that series.

Value Axis Usually the vertical axis is on the left hand side of the
chart. It is generally known as the Y-Axis (Z axis if the
chart is 3-dimensional). Values from the worksheet are
plotted against the Value Axis. By default, the Value Axis
increments from 0 to some value slightly higher than the
highest actual value plotted on the worksheet.

Category Axis Usually the horizontal axis is on the bottom of the

chart. It is generally known as the X-Axis. The labels
that appear on the Category Axis are generally taken
from the top row of cells selected in the worksheet when
the chart is created. Data Points/Markers are grouped
into the categories on this axis.

Gridlines Horizontal lines that make comparing Data Points/

Markers to the Value Axis easier. They can be turned on
and off on the chart. By default, they appear at major
increments on the chart but can also be made to appear
at minor increments on the Value Axis. Gridlines can be
turned on for the Category Axis as well.

Chart Wall The back of the chart area. Color can be added or
removed.

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 3
 Charting Guidelines
CHAPTER

1
Guidelines for Creating Charts

 Worksheet data must be a contiguous range of cells. No blank

rows or columns can be included within the selected range of
cells to chart. Blank rows or columns can be plotted as empty
gaps in your chart.

 Labels for the chart (Category labels and Series Names) must be
located in the top row and left column. In addition, they must
reside in one cell only (i.e., can not have a label span two cells).

 Selection of cells must be a contiguous and symmetrical

(rectangular) selection (i.e., selecting the same number of cells
across and down)

 Normally, you only want to select cells with “like” data. That is,
we usually don’t include the totals along with the values in our
chart. That would skew the comparison of the data. The totals
can be plotted in a separate chart such as a pie chart.

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Charting Guidelines

CHAPTER
1
Charting Non-Contiguous Data
Although the worksheet data must be placed in a contiguous
layout (no blank rows or columns), data can be charted that is
not in a contiguous layout. To chart non-contiguous cell ranges
you can hold the <Ctrl> key when selecting data to chart.
The selection of the non-contiguous cell ranges must be made in
a symmetrical fashion. That is, selecting the same amount of
cells in each range.

You can use the <F11> key or the Insert Tab: Chart
command to complete the chart.

Note:
You must make sure that each range is
considered its own continuous
selection.

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 5
 Charting Guidelines
CHAPTER

1
Locations for Charts
There are two locations in which you can place a chart.

 Chart Sheets - Separate sheets in the workbook.

 Embedded Charts - Charts placed on the same worksheet as data.

Chart Sheet

Embedded
Chart

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Charting Guidelines

CHAPTER
1
Creating A Basic Chart
There are two ways you can create a chart. One method is the
Chart Wizard. Another method is by using the F11 (function) key.
When you use the F11 key, Excel creates a chart automatically
from the selected cell range using the default chart type. In Excel,
the default chart type is the 2D Column chart.

Steps:
 Select the cell range from the worksheet
 Press the F11 key
 Click on the new Chart sheet and view your chart

Creating an Embedded Chart

To create an Embedded Chart (on the worksheet) you can use the
Insert Tab: Chart command.

Steps:
 Select the cell range from the worksheet
 Click the Insert Tab
 Select the Chart Type
 Format the chart as preferred

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 7
 Charting Excel Data
CHAPTER

1
Moving and Sizing Embedded Charts
An embedded chart is considered a picture on the worksheet.
That is, the chart is not “attached” to a cell and can be moved or
sized just as any free-floating inserted picture. To move an
embedded chart, you point over it and drag it to another location
on the worksheet.
To size an embedded chart, click on the chart and drag one of
the sizing handles.

Sizing Handles

Great Tip!
 Hold the Alt key down when you size the chart, if you want to
size the chart so that it “snaps” into and aligns with the
worksheet gridlines.
 Hold the Shift key down when you size the chart, if you want to
size the chart so that it is proportional.
 Hold the Control key down when you size the chart, if you want
to size the chart so that it sizes in the opposite direction. This
helps keep the chart more proportional.

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Charting Excel Data

CHAPTER
1
Charting Tools - Contextual Tabs
Excel 2010 displays “contextual” tabs of commands when working
with particular graphic objects. When a chart is created 3 additional
tabs display at the end of the Ribbon bar. They are the Chart,
Layout, and Format Tabs. Each contains commands that effect how
the chart displays its data.

Chart Tools - Design Tab

Chart Tools - Layout Tab

Chart Tools - Format Tab

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 9
CHAPTER

2 Setting Chart Types / Chart Options

Changing Chart Types

Excel provides 11 different chart types and 73 sub-types including
2-dimensional and 3-dimensional charts. Which chart you choose
will depend on the type of data and the amount of data you want to
chart. The default chart in Excel is the 2-dimensional column chart.

The Chart Type dialog box displays each chart type as well as
several sub-types within that category.

Steps:
 Click on the chart
 In Chart Tools, click the Design Tab: Change Chart Type
 Select the chart type you prefer (left side)
 Select the Sub-Type of the chart you prefer (right side)
 Click OK

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 Setting Chart Types / Chart Options

CHAPTER
2
Microsoft Excel Chart Types
Column Vertical bars that display individual values
that can be compared to each other. Can
3-D Column,
show multiple series of data. Great Tip!
(includes 3-D Cone, 3-D Cylinder,
and
3-D Pyramid) Column, Bar,
Line, and Area,
Bar Horizontal bars that display individual charts plot
values that can be compared to each other. data identically.
3-D Bar
Can show multiple series of data.
They can be used
Line Multiple series of data displayed in a line interchangeably!
format with data markers representing each
3-D Line
value in that series. Data markers can be
displayed in a variety of formats including
triangles, squares, diamonds, etc.
Area Displays data as an overall trend as opposed
to emphasizing individual values. Series are
3-D Area
displayed as “filled-in” areas. Can be used to
display a large amount of data.
Pie Displays only 1 data series as a group. Each
value in that series is displayed as a slice of
3-D Pie
that pie. The size of the slice is displayed as
a percentage that the value contributes to
the whole series.
Doughnut Similar to a pie but displays more than one
series. Displays series as rings and each ring
is divided into slices like a pie chart.
XY Scatter Displays data for both the Value and
Category Axes as numbers and plots the data
against both axes. Generally used for
scientific or statistical data.
Bubble Compares sets of 3 values. Similar to an
XY Scatter. The third value is used as the
basis for the size of the bubble marker.

Radar Plots data relative to a central data point.

Stock Requires 3 values. Plots High, Low, Open,
and Close points.

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 11
 Setting Chart Types / Chart Options
CHAPTER

2
Applying Chart Options
Within the Chart Tools Group, the Design Tab and the Layout Tab
contain commands to add, change, remove options from the chart.

These include Chart Layouts, Chart Styles on the Design Tab,

as well as, specific options on the Layout Tab for Chart Title,
Axis Title, Legend, Data Label, Data Table, Axis, and
Gridlines.

Steps:
 Click on the Chart
 Within Chart group, click Design Tab or the Layout tab
 Click the appropriate command and make preferred changes

Chart Options - Layouts

On the Design tab is a command group for Chart Layouts. These
are preset format options for the chart. For example, the legend
placed below the chart, adding chart titles, and data labels. All
performed with one click.

12 Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Setting Chart Types / Chart Options

CHAPTER
2
Chart Options - Axes
On the Layout Tab, Axis command, the chart’s axis can be formatted

Chart Options - Gridlines

In the Layout Tab, you can hide or display the chart’s gridlines with the Gridlines
button. For each axis there are major and minor gridlines. Major gridlines on the Value
Axis display on the chart at the major increments of the values. That is, where you see
values on the axis. Minor gridlines display in between the major increments.

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 13
 Setting Chart Types / Chart Options
CHAPTER

2
Chart Options - Legend
On the Layout Tab, with the Legend button, you can hide or display the chart’s
legend. In addition, you can set the placement of the legend on the chart.
Although you can manually move and size the legend, this option allows the
chart to re-shape itself around the legend as well as re-shaping the legend
depending on where you place it.

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Setting Chart Types / Chart Options

CHAPTER
2
Chart Options - Data Labels
On the Layout Tab, with the Data Labels button, the chart can display
information about the data on the chart automatically. This can include the
Series Name, Category Name, and (what we usually apply) the Value that is
represented by the Data Point or Series.

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 15
 Setting Chart Types / Chart Options
CHAPTER

2
Formatting Charts Automatically
Excel 2010 provides professional quality formatting that can be quickly
applied to the chart type being displayed. The Design Tab contains the
Chart Styles Gallery. With these options, color and 3-dimensional
formatting can be applied to a chart automatically.

Chart Styles
Gallery Open

16 Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Setting Chart Types / Chart Options

CHAPTER
2
Formatting Charts Automatically

Chart Styles Gallery—Scatter/Line Chart Styles

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 17
 Setting Chart Types / Chart Options
CHAPTER

2
Adding Text To A Chart
There are a couple of additional methods to add text to a chart
besides the Chart Options (Titles tab) box. Text can be added by
writing a formula that references a specific cell in the worksheet.
Text can also be added as an independent graphic object.

Using Text From the Worksheet

Text in the chart can be linked to the worksheet by referencing that

cell in a formula. Subsequently, if the worksheet text changes, the
chart will update as well. The text can be attached as a Title or as
stand-alone text.

Steps:
 Click on the Title placeholder
 Type an equal (=) sign
 Activate the worksheet (if necessary) by clicking on it
 Select the cell that contains the text you want
 Press Enter (or click the check () mark in the formula bar )
 Click and drag the text by its border to the location on the
chart that you prefer

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Setting Chart Types / Chart Options

CHAPTER
2
Adding an Independent Text Graphic
Text can be added to the chart as a “stand-alone” graphic object
using the Text Box tool. This method can be used for titles as well
as informational text on the chart.

Steps:
 Click on the Insert Tab, Text Box command button
 Draw out a rectangular boundary on the chart
 Type the text you require
 Click away from the Text Box when finished
 Click and drag the text box by its border to the location on
the chart that you prefer

Added Text Box

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 19
 Setting Chart Types / Chart Options
CHAPTER

2
Formatting The Chart Axis

In an XY type of chart (i.e., Column, Bar, Line, Area) there are two
axes. The category (X) axis and the value (Y) - (Z if it is a
2-dimensional chart) axis. Each axis can be customized according to
their respective types. The available formatting options include text
formatting, number formatting, alignment, range of values,
and the placement of tick marks.
Text formatting includes the font, style, color, and size. Number for-
matting can be set to match the type of values they represent (i.e.,
Currency, Standard, Percent, Date, etc.). By default, the number for-
matting is set to match the way they are displayed in the worksheet.
Alignment formatting affects the orientation of the values on the ax-
is. You can set the alignment to vertical, horizontal, and diagonal.
The Scale tab in the Format: Axis dialog box allows you to set the
major and minor increment measurements. By default, the Value Axis
is set so that the minimum value is zero (0) and the maximum value is
set at some value slightly higher than the largest value plotted on that
chart. You can customize the scale of the axis with regard to the mini-
mum, maximum, major increment, and minor increment.
Tick marks are small lines of measurement that divide the axis into
more readable divisions. There are major and minor tick marks. They
can be displayed on the outside, inside, or both sides of the axis line.
Major tick marks display on the axis at what is called the major incre-
ments, that is, where the values or categories display. Minor tick
marks generally display in between the values that display on the axis.

Y Axis

X Axis

20 Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Setting Chart Types / Chart Options

CHAPTER
2
Formatting The Chart Axis

Steps:
 Click on the appropriate axis
 Click the Layout Tab: Axis command
 Click More Primary Axis… Options command
 Click the appropriate category on the left and make preferred changes
 Click Close button

Format Axis Options

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 21
CHAPTER

3 Forecasting With Regression Analysis

Reference Worksheet: Sales Analysis

Forecasting With Regression Analysis

Trendlines can help you make better business decisions, better understand your
marketplace, and improve your budgeting and planning with better forecasting.

Trendlines are graphical lines that show trends in data that you can use to better
predict business in the future. This process is also called regression analysis.
With regression analysis, you can extend a trendline beyond the actual data to
predict future values. For example, Global Cycling wants to predict whether or
not to put more of its resources into the international market or divide them
evenly between the domestic and international market. They have actual data
for the past 5 years. From that 5 year history and by using Trendlines, they can
more correctly see where international sales will be in 5 years.

There are 6 different trendline types:

 Linear  Power
 Logarithmic  Exponential
 Polynomial  Moving Average

How do you know which type of trendline fits your data set? Trendlines use a
calculation known as the R-Squared Value. This calculation is the relationship
between the trendline and the data to which it is attached. This calculation can
be displayed on the chart with the trendline. The R-squared value is a number
between 0 and 1. What is important to know is that the closer the R-Squared
Value is to 1, the more accurate the portrayal of that trend.

The legend displays the type of trendline and to which data series it is attached.

Note: Trendlines can only be placed on 2-dimensional charts.

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Forecasting With Regression Analysis

CHAPTER
3
Forecasting With Regression Analysis

Steps:
 Select the preferred Data Series
 Click the Layout Tab: Trendlines button
 Select the type of Trendline you prefer
To Format A Trendline
 Select the Trendline
 Click Format Tab: Format Selection command
(you can change trendline type, color, and
display equation)
To Delete A Trendline
 Select the Trendline
 Press the <Del> (delete) key

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 23
 Forecasting With Regression Analysis
CHAPTER

3
Forecasting With Regression Analysis

Scatter Chart With Trendline and R2 Value

24 Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Forecasting With Regression Analysis

CHAPTER
3
Forecasting With Regression Analysis

Trendline Options Box

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 25
 Forecasting With Regression Analysis
CHAPTER

3
Forecasting The Market With Regression Analysis
Regression Analysis with Trendline for 10 years actual data

Regression Analysis with Trendline for 5 years actual data with Forecasting

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Forecasting With Regression Analysis

CHAPTER
3
Types of Chart Trendlines (Regression)

Linear best-fit straight line that is used with simple linear data
sets. Show data trends where the data increases or decreases at a
steady rate.

Logarithmic best-fit curved line that is most useful when the rate
of change in the data increases or decreases quickly and then levels
out. A logarithmic trendline can use both negative and positive val-
ues.

Polynomial curved line that is used when data fluctuates. It is use-

ful, for example, for analyzing gains and losses over a large data
set.

Power curved line that is used with data sets that compare meas-
urements that increase at a specific rate — for example, the accel-
eration of a race car at 1-second intervals. You cannot create a
power trendline if your data contains zero or negative values.

Exponential curved line that is used when data values rise or fall
at increasingly higher rates. You cannot create an exponential
trendline if your data contains zero or negative values.

Moving Average works well for data that fluctuates higher and
lower.

Remember: the closer the R-Squared Value is to 1, the more accu-

rate the portrayal of that trend.

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 27
 CHAPTER

4 Combining Contrasting Data In Charts

Reference Worksheet: Combination Chart

Displaying Data In A Combination Chart

Combination charts display chart data in two visual ways such as a
column and a line chart. This can be a great way to display data
together on a chart that isn’t on the same level or when the values
of one data series is much larger than the other series in the chart.
For example, if you wanted to chart sales data from different re-
gions but you also wanted to display the average sales for the quar-
ter on the same chart you can plot the regional sales data as a col-
umn and the average quarterly sales as a line plotted against a se-
cond Y-Axis.

Steps:
 Select data from worksheet and create a simple column chart
 Select the preferred series
 Click Layout Tab: Format Selection
 Select Secondary Axis and click OK
 With the series still selected, click Design Tab:
Change Chart Type
 Select Line chart type and click OK

U.S. Series will be plot-

ted against a second Y-
Axis and displayed as a
line chart!

28 Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Combining Contrasting Data In Charts

CHAPTER
4
Displaying Data In A Combination Chart

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 29
CHAPTER

3 Customizing 3-Dimensional Charts

Reference Worksheet: 3-D View

Customizing A Chart With 3-D View

Everyone makes charts today. What can make your chart stand out
from your competition is the addition of some “special effects”. One of
those processes is 3-D View.

Using the 3-D View command, you can customize the elevation, rota-
tion, height, and perspective of the chart.

When working with 3-dimensional charts, you give the chart a pro-
fessional and exciting look and depth.

Steps:
 Click anywhere on your chart
 Click Layout Tab: 3-D Rotation
 Click on the X or Y options to change Elevation and Rotation
 In a Pie Chart, change the Height box to alter the depth of the Pie
 Click Close when finished

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Customizing 3-Dimensional Charts

CHAPTER
3
Customizing A Chart With 3-D View

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 31
CHAPTER

6 Printing Charts
Reference Worksheet: Sales Analysis

Printing Embedded Charts

As previously mentioned, if the chart is embedded in the worksheet, you

have the option to print the chart with the worksheet data or
separately.
If you selected a worksheet cell prior to printing, the chart will print with
the worksheet data. To print the chart separately, just click on the
embedded chart before you print.

Steps:
To Print Embedded Chart With Worksheet Data
 Click anywhere on the worksheet
 Click the File tab: Print command
(data and chart will appear)
 Click the Setup button (add any options you prefer)
 Click OK button
 Click Print button when you are ready to print
To Print Embedded Chart Separately
 Click anywhere on the chart
 Click the File tab: Print command
(chart will appear alone)
 Click the Setup button (add any options you prefer)
 Click OK button
 Click Print button when you are ready to print
To Print Worksheet Data Without Chart
 Select the worksheet cells you want to print
 Click the File tab: Print command
 Under the Settings button, choose Print Selection option
 Click Print button when you are ready to print

32 Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Printing Charts

CHAPTER
6
Printing Embedded Charts

Print Window With Data and Embedded Chart

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 33
 Printing Charts
CHAPTER

6
Printing Embedded Charts

Print Window With Embedded Chart Only

34 Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Printing Charts

CHAPTER
6
Printing Data Without Chart

Print Window With Selected Data Only

Excel 2010 Presenting Data Using Charts For The Haas School of Business, UC Berkeley - Dash Designs Consulting 35