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Presenting Data with Excel

Presenting Data with Excel. D.A. Whatley (SMG ‘15) – SMG ITS Student Consultant. Chart Building General Rules Creating A Quick Chart How To Graph Specific Data How To Graph Contiguous Data How To Graph on a New Worksheet Inserting Excel Charts into PowerPoint As a Picture As a Link.

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Presenting Data with Excel

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  1. Presenting Data with Excel D.A. Whatley (SMG ‘15) – SMG ITS Student Consultant

  2. Chart Building General Rules Creating A Quick Chart How To Graph Specific Data How To Graph Contiguous Data How To Graph on a New Worksheet Inserting Excel Charts into PowerPoint As a Picture As a Link Agenda • Charting Concepts • Selecting Proper Charts • “Big Four” Charts • Common Chart Styles • Chart Tools (Editing Charts) • Design Tab • Layout Tab • Format Tab

  3. Charting Concepts

  4. Subjective to you, your professor’s or company’s conventions • Over 70 basic chart types available • We will focus on what is known as the “Big Four” of Charts Selecting Proper Charts

  5. Column – great for accentuating volumes • Line – great for showing trends • Bar – same as Column, but rotated at 90 degrees • Pie – showing how categories make up for a total amount (e.g. a breakdown by regional sales) “Big Four” Charts

  6. Clustered • Default, basic view • Not recommended for dealing with lots of data • Stacked • Good for displaying total sales as a whole and raw numbers • Hard to read with data across numerous periods • 100% Stacked • Somewhat of an alternative to a pie chart as it shows numbers as a percentage of a whole • Focuses more on a number’s proportion of a whole rather than its raw value Common Chart Styles

  7. Chart Tools (Editing Charts)

  8. Change Chart Type • Allows us to go and choose another chart to convey our data • Switch Row/Column • To swap the data located on the x- and y-axis • Quick Layout • 12 template styles to apply titles and other pertinent information to your chart • Quick Styles • A fast way to easily change the data lines/bars/etc. appear on your chart Design Tab

  9. Insert – applying pictures, shapes, and text boxes • Great for pointing our a significant event on your chart • Labels • Allows for customization of labels within charts • Axes • Adjusting major and minor gridlines and the axes titles • Background • Customize the background of the chart with colors or pictures Layout Tab

  10. More options to customize the colors, text, and other elements within the graph itself Format Tab

  11. Chart Building

  12. Before creating any graph, hold the left mouse button and highlight any data you want to be graph • Don’t graph averages, percentages, and totals with raw data. General Rules

  13. After highlight the data you wish to graph, hold ALT and press F1 to create a quick chart. • It will appear immediately on the current worksheet that has your data. • More often that not, however, the chart might not contain everything we need (e.g. chart titles, legends, etc.). • Use the Chart Tools tab to fix your chart. Creating A Quick Chart

  14. Sometimes we might not want to include certain data in our graph. • To include a few elements you want, hold down the CTRL button and highlight the data you want to graph. Graphing Specific Data

  15. If working with a huge amount of data (e.g. sales for the late 10 years), select one cell within the data and hold down ALT and press F1 for a quick graph Graphing Contiguous Data

  16. To avoid having your graphs appear on the same worksheet, select the data you want graphed and then press F11. How To Graph on a New Worksheet

  17. Inserting Excel Charts into PowerPoint

  18. Best for using a graph with static data – data that won’t be updated in the future • Select the chart you want to be incorporated in your PowerPoint. • Go to the Home tab of the Ribbon and go to the Clipboard section. • On the Copy dropdown menu, select Copy as Picture. • On the pop-up menu, don't change any of the options and select OK. • Open PowerPoint. • Under the Home tab of PowerPoint, • Go to the Clipboard section • Under the “Paste” dropdown menu, select Picture. • There you go! Adjust the graph as you would with any picture As A Picture

  19. Best for using a graph with dynamic data (Data that will be changing in the future.) • Same steps as up to the Copy step. • Instead of Copy as Picture, click Copy. • Open PowerPoint. • Use Destination Theme & Link Data • Keep Source Formatting & Link Data • When you go the Paste dropdown menu this time, choose one of two options. • The former of the two options allows us to incorporate our graph into presentation'stheme. • The latter allows us to keep the graph's current style as-is and place it into the presentation. As A Link

  20. Advanced Excel - Monday, November 18th • More sophisticated Excel techniques which demonstrate Vlookups and Macros • Bloomberg Terminal Training – Monday, November 18th • How to use the Bloomberg Terminals for finance operations • Presenting Data with Excel – Monday, December 2nd • Learn how to create easy-to-understand graphs to visually display information quickly and accurately Upcoming TechShops

  21. Please make sure you signed in • Please reply to the email survey you will receive in the next few days Thank You!

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