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You can use a variety of formatting techniques to enhance the appearance of a chart once you have created it. Formatting commands are applied to a chart for the same reason they are applied to a worksheet: they make the chart easier to read. However, formatting techniques also help you qualify and explain the data in a chart. For example, you can add footnotes explaining the data source as well as notes that clarify the type of numbers being presented (i.e., if the numbers in a chart are truncated, you can state whether they are in thousands, millions, etc.). These notes are also helpful in answering questions if you are using charts in a live presentation. We will demonstrate these formatting techniques using the column chart and stacked column chart from the previous section. X and Y Axis FormatsThere are numerous formatting commands we can apply to the X and Y axes of a chart. Although adjusting the font size, style, and color are common, many more options are available through the Format Axis pane. The following steps demonstrate a few of these formatting techniques on the Grade Distribution Comparison chart:
Next we want to make some changes to the percentage numbers on the Y (vertical) axis.
Note: Experiment! You can also change font styling using shortcut keys and the buttons on the Home tab.
Formatting the X and Y Axes
X and Y Axis Number Formats
Chart Legend and Title FormatsThe next items we will format on the Grade Distribution Comparison chart are the chart legend and title. Similar to the how we formatted the X and Y axes, we can format these items by activating them and using the formatting commands in the Home tab or the Format pane. The following steps explain how to add these formats:
Figure 4.29 Moving the Legend
Figure 4.30 Legend Formatted and Resized
Figure 4.31 Format Chart Title Pane
Formatting the Chart Legend
Formatting the Chart Title
X and Y Axis TitlesTitles for the X and Y axes are necessary for defining the numbers and categories presented on a chart. For example, by looking at the Grade Distribution Comparison chart, it is not clear what the percentages along the Y axis represent. The following steps explain how to add titles to the X and Y axes to define these numbers and categories:
Figure 4.33 Adding and Formatting the Y Axis Title Next we will add the title for the X axis.
Figure 4.34 X and Y Axis Titles Added
X and Y Axis Titles
Data Series Labels and FormatsAdding labels to the data series of a chart is a key formatting feature. A data series is the item that is being displayed graphically on a chart. For example, the blue bars on the Grade Distribution Comparison chart represent one data series. We can add labels at the end of each bar to show the exact percentage the bar represents. In addition, we can add other formatting enhancements to the data series, such as changing the color of the bars or adding an effect. The following steps explain how to add these labels and formats to the chart:
Figure 4.35 Changing the Fill of a Data Series Now we are going to add the Data Labels at the end of the columns.
Figure 4.36 Adding Labels to a Data Series Figure 4.37 shows the Grade Distribution Comparison chart with the completed formatting adjustments and labels added to the data series. Note that we can move each individual data label. This might be necessary if two data labels overlap or if a data label falls in the middle of a grid line. To move an individual data label, click it twice, then click and drag. Figure 4.37 Completed Formatting Adjustments for the Data Series
Adding Data Labels
Formatting a Data Series
Adding Series Lines and Annotations to a ChartThe last formatting features we will demonstrate are adding series lines and annotations to a chart. To demonstrate these skills, we will use the Change in Enrollment Statistics Spend Source stacked column chart. Series lines are commonly used in stacked column charts to show the change from one stack to the next. Annotations are useful for clarifying the data presented in a chart or for identifying data sources. In addition to demonstrating these skills, we will review several of the formatting skills that were covered in this section. The following steps include the skills review as well as the new formatting features:
Figure 4.38 Selecting the Series Lines Option
Figure 4.39 shows the appearance of the chart with the series lines connecting the two stacks. This formatting enhancement is common for stacked column charts. The lines help focus the audience’s attention to changes in the percent of total trend. Figure 4.39 Series Lines Added to the Stacked Column ChartOur chart demonstrates the percentage differences in enrollment between the community colleges. But, it would be handy to know the total Enrollment at each of the colleges. To display that, we will add text boxes above each column. To start with, we need to make room for the text boxes.
Add text boxes to include additional information in the chart.
Annotations and Axis Titles Although adding annotations and axis titles can be a tedious process, doing so maintains a high level of integrity for your charts. People can misinterpret the message being conveyed by the chart if they make inaccurate assumptions about the values displayed. Axis titles and annotations help prevent readers from making false assumptions and ensure that readers see the most accurate representation of the message being conveyed by the chart.
Adding Series Lines
Adding Annotations
AttributionAdapted by Noreen Brown from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. |