Adding Charts

Who would disagree with the concept that one of the best ways to prove a point is with numbers, and the best way to present those numbers is with a chart (aka a graph). PowerPoint makes it relatively easy to create and insert charts in slides. All charts within PowerPoint are created by using Microsoft Graph, a program that is automatically installed when you install PowerPoint. This small, but very useful, program requires perhaps more pointing and clicking than some would like, but after you have used it once (or twice), it will become very easy.

Understanding the Basics and Some Terms

chart or graph

For our purposes these terms represent the same thing, the terms are interchangeable.

graph object

This is a chart (or graph) inserted on a slide. Microsoft Graph creates the chart for you, so whenever you edit a graph object, PowerPoint invokes Microsoft Graph. This is aka chart object

chart type

The type of chart you create such as line chart, pie chart, bar chart, etc.

3-D chart

Some chart types can be created with a 3-dimensional look.

datasheet

This is a mini-spreadsheet that supplies the data upon which the chart is created. You enter your numbers in the Microsoft Graph datasheet, Graph then makes the chart (after you answer a few questions). The datasheet is part of the graph object but does not appear on the slide; it appears only when you first start the chart creation process or when you edit the chart object.

series

A collection of related numbers in a datasheet. Usually each row is a series; but if necessary, you can orient your data so that each column is a series. Except for pie charts, you can plot multiple series in a single chart.

axes

The lines on the edges of a chart. The X-axis is the line along the bottom of the chart and usually represents the categories while the Y-axis is the line along the left edge of the chart and represents the actual data values. The labels are automatically supplied on the axes by Graph but you can change them.

legend

A box somewhere on the chart used to identify the various series that have been plotted. Microsoft Graph can automatically create a legend for you.

Microsoft Graph is a Separate Program but …

Microsoft Graph is a separate program, technically not part of PowerPoint. It is also the same program that comes with Microsoft Excel for charting. Although Graph is a separate program, it works in conjunction from within PowerPoint (and from within Microsoft Excel) in such a way that most folks do not even realize that they have started a new program. In other words, it does not act like a separate program.

Inserting a Chart

Although it is not required, I strongly recommend that you change the layout of the slide to one with a placeholder for a chart to maintain proper spacing between the text and the chart.

 

Changing the Slide Layout move to the slide on which you want to add a chart if you have not done so already, switch to Slide Viewif you are using PowerPoint 97/98 either Slide Viewor the Tri-Pane View if you are using PowerPoint 2000/2001 to change the layout of a slide, choose FormatSlide Layout or click the Slide Layout buttonoron the toolbar in PowerPoint 97/98/2001, the Slide Layout button is on the Standard toolbar in PowerPoint 2000, the Slide Layout button is under [Common Tasks] on the Formatting toolbar the Slide Layout dialog box will appear; note that this is the same as the New Slide dialog box discussed earlier select the appropriate layout and click the <Reapply> button. since you are inserting a chart, you would select either the “Chart & Text” or the “Text & Chart” layouts choose InsertChart or click the Insert Chart button or double-click on the chart placeholder in the slide layout
Working with Microsoft Graph
Microsoft Graph will start after a few moments and a sample chart using sample data will be produced the sample data will appear in the datasheet, which itself is displayed over the slide a chart will appear on the slide (it may be covered by the datasheet) the datasheet works exactly like a spreadsheet program note the change of the menus and commands to reflect that you are working with Microsoft Graph
You must, of course, enter your own data; to do so
change the column headings (1st Qtr, 2nd Qtr, 3rd Qtr, 4th Qtr) to your own labels change the row headings (East, West, North) to your own labels change the sample data to your own data add any additional rows/columns with data or delete any unused rows/columns (do NOT just <Back Space> / <Delete> to clear the cell contents!) to delete a column click on the column letter to select the entire column choose EditDelete or press the <Del> key to delete a row click on the row number to select the entire row choose EditDelete or press the <Del> key you can tell if a column/row is still being used by Graph if the column or row heading still has a “raised” look even if there is no data in the cells and/or there is an “empty space” along one of the chart axes
	In this datasheet, column C is still being used while column D is not. Compare the raised look of columns A, B, and C to that of D.
In this graph made from the datasheet shown on the left above, note the “empty space” on the X axis
once you have made the necessary changes, close the datasheet window and note that the menus and commands now reflect that you are again working with PowerPoint in PowerPoint 2001 choose FileQuit and Return to [filename] where [filename] is the filename of the presentation you currently have open

Enhancing a Chart

To enhance a chart/graph, you must first select it. To do so, double-click on the chart/graph on the slide.  In PowerPoint 2000, the chart will now be enclosed in a hash-marked border.  In PowerPoint 2001, the entire chart will be covered with hash marks and the datasheet and chart preview window will be open. To enhance the chart, click in the chart preview window then perform the items described below.

In either case, note that the menus and commands switch to those for Microsoft Graph. You can now: change the font, choose FormatFont change the chart type, choose ChartChart Type the Chart Type dialog box will appear click the desired chart type (note you also have a choice of 2-D or 3-D!)

add chart titles or X-axis or Y-axis labels, choose ChartChart Options add a data label , choose ChartChart Options a data label is text that is attached to data point plotted on a chart you can tell Microsoft Graph to used the actual data from the datasheet or you can use the category (row or column heading) as a label change the format of any item in a chart select the chart (it will now be enclosed in a hash-marked border) double-click on the item you wish to format (title, legend, etc.) the Format dialog box appropriate for that item will be displayed or Right-Mouse Click (Windows) or Ctrl-Click (Macintosh) on an item and select the appropriate command from the contextual popup menu

Other Chart Enhancements

As noted above, when the chart is selected (enclosed or covered by hash-marks), the menus and toolbars are different. You are now presented with command options specific for charts. Explore the other menus and commands. You should also see what happens when you right mouse click on areas of the chart when it is selected. Have fun!

The default setting for a pie chart is to have a border around the plot area. Why would you want a border around the pie chart? In my opinion, you do not and should not, so make sure you remove it!

Animating Charts on Slides

Charts/graphs added to slides as described above can be animated. Since PowerPoint treats these as simply objects on a slide, just follow the steps for builds (aka animations) described in the Transitions and Builds section to animate these elements. 

Note: in PowerPoint 2000 charts/graphs have their own “tab” in the dialog box called [Chart Effects].
Note: in PowerPoint 2001 effects for charts/graphs will appear under the “tab” called [Options].

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Copyright © 2003
last updated August 13, 2003