Demonstration of Charts and Printing Management of Excel Document
Session 18: Demonstration of Charts and Printing Management of Excel Document
Total Session Time: 60 minutes + 120 minutes of practical
Prerequisites
None
Learning Tasks
By the end of this session, students are expected to be able to:
Describe Procedures of Creating a Chart
Explain How to Move, Resize, and Delete Charts
Explain How to Edit Charts
Explain on How to Format a Chart
Describe Page Setup
Describe Procedure of Printing Excel Sheet
Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer and LCD
SESSION OVERVIEW
Step
Time
Activity/
Method
Content
1
5 minutes
Presentation
Presentation of Session Title and Learning Task
2
20 minutes
Brainstorming Presentation, Exercise
Creating Chart
3
20 minutes
Presentation, Exercise
Moving, Resizing, and Deleting Charts
4
30 minutes
Presentation, Exercise
Editing Charts
5
30 minutes
Presentation, Exercise
Formatting Chart
6
30 minutes
Brainstorming
Presentation, Exercise
Page Setup
7
30 minutes
Presentation, Exercise
Printing Excel Document
8
10 minutes
Presentation
Key Points
9
5 minutes
Presentation
Evaluation
SESSION CONTENT
Step 1: Presentation of Session Title and Learning Tasks (5 Minutes)
READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing.
Step 2: Creating Charts (20 Minutes)
Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
What is a chart?
ALLOW few students to respond?
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below
Understanding the Different Chart Types
Excel allows you to create many different kinds of charts.
Area Chart
An area chart emphasizes the trend of each value over time. An area chart also shows the relationship of parts to a whole.
Column Chart
A column chart uses vertical bars or columns to display values over different categories. They are excellent at showing variations in value over time.
Bar Chart
A bar chart is similar to a column chart except these use horizontal instead of vertical bars. Like the column chart, the bar chart shows variations in value over time.
Line Chart
A line chart shows trends and variations in data over time. A line chart displays a series of points that are connected over time.
Pie Chart
A pie chart displays the contribution of each value to the total. Pie charts are a very effective way to display information when you want to represent different parts of the whole, or the percentages of a total.
Other Charts
Other charts that can be created in Excel 2003 include: Doughnut; Stock XY (scatter); Bubble; Radar; Surface; or Cone, Cylinder, and Pyramid charts.
Identifying the Parts of a Chart
Have you ever read something you didn't fully understand but when you saw a chart or graph, the concept became clear and understandable? Charts are a visual representation of data in a worksheet. Charts make it easy to see comparisons, patterns, and trends in the data.
Figure 1: Parts of a Chart
Source: Goodwill Community Foundation 2002
Source Data: The range of cells that make up a chart. The chart is updated automatically whenever the information in these cells change.
Title: The title of the chart
Legend: The chart key, which identifies each colour on the chart represents
Axis: The vertical and horizontal parts of a chart. The vertical axis is often referred to as the Y axis, and the horizontal axis is referred to as the X axis
Data Series: The actual charted values, usually rows or columns of the source data
Value Axis: The axis that represents the values or units of the source data
Category Axis: The axis identifying each data series.
Creating a Chart Using the Chart Toolbar
Charts can be created in a number of ways in Excel 2003. The quickest way to create and edit your charts is to use the Chart Toolbar.
To Show the Chart Toolbar
Choose View Toolbars Chart on the menu bar.
Figure 2: Using the Chart Toolbar
Source: Goodwill Community Foundation 2002
Parts of the Chart Toolbar
Chart Objects List Box: This list box lets you select different parts of a chart for editing
Format Chart Area: Used to format that part of the chart which is currently selected
Chart Type: A drop-down menu that lets you selects different types of charts. The chart type can be changed at any time
Legend: Used to show or hide the chart legend
Data Table: Used to show or hide the actual Source Data used to create the chart
By Row: Plots the Data Series using the row labels (Y-axis)
By Column: Plots the Data Series using the column labels (X-axis)
Angle Text: Use to rotate the angle of the X-axis and Y-axis labels
Creating an Embedded Chart
Charts can be created in either of two ways in Excel 2003: Embedded Charts and a Chart Sheet. Excel creates an embedded chart by default. An embedded chart is placed on the same worksheet as the source data used to create it.
To Embed a Chart in a Worksheet
Choose View Toolbars Chart on the menu bar.
Select the range of cells that you want to chart. Your source data should include at least three categories or numbers.
Figure 3: Selected Data for Embedding Chart
Source: Goodwill Community Foundation 2002
Click the chart type pull down on the chart toolbar and select the chart that you would like to use.
Figure 4: Use Chart Bar To Select Different Type Of Chart
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Open the chart options dialog box: Chart Options to add a title to your chart.
Figure Chart Option
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Figure 4: Select the Titles tab and type the title of the chart in the Chart Title text box.
Source: Goodwill Community Foundation 2002
Different charts work best with different data. A pie chart, for example, can only display one data series at a time.
Excel includes a 4-step Chart Wizard that you can use to guide you through the steps for creating a chart. Highlight the cell range you want to chart, choose Insert Chart on the menu bar and follow the instructions in the wizard.
Step 3: Moving, Resizing, and Deleting Charts (20 minutes)
Moving a chart
An embedded chart can be moved anywhere on a worksheet. The easiest way to move a chart is to drag it around the worksheet.
To Move a Chart
Click anywhere on the white space in the chart and use the cursor to drag the chart anywhere on the worksheet.
Figure 8: How to Move Graph into Worksheet
Source: Goodwill Community Foundation 2002
Release the mouse button to place the graph in its new location
Resizing a Chart
Charts can be resized-made larger or smaller-to fit on a worksheet. Chart Titles are sized in proportion to how large or small you make the chart. And within the Chart Area, the Legend and/or Plot Area can be made larger or smaller. Chart Titles can be moved but not resized.
To Resize a Chart
Click anywhere on the white space of the chart area, plot area or legend you want to move or resize.
Figure 9: Completed Chart
Source: Goodwill Community Foundation 2002
Point the mouse to one of the Grab Handles or Resize Cursor-the pointer changes to a double-headed arrow-to resize the chart.
Figure 10: How to Resize Chart
Source: Goodwill Community Foundation 2002
Use the mouse to drag the sizing handle until the chart is resized to the desired size.
Deleting a Chart
Any embedded chart or chart sheet can be deleted from a worksheet. A chart sheet is deleted in the same manner a worksheet is deleted. This section discusses how to delete an embedded chart.
To Delete a Chart
Click anywhere on the white space of the chart area to select the chart.
Press the Delete key on your keyboard.
If you have difficulty deleting a chart, click anywhere outside of the chart and then select the chart again.
Step 4: Editing Charts (30 minutes)
Changing Chart Data
When you add a chart to your worksheet, Excel creates a link between the chart and your source data. Any changes made to the original source data are automatically reflected in the chart.
Figure 11: Changing chart Data
Source: Goodwill Community Foundation 2002
To Change Chart Values Directly in Worksheet Cells
Open the worksheet that contains the chart to be changed.
Click in the cell whose value will change and type the new value.
Press Enter to accept the new value.
Changing Chart Data (continued)
To Add Data to an Existing Chart
Rows or columns of data can be added to an existing chart by selecting the Add Data option on the Chart Menu.
Input any new Source Data into the worksheet (e.g., a new column called South America).
Figure 12: Changing Chart with Additional Column E
Source: Goodwill Community Foundation 2002
Click on the chart to select it for editing.
Choose Chart Add Data from the menu bar.
Figure 13: Data additional
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The Add Data dialog box appears.
Select the cell range of new data to be added to the chart. Marching ants appear around the cell range. The selected cells are added to the Add Data dialog box.
Click the OK button to add the new data to the chart.
Figure 14: Add Data Dialog Box
Source: Goodwill Community Foundation 2002
Changing the Chart Title
The Chart Title can be changed at any time to a name that's meaningful to you.
To Change the Chart Title on the Chart
Click on the Chart Title.
Figure 15: How to Change Chart Title
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Click anywhere in the title name and make any changes to the text.
Figure 16: Finished Chart
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Click anywhere outside of the title to apply your changes.
Changing the Data Series Names or Legend Text
Data Series Names and Legend Text are changed in much the same manner as when you changed Chart Values in the worksheet.
To Change the Data Series Names or Legend Text on the Worksheet
Click the cell that contains the Data Series name or Legend that you want to change.
Figure 17: Data Series and Legend Text
Source: Goodwill Community Foundation 2002
Type the new name.
Press the Enter key to add the new name to the chart.
Changing the Chart Type
There are 14 different types of charts in Excel 2003, and, with each chart type, there can be several variations. You can see that you can create any number of different charts. The Chart Type can be changed at any time with a couple of clicks of the mouse.
To Select a Different Chart Type
Click on the chart to select it for editing.
Click on the Chart Type dropdown list box and select a different chart.
Figure 18: Different Type of Chart
Figure 19: The New Chart Replaces That One Selected For Change.
Source: Goodwill Community Foundation 2002
Step 5: Formatting Charts (30 minutes)
Formatting the Chart Title
The Chart Title can be formatted to change colour, pattern, typeface, size and alignment using the Format Chart Title dialog box.
To format the chart title
Select the Chart Title.
Figure 20: Formatting Chart Title
Source: Goodwill Community Foundation 2002
Click the Format Button on the Chart Toolbar (or double click the Chart Title).
The Format Chart Title dialog box contains three different tabs-Patterns, Font and Alignment-that can be used to format the Chart Title.
The Patterns tab lets you define borders and fill colours (see lesson 13).
The Font tab lets you define Font, Font Style, Size and Colour (see lesson 11).
The Alignment tab lets you define horizontal and vertical cell placement, as well as text orientation (see lesson 11).
Click the OK button to accept the Chart Title format changes
Figure 21:Chart Font
Source: Goodwill Community Foundation 2002
Formatting the Chart Legend
The chart legend displays very useful information about the chart. Like a roadmap, the Legend identifies what different colours or objects represent in the chart. The Chart Legend, like the Chart Title and Category Axis Labels, can be formatted to your liking.
To Format the Chart Legend
Press the show/hide legend button on the Chart Toolbar to turn on the Legend display. (This button acts like a toggle by turning the display on or off.)
Figure 22: Formatting Chart Legend
Source: Goodwill Community Foundation 2002
Click to select the Chart Legend.
Click the Format Button on the Chart Toolbar (or double click the chart legend).
The Format Legend dialog box contains three different tabs-Patterns, Font and Alignment-that can be used to format the Chart Title.
The Patterns tab lets you define borders and fill colours.
The Font tab lets you define Font, Font Style, Size and Colour.
The Placement tab lets you define the location where the Legend will appear on the chart.
Click the OK button to accept the Chart Legend format changes.
Figure 23: Format Legend Placement Option
Source: Goodwill Community Foundation 2002
The only way to change the actual text that appears in the Chart Legend is to change the Source Data in the worksheet.
Formatting the Axis Labels
We've previously made reference to a Y-axis and an X-axis in Excel. In Excel, a graph represents a data in two dimensions. The number of items sold in January is data on two dimensions: number of items and month. The number of items might be plotted on one axis, Y-axis, while the month may be plotted on the X-axis. The Y-axis runs up-and-down on the graph. The X-axis runs left-to-right.
When formatting the Axis labels in your chart, you can adjust the numbers on the Scale of the chart as well as change font, colour, and style.
To Format an Axis
Click anywhere in the Axis label that you want to edit:
Figure 24:X-Axis And Y-Axis Found in Chart
Source: Goodwill Community Foundation 2002
Click the Format Button on the Chart Toolbar (or double click the chart axis).
The Format Axis dialog box contains five different tabs-Patterns, Font and Alignment-that can be used to format the Chart Title.
The Patterns tab lets you define borders and tick marks.
The Scale tab lets you define numeric intervals on the Value (Y) Axis scale.
The Font tab lets you define Font, Font Style, Size and Colour.
The Number tab lets you define the format of numbers displayed in the Axis.
The Alignment tabs let you define text orientation.
Click the OK button to accept the Axis format changes.
Figure 25: Format Axis Number
Source: Goodwill Community Foundation 2002
You can also use the angle axis buttons on the chart toolbar to change the angle of the value and category axis.
Changing the Data Series Colour
When a chart is created in Excel 2003 you notice that colour is automatically applied to the Data Series. You can keep this format or change it for each Data Series in the chart. Many different aspects of each data series can be changed, but you'll probably change the colour of bars, columns, pie slices and areas most often.
To Change the Colour of a Data Series
Select the data series that you wish to edit.
Figure 26: Color To Selected Data Sharing
Source: Goodwill Community Foundation 2002
Click the Format Button on the Chart Toolbar (or double click the data series).
Format Data Series Dialog Box to Pick a New Colour.
Figure 27: Use the
Source: Goodwill Community Foundation 2002
Click the OK button to accept the Data Series colour changes.
Step 6: Page Setup Options (30 minutes)
Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
What is the difference between hard copy and soft copy?
ALLOW few students to respond?
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below
Setting Page Margins
The Page Margins define where on the page Excel will print the worksheet. By default, the top and bottom margins are set at 1 inch in Excel 2003. The left and right margins are set at .75 inch. Margin settings can be changed to whatever you want. Different margins can be defined for each worksheet in the workbook.
To Change the Margins in the Page Setup Dialog Box
Select the correct worksheet.
Choose File Page Setup from the menu bar.
Figure 1: Page Setup Optional Figure 2: Page Setup Dialog Box
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Select the Margins tab.
Use the spin box controls to define the settings for each page margin-Top, Bottom, Left, Right, Header and Footer.
Click the OK button to change the margin settings.
Changing the Page Orientation and Paper Size
The Page tab of the Page Setup dialog box lets you change page orientation (portrait or landscape) or paper size (e.g., letter size or legal size). The default paper size in Excel 2003 is 8.5 X 11 inches, with a portrait orientation (prints up and down on the long side of the page). A landscape orientation, on the other hand, prints up and down on the short side of the page.
To Change Page Orientation
Select the correct worksheet.
Choose File Page Setup from the menu bar.
Click on the Page tab.
Figure 3: Changing Page Orientation Dialog Box
Source: Goodwill Community Foundation 2002
Choose an Orientation (Portrait or Landscape) for the worksheet.
Select a Paper Size from the list of available paper size options that appear in the list box.
Click on the paper size.
Click the OK button to accept the page settings.
The Page tab of the Page Setup dialog box lets you shrink the spreadsheet data so it fits on a specified number of pages when you print. Click the Fit to: option button and enter the desired number of pages wide and pages tall.
The Page tab of the Page Setup dialog box lets define the resolution of the print job. Print Quality is measured in dpi, or dots per inch. High dpi provides a better print quality.
Print Area: By default, Excel prints from the A1 to the last occupied cell in a worksheet. You can specify a different range of cells to print
Print Titles: Prints column and row labels on each page of the printout. Specify these rows or columns in the Rows to Repeat at Top and Columns to Repeat at Left textboxes
Print – Gridlines: Determines whether gridlines are printed. However, turning off gridlines does not affect their appearance in Normal View
Print – Black and White: If you used colours in your worksheet but don't want to waste the ink in your colour printer, use black and white
Print – Draft Quality: Choose draft quality to print the worksheet without gridlines or graphics
Print – Row and Column Headings: Click this option to include row numbers and columns letters in your printed document
Page Order: Determines the order in which worksheets are printed.
Step 7: Printing Document (30 Minutes)
In Excel you can print an entire workbook, a worksheet, a cell range or a cell. Excel defaults to printing the entire worksheet. But if you want to print only a certain area of a spreadsheet then you can define a print area.
To Specify a Print Area
Choose View Page Break Preview from the menu bar.
A reduced image of the chart is displayed on the screen.
Click on one of four blue-colored borders and drag to highlight and select the area to print.
Figure 6: Represent Selected Area For Printing
Source: Goodwill Community Foundation 2002
Choose File Print Area Set Print Area on the menu bar.
Figure 7:Print Area Setup Options
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Only that area you defined in the print range will print when the worksheet is submitted to the printer for printing.
Preview a page before printing
Excel 2003 provides a Print Preview capability that shows a smaller picture of the printed page directly on the computer screen. Print Preview is a good way for you to review the formatting and make sure the columns, rows and margins appear exactly where you want them.
To Print Preview
Choose File Print Preview on the menu bar, or
Click the Print Preview button on the standard toolbar.
In Print Preview window, the document is sized so the entire page is visible on the screen. Simply check the spreadsheet for overall formatting and layout.
Figure 8: Print Preview Box
Source: Goodwill Community Foundation 2002
The Zoom button in Print Preview will enlarge the data so it can be read.
Inserting and Removing a Page Break
There are two different kinds of page breaks in Excel: soft page breaks and hard page breaks. A soft page break is automatically inserted into a spreadsheet when there is too much data to fit on one page. A hard page break is one that you can insert into a spreadsheet, wherever you want it to appear.
To Insert a Page Break
Move the cursor to the row where a page break needs to be inserted. This row will be the first row on the new page.
Choose Insert Page Break from the menu bar.
Figure 9: Insert Page Break Dialog Box
Source: Goodwill Community Foundation 2002
A page break, indicated by a dashed line, is inserted into the worksheet. \
To Delete a Page Break
Move the cursor to the row where a page break appears
Choose Insert Remove Page Break from the menu bar.
Figure 10: Removing Page Break
Source: Goodwill Community Foundation 2002
The page break (represented by a dashed line) is removed from the page.
Printing a Worksheet or Workbook
Printing in Excel is much like printing in other Office applications like Microsoft Word. As previously mentioned, Excel defaults to printing the entire worksheet.
To Print a Worksheet
Choose File Print from the menu bar.
Figure 11: The Print Dialog Box Opens.
Source: Goodwill Community Foundation 2002
Specify the Printer Name where the spreadsheet will print. If you only have one printer in your home or office, Excel will default to that printer.
In Print Range, choose whether to print All or a certain range of pages (Pages From n to y, where n and y are the beginning and ending page numbers.
In print what; choose whether to print a Selection, the Active sheet or the Entire Workbook (all worksheets in the workbook). Excel defaults to the Active Sheet.
Choose the Number of Copies to print by clicking on the up or down arrows.
Click the OK button to print the worksheet.
Don't print your Excel spreadsheet without checking spelling first! Excel includes two tools to help correct spelling errors: AutoCorrect and Spelling.
Step 8: Key Points (10 minutes)
Charts are a visual representation of data in a worksheet. Charts make it easy to see comparisons, patterns, and trends in the data.
Charts that can be created in Excel include: Area charts, Column charts, Bar charts, Line charts, Pie charts, and others (Doughnut; Stock XY (scatter); Bubble; Radar; Surface; or Cone, Cylinder, and Pyramid charts).
Excel provides a Print Preview capability that shows a smaller picture of the printed page directly on the computer screen. Print Preview is a good way for you to review the formatting and make sure the columns, rows and margins appear exactly where you want them.
The Chart Title can be formatted to change colour, pattern, typeface, size and alignment using the Format Chart Title dialog box.
Step 9: Evaluation (5 minutes)
How can a chart be created?
Which steps are involved in moving, resizing, and deleting charts?
How can we change a page orientation?
Reference
Bott, E. & Siechert, C.(2001). Microsoft Windows XP Inside Out. Microsoft Press
Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall.
Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for healthcare professionals (4th ed). Barb Mews: London.
Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.
University: Boston Burr Ridge.
Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit Press The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/
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