When working with numerical data in PowerPoint,
sometimes a chart is just what you need to
show the meaning behind the numbers.
In this video, we're going to look at some
of the different types of charts, and also
some ways that you can customize them to best
represent your data.
Column charts are good all-around charts—they
work with many different types of data…
Whereas line charts are best for showing trends
over time.
Pie charts are unique because they let you
see your data in proportion, instead of on
a graph.
We also have the bar chart, which is basically
just a column chart turned on its side…
And finally area charts, which are similar
to line charts, except the areas under the
lines are filled in.
To create a chart, go to the Insert tab.
Then click the Chart command… and a list
of choices will appear.
I think I'll start with something in the column
category.
This one looks nice and simple.
Click OK… and then something interesting
happens.
PowerPoint will open a spreadsheet (similar
to what you'll find in Excel), where you can
start entering your data.
All you have to do is type your information
over the placeholder text, and PowerPoint
will update the chart in your presentation.
See how it works?
Now we just need to fill in our sales figures.
We're going to be covering the last five years,
from 2008 to 2012.
Anything you want to include in your chart
has to be inside this little blue box—but
don't worry, it'll expand automatically as
you continue to type.
Next, to save some time, we're going to copy
and paste the rest of the data from an existing
worksheet in Excel.
This option is great if you already have your
data recorded elsewhere.
All you have to do is go to the worksheet
in Excel, and copy the data you want to use.
Next, go back to your presentation… and
paste it here by pressing CTRL+V on your keyboard.
And PowerPoint will update the chart automatically.
When you're done, click the X to close the
spreadsheet window.
You can also give your chart a title if you
want.
To go back to the chart and make any changes
or corrections, click the Edit Data command
on the Design tab… and the window will open
again.
Charts are designed to help you illustrate
your point, just like illustrations in a book.
Therefore, things like color, layout, and
chart type really do matter.
For example, right now, the columns are grouped
by genre, but I'm more interested in taking
a look at trends over time.
That means we need to group the data by year
instead.
Luckily, we don't have to start over.
Just make sure you have the "Edit Data" window
open (you can move it if you need to)… then
click the chart to select it.
Next, click the command that says Switch Row/Column…
and that's all it takes.
See how the chart has been rearranged?
Basically the years and the genres have switched
places.
You can always experiment with this to see
which option is going to work best.
If you want to try a different chart all together,
click the Change Chart Type command on the
far right of the tab… then pick something
else from the dialog box.
I think I'll go with a line chart this time.
Line charts work well for data like this.
For example, we can see right away that Sci-Fi
& Fantasy had an unusually good year in 2008,
and also that Romance novels are starting
to catch up in sales.
If you want, you can change the chart style
to give your chart a different look.
As you can see, you have several different
options to choose from.
You can also change the chart layout itself.
Just go to the Quick Layout command… and
make a selection from the menu.
Not all of these options will work for the
data you're working with.
Just keep going until you find something you
like.
Why don't we go with something like this?
You can make further adjustments using the
Chart Elements shortcut (it's the one with
the plus sign).
Here, you can add or remove elements from
your chart, depending on your preferences…
Or you can click the arrow to the right to
access even more options.
Charts are a great choice for presenting numerical
data in PowerPoint, and also enhancing your
presentations.
With so many design options to choose from,
you can achieve exactly the look you want.
