Wiley Office 2007 Bible phần 6 pptx

For more options,you can choose More Title Options to open the Format Chart Title dialog box.. Click the Axis Titles button on theLayout tab, and then select either Primary Horizontal Ax

Starting a New Chart

The main difficulty with creating a chart in a non-spreadsheet application such as PowerPoint is that there

is no data table from which to pull the numbers Therefore, PowerPoint creates charts using data that youhave entered in an Excel window By default, it contains sample data, which you can replace with yourown data

You can place a new chart on a slide in two ways: you can either use a chart placeholder from a layout, oryou can place one manually

If you are using a placeholder, click the Insert Chart icon If you are placing a chart manually, followthese steps:

1 On the Insert tab, click Chart The Insert Chart dialog box opens, as shown in Figure 23-28.

FIGURE 23-28

Select the desired chart type

2 Click the desired chart type See Table 23-2 for an explanation of the chart types Figures 23-29

and 23-30 show examples of some of the chart types

3 Click OK The chart appears on the slide, and an Excel datasheet opens with sample data.

Working with Tables and Charts 23

4 Modify the sample data as needed To change the range of cells that appear in the chart, see the

section, “Redefining the data range,” later in this chapter If you want, you can then close theExcel window to move it out of the way

After you have closed the Excel window, you can open it again by clicking Edit Data on the Chart Tools Design tab.

FIGURE 23-29

Examples of chart types, from top left, clockwise: column, line, bar, and pie

NOTE

Column Vertical bars, optionally with multiple data series Bars can be clustered, stacked, or based on

a percentage, and either 2-D or 3-D

Line Shows values as points, and connects the points with a line Different series use different colors

and/or line styles

Pie A circle broken into wedges to show how parts contribute to a whole This de-emphasizes the

actual numeric values In most cases, this type is a single-series only

Bar Just like a column chart, but horizontal

Area Just like a column chart, but with the spaces filled in between the bars

continued

Working with Tables and Charts 23

TABLE 23-2 (continued)

XY (Scatter) Shows values as points on both axes, but does not connect them with a line However, you can

add trend lines

Stock A special type of chart that is used to show stock prices

Surface A 3-D sheet that is used to illustrate the highest and lowest points of the data set

Doughnut Similar to a pie chart, but with multiple concentric rings, so that multiple series can be

illustrated

Bubble Similar to a scatter chart, but instead of fixed-size data points, bubbles of varying sizes are used

to represent a third data variable

Radar Shows changes of data frequency in relation to a center point

At any point, you can return to your PowerPoint presentation by clicking anywhere outside of the chart on the slide To edit the chart again, you can click the chart to redisplay the chart- specific tabs.

If you delete a column or row by selecting individual cells and pressing Delete to clear them, the empty space that these cells occupied remains in the chart To completely remove a row or column from the data range, select the row or column by clicking its header (letter for column; number for row) and click Delete on the Home tab in Excel.

Working with Chart Data

After you create a chart, you might want to change the data range on which it is based, or how this data isplotted The following sections explain how you can do this

Plotting by rows versus by columns

By default, the columns of the datasheet form the data series However, if you want, you can switch the dataaround so that the rows form the series Figures 23-31 and 23-32 show the same chart plotted both ways sothat you can see the difference

What does the term data series mean? Take a look at Figures 23-31 and 23-32 Notice that there is a legend next to each chart that shows what each color (or shade of gray) represents Each of these colors, and the label associated with it, is a series The other variable (the one that is not the series) is plotted on the chart’s horizontal axis.

NOTE

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NOTE

FIGURE 23-31

A chart with the columns representing the series

FIGURE 23-32

A chart with the rows representing the series

Working with Tables and Charts 23

To switch back and forth between plotting by rows and by columns, click the Switch Row/Column button

on the Chart Tools Design tab

A chart can carry a very different message when you arrange it by rows versus by columns For example, in Figure 23-31, the chart compares the quarters The message here is about improvement — or lack thereof — over time Contrast this to Figure 23-32, where the series are the regions Here, you can compare one region to another The overriding message here is about competition — which division performed the best in each quarter? It’s easy to see how the same data can convey very different mes- sages; make sure that you pick the arrangement that tells the story that you want to tell in your presentation.

Redefining the data range

After you have created your chart, you may decide that you need to use more or less data Perhaps you want

to exclude a month or quarter of data, or to add another region or salesperson To add or remove a dataseries, you can simply edit the datasheet To do so, follow these steps:

1 On the Chart Tools Design tab, click Edit Data The Excel datasheet appears A blue outline

appears around the range that is to be plotted

2 (Optional) To change the data range to be plotted, drag the bottom-right corner of the blue outline For example, in Figure 23-33, the West division is being excluded.

You can also enlarge the data range by expanding the blue outline For example, you could enteranother series in column E in Figure 23-33 and then extend the outline to encompass column E

FIGURE 23-33

You can redefine the range for the chart by dragging the blue outline on the datasheet

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The preceding steps work well if the range that you want to include is contiguous, but what if you wanted

to exclude a row or column that is in the middle of the range? To define the range more precisely, followthese steps:

1 On the Chart Tools Design tab, click Select Data The Select Data Source dialog box opens, along with the Excel datasheet, as shown in Figure 23-34.

2 Do any of the following:

n To remove a series, select it from the Legend Entries (Series) list and click Remove

n To add a series, click Add, and then drag across the range on the datasheet to enter it into theEdit Series dialog box; then click OK to accept it

n To edit a series, select it in the Legend Entries (Series) list and click Edit Then drag across therange or make a change in the Edit Series dialog box, and click OK

FIGURE 23-34

To fine-tune the data ranges, you can use the Select Data Source dialog box

3 (Optional) To redefine the range from which to pull the horizontal axis labels, click the Edit button in the Horizontal (Category) Axis Labels section A dotted outline appears around the

current range; drag to redefine that range and click OK

4 (Optional) To redefine how empty or hidden cells should be treated, click the Hidden and Empty Cells button In the Hidden and Empty Cell Settings dialog box that appears, choose whether to show data in hidden rows and columns, and whether to define empty cells as gaps in the chart or as zero values Then click OK The Hidden and Empty Cells Settings dialog

box is shown in Figure 23-35

FIGURE 23-35

Specify what should happen when the data range contains blank or hidden cells

Working with Tables and Charts 23

5 When you are finished editing the settings for the data ranges, click OK to close the Select Data Source dialog box.

6 (Optional) Close the Excel datasheet window, or leave it open for later reference.

Chart Types and Chart Layout Presets

The default chart is a column chart However, there are a lot of alternative chart types to choose from Notall of them will be appropriate for your data, of course, but you may be surprised at the different spin onthe message that a different chart type presents

Many chart types come in both 2-D and 3-D models, and you can choose which chart type looks most appropriate for your presentation However, try to be consistent For example,

it looks nicer to stay with all 2-D or all 3-D charts rather than mixing the types in a presentation.

You can revisit your choice of chart type at any time by following these steps:

1 Select the chart, if needed, so that the Chart Tools Design tab becomes available.

2 On the Design tab, click Change Chart Type.

3 Select the desired type, just as you did when you originally created the chart Figure 23-28

shows the chart types

pre-To choose a layout, click the down arrow in the Chart Layouts group and select one from the gallery, asshown in Figure 23-36 Although you cannot add your own layouts to these presets, you can create charttemplates, which are basically the same thing with additional formatting settings This chapter also coverschart template creation

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CAUTION

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FIGURE 23-36

You can choose one of the preset layouts that fits your needs

Working with Labels

On the Chart Tools Layout tab, the Labels group provides buttons for controlling which labels appear onthe chart Figure 23-37 points out the various labels that you can use

Working with Tables and Charts 23

FIGURE 23-37

Labels help to make it clear to the audience what the chart represents

Each of these label types has a button on the Layout tab that opens a drop-down list that contains some sets The drop-down list also contains a “More” command for opening a dialog box that contains additionaloptions For example, the drop-down list for the Chart Title button contains a “More Title Options” com-mand, as shown in Figure 23-38

pre-New in PowerPoint 2007, you can add data labels by right-clicking a series and choosing Add Data Labels You can also format label text from the mini bar, which may be easier than using the Home tab’s controls.

You can format the label text, just as you can format any other text To do this, select the text and then usethe Font group on the Home tab This allows you to choose a font, size, color, alignment, and so on

You can also format the label box by right-clicking it and choosing Format name, where name is the type of

label that the box contains In some cases, the dialog box that appears contains only standard formattingcontrols that you would find for any object, such as Fill, Border Color, Border Styles, Shadow, 3-D Format,and Alignment These controls should already be very familiar to you from earlier in this chapter In othercases, in addition to the standard formatting types, there is also a unique section that contains extra optionsthat are specific to the content type For example, for the Legend, there is a Legend Options section inwhich you can set the position of a legend

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Axis title Data label Chart title

FIGURE 23-38

Each type of label has its own button that displays a drop-down list

The following sections look at each of the label types more closely These sections will not dwell on the matting that you can apply to them (fonts, sizes, borders, fills, and so on) because this formatting is thesame for all of them, as it is with any other object Instead, they concentrate on the options that make eachlabel different

for-Working with chart titles

A chart title is text that typically appears above the chart — and sometimes overlapping it — that indicates

what the chart represents Although you would usually want either a chart title or a slide title, but not both,

this could vary if you have multiple charts or different content on the same slide

You can select a basic chart title, either above the chart or overlapping it, from the Chart Title drop-downlist, as shown in Figure 23-28 You can also drag the chart title around after placing it For more options,you can choose More Title Options to open the Format Chart Title dialog box However, in this dialog boxthere is nothing that specifically relates to chart titles; the available options are for formatting (Fill, BorderColor, and so on), as for any text box

Working with axis titles

Working with Tables and Charts 23

Axis titles are defined separately for the vertical and the horizontal axes Click the Axis Titles button on theLayout tab, and then select either Primary Horizontal Axis Title or Primary Vertical Axis Title to display asubmenu that is specific to that axis When you turn on an axis title, a text box appears containing defaultplaceholder text, “Axis Title.” Click in this text box and type your own label to replace it, as shown inFigure 23-39 If you’ve plotted any data on a secondary axis, you’ll see Secondary Horizontal and SecondaryVertical Axis Title options as well.

You can easily select all of the placeholder text by clicking in the text box and pressing Ctrl+A.

For the horizontal axis title, the options are simple: either None or Title Below Axis, as shown in Figure 23-39.You can choose More Primary Horizontal Axis Title Options, but again, as with the regular title options, thereare no unique settings in the dialog box — just general formatting controls

For the vertical axis title, you can choose from among the following options, as shown in Figure 23-40

n Rotated Title: The title appears vertically along the vertical axis, with the letters rotated 90

degrees (so that their bases run along the axis)

n Vertical Title: The title appears vertically along the vertical axis, but each letter remains unrotated,

so that the letters are stacked one on top of the other

n Horizontal Title: The title appears horizontally, like regular text, to the left of the vertical axis.

FIGURE 23-39

An axis title describes what is being measured on the axis; you can edit the placeholder text in the title

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FIGURE 23-40

You can select these vertical axis titles, from left to right: Rotated Title, Vertical Title, and Horizontal Title

Each type of vertical axis shrinks the chart somewhat when you activate it, but the Horizontal Title formatshrinks the chart more than the others because it requires more space to the left of the chart

If you turn off an axis title by setting it to None and then turn it back on again, you will need

to retype the axis title; it returns to the generic placeholder text.

If the chart does not resize itself automatically when you turn on the vertical axis title, you might need toadjust the chart size manually Click the chart, so that selection handles appear around the inner part of the

chart (the plot area), as shown in Figure 23-41 Then drag the left side-selection handle inward to decrease

the width of the chart to make room for the vertical axis label

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Working with Tables and Charts 23

FIGURE 23-41

You can adjust the size of the plot area to make more room for the vertical axis title

Working with legends

The legend is the little box that appears next to the chart (or sometimes above or below it) It provides the key

that describes what the different colors or patterns mean For some chart types and labels, you may not find thelegend to be useful If it is not useful for the chart that you are working on, you can turn it off by clicking theLegend button on the Layout tab and then clicking None You can also just click it and press Delete Turning offthe legend makes more room for the chart, which grows to fill the available space To turn the legend back on,click the Legend button again and select the position that you want for it, as shown in Figure 23-42

FIGURE 23-42

You can select a legend position, or turn the legend off altogether

Hiding the legend is not a good idea if you have more than one series in your chart, because the legend helps people to distinguish which series is which However, if you have only one series, a legend might not be useful.

To resize a legend box, you can drag one of its selection handles The text and keys inside the box do notchange in size

When you right-click the legend and choose Format Legend, or when you choose More Legend Optionsfrom the Legend drop-down list on the Layout tab, the Format Legend dialog box opens with the LegendOptions displayed, as shown in Figure 23-43 From here, you can choose the legend’s position in relation tothe chart and whether or not it should overlap the chart If it does not overlap the chart, the plot area will

be automatically reduced to accommodate the legend

The controls on the Legend Options tab refer to the legend’s position in relation to the chart, not to the position of the legend text within the legend box You can drag the legend wherever you want it on the chart after placing it

Adding data labels

Data labels show the numeric values (or other information) that are represented by each bar or other shape

on the chart These labels are useful when the exact numbers are important or where the chart is so smallthat it is not clear from the axes what the data points represent

To turn on data labels for the chart, click the Data Labels button on the Layout tab The options availabledepend on whether it’s a 2-D or 3-D chart Figure 23-44 shows the options for 2-D charting; for a 3-D chartyour only choices are Show and None

FIGURE 23-44

You can display or hide data labels using the Data labels button

Data labels show the values by default, but you can also set them to display the series name and the gory name, or any combination of the three The data labels can also include the legend key, which is a col-ored square To set these options, choose More Data Label Options from the Data Labels drop-down menu,

cate-to access the Format Data Labels dialog box, as shown in Figure 23-45 For a 3-D chart, the Label Positionsection does not appear

FIGURE 23-45

You can set data label options using the Format Data Labels dialog box

To turn the data labels on or off for a particular data point or data series, select it and then select the None or Show option in the Data Labels drop-down menu This is useful when you want to highlight a particular value or set of values.

Adding a data table

Sometimes the chart tells the full story that you want to tell, but other times the audience may benefit fromseeing the actual numbers on which you have built the chart In these cases, it is a good idea to include thedata table with the chart A data table contains the same information that appears on the datasheet

To display the data table with a chart, click the Data Table button on the Layout tab, as shown in Figure 23-46,and choose to include a data table either with or without a legend key

FIGURE 23-46

Use a data table to show the audience the numbers on which the chart is based

To format the data table, choose More Data Table Options from the Data Table drop-down menu From theFormat Data Table dialog box that appears, you can set data table border options, as shown in Figure 23-47.For example, you can display or hide the horizontal, vertical, and outline borders for the table from here

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Working with Tables and Charts 23

FIGURE 23-47

Use the Data Table Options to specify which borders should appear in the data table

Controlling the Axes

No, axes are not the tools that chop down trees Axes is the plural of axis, and an axis is the side of the chart

containing the measurements against which your data is plotted For example, in Figure 23-48, the horizontal axis contains the names of the divisions, and the vertical axis contains million-unit amounts (0 through 5)

You can change the various axes in a chart in several ways For example, you can make an axis run in a ferent direction (such as from top-to-bottom instead of bottom-to-top for a vertical axis), and you can turnthe text on or off for the axis and change the axis scale

dif-Using axis presets

You can select some of the most popular axis presets using the Axes button on the Layout tab As withthe axis titles that you learned about earlier in this chapter, there are separate submenus for horizontaland vertical axes Figure 23-48 shows the options for horizontal axes, and Figure 23-49 shows those forvertical axes

FIGURE 23-48

Presets for horizontal axes

Working with Tables and Charts 23

FIGURE 23-49

Presets for vertical axes

Setting axis scale options

The scale determines which numbers will form the start and end points of the axis line For example, take a

look at the chart in Figure 23-50 The bars are so close to one another in value that it is difficult to see thedifference between them Compare this chart to one showing the same data in Figure 23-51, but with anadjusted scale Because the scale is smaller, the differences now appear more dramatic

FIGURE 23-50

This chart does not show the differences between the values very well

You will probably never run into a case as dramatic as the difference between Figures 23-50 and 23-51 because PowerPoint’s charting feature has an automatic setting for the scale that is turned on by default However, you may sometimes want to override this setting for a different effect, such

as to minimize or enhance the difference between data series This is a good example of “making the data say what you want.” For example, if you wanted to make the point that the differences between three months were insignificant, then you would use a larger scale If you wanted to highlight the importance of the differences, then you would use a smaller scale.

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Working with Tables and Charts 23

FIGURE 23-51

A change to the values of the axis scale makes it easier to see the differences between values

To set the scale for an axis, follow these steps:

1 On the Layout tab, choose Axes ➪ Primary Vertical Axis ➪ More Primary Vertical Axis Options The Format Axis dialog box opens, displaying the Axis Options, as shown in

Figure 23-52

2 Drag the Format Axis dialog box to the side so that you can see the results on the chart

3 If you do not want the automatic value for one of the measurements, click Fixed and enter a different number in its text box.

n Minimum is the starting number The usual setting is 0, as shown in Figure 23-50, although

in Figure 23-51, it is set to 2.8

n Maximum is the top number This number is 4 in both Figure 23-50 and Figure 23-51.

n Major unit determines the axis text It is also the unit by which gridlines stretch out across the

back wall of the chart In Figure 23-50, gridlines appear at increments of 0.5 million units; inFigure 23-51, they appear by 0.2 million units

n Minor unit is the interval of smaller gridlines between the major ones Most charts look better

without minor units, because these units can make a chart look cluttered You should leavethis setting at Auto You can also use this feature to place tick marks on the axes between thelabels of the major units

FIGURE 23-52

You can set axis options in the Format Axis dialog box, including the axis scale

4 (Optional) If you want to activate any of these special features, select their checkboxes Each

of these checkboxes recalculates the numbers in the Minimum, Maximum, Major Unit, and MinorUnit text boxes

n Values in reverse order This checkbox turns the scale backwards so that the greater values

appear at the bottom or left

n Logarithmic scale Rarely used by ordinary folks, this checkbox recalculates the Minimum,

Maximum, Major Unit, and Minor Unit according to a power of 10 for the value axis, based onthe range of data (If this explanation doesn’t make any sense to you, then you’re not the targetaudience for this feature.)

n Floor crosses at When you select this feature, you can enter a value indicating where the

axes should cross You can specify an axis value of a particular number, or use Maximumaxis value

5 (Optional) You can set a display unit to simplify large numbers For example, if you set display

units to Thousands, then the number 1000 appears as “1” on the chart If you then select the ShowDisplay Units Label on Chart checkbox, an axis label will appear as “Thousands.”

6 (Optional) You can set tick-mark types for major and minor marks These marks appear as

little lines on the axis to indicate the units You can use tick marks either with or without gridlines.(To set gridlines, use the Gridlines button’s menu on the Chart Tools Layout tab.)

Working with Tables and Charts 23

Setting a number format

You can apply a number format to axes and data labels that show numeric data This is similar to the ber format that is used for Excel cells; you can choose a category, such as Currency or Percentage, and thenfine-tune this format by choosing a number of decimal places, a method of handling negative numbers, and

num-so on

To set a number format, follow these steps:

1 Right-click the axis and choose Format Axis.

2 In the Format Axis dialog box that appears, click Number A list of number formats appears.

3 (Optional) You can select the number format in two ways: the first way is to select the Linked to Source checkbox if you want the number format to be taken from the number format that is applied to the datasheet in Excel The second way is to click the desired number

format in the Category list Options appear that are specific to the format that you selected.For example, Figure 23-53 shows the options for the Number type of format, which is ageneric format

FIGURE 23-53

You can set a number format in the Format Axis dialog box

4 (Optional) You can fine-tune the numbering format by changing the code in the Format Code text box The number signs (#) represent optional digits, while the zeroes represent

required digits

5 Click Close to close the dialog box.

To see some examples of custom number formats that you might use in the Format Code text box, choose Custom as the number format.

Formatting a Chart

In the following sections, you learn about chart formatting There is so much that you can do to a chart thatthis subject could easily take up its own chapter! For example, just like any other object, you can resize achart You can also change the fonts, change the colors and shading of bars, lines, or pie slices, use differentbackground colors, change the 3-D angle, and much more

The Format dialog box can remain open while you format various parts of the chart Just click

a different part of the chart behind the open dialog box (drag it off to the side if needed); the controls in the dialog box change to reflect the part that you have selected.

Clearing manually applied formatting

PowerPoint uses Format dialog boxes that are related to the various parts of the chart These dialog boxes

are nonmodal, which means that they can stay open indefinitely, that their changes are applied immediately,

and that you don’t have to close the dialog box to continue working on the document Although this ishandy, it is all too easy to make an unintended formatting change

To clear the formatting that is applied to a chart element, select it and then, on the Format tab, click Reset

to Match Style This strips off the manually applied formatting from that element, returning it to whateverappearance is specified by the chart style that you have applied

Formatting titles and labels

Once you add a title or label to your chart, you can change its size, attributes, colors, and font Just right-clickthe title that you want to format and choose Format Chart Title (or whatever kind of title it is; for example, anaxis label is called Axis Title) The Format Chart Title (or Format Axis Title) dialog box appears

The formatting covered in this section applies to the text box, not to the text within it If you need to format the fill, outline, or typeface, use the mini toolbar (right-click to open it) or use the font tools on the Home tab.

The categories in this dialog box vary, depending on the type of text that you are formatting, but the ing categories are generally available:

follow-n Fill: You can choose No Fill, Solid Fill, Gradient Fill, Picture or Text Fill, or Automatic When

you select Automatic, the color changes to contrast with the background color specified by thetheme

n Border Color: You can choose No Line, Solid Line, or Automatic When you select Automatic,

the color changes to contrast with the background color specified by the theme

n Border Styles: You can set a width, a compound type (that is, a line made up of multiple lines),

and a dash type

n Shadow: You can apply a preset shadow in any color you want, or you can fine-tune the shadow

in terms of transparency, size, angle, and so on You might need to apply a fill to the box in order

n 3-D Format: You can define 3-D settings for the text box, such as Bevel, Depth, Contour, and

Surface

n Alignment: You can set vertical and horizontal alignment, angle, and text direction, as well as

control AutoFit settings for some types of text

Alignment is usually not relevant in a short label or title text box The text box is usually exactly the right size to hold the text, and so there is no other way for the text to be aligned Therefore, no matter what alignment you choose, the text looks very much the same.

From the Home tab or the mini toolbar, you can also choose all of the text effects that you learned aboutearlier in this book, such as font, size, font style, underline, color, alignment, and so on

Applying chart styles

Chart styles are presets that you can apply to charts in order to add colors, backgrounds, and fill styles TheChart Styles gallery, shown in Figure 23-54, is located on the Chart Tools Design tab, which appears whenyou select a chart

FIGURE 23-54

You can apply a chart style using the Chart Styles gallery

Chart styles are based on the themes and color schemes in the PowerPoint Design tab When you changethe theme or the colors, the chart style choices also change

You cannot add to the presets in the Chart Styles gallery, but you can save a group of settings

as a template To do this, use the Save As Template command on the Chart Tools Design tab.

Formatting the chart area

Your next task is to format the big picture: the chart area The chart area is the big frame that contains the

chart and all of its elements: the legend, the data series, the data table, the titles, and so on

The Format Chart Area dialog box has many of the same categories as for text boxes — such as fill, bordercolor, border styles, shadow, and 3-D format — and it also adds 3-D rotation if you are working with a 3-D chart You can choose to rotate and tilt the entire chart, just as you did with drawn shapes earlier inthis book

NOTE NOTE

Formatting the legend

When you use a multi-series chart, the value of the legend is obvious — it tells you which colors representwhich series Without the legend, your audience will not know what the various bars or lines mean Youcan do all of the same formatting for a legend that you can for other chart elements Just right-click thelegend, choose Format Legend from the shortcut menu, and then use the tabs in the Format Legend dialogbox to make your modifications The available categories are Fill, Border Color, Border Styles, and Shadow,

as well as the Legend options mentioned earlier in this chapter

If you select one of the individual keys in the legend and change its color, the color on the data series in the chart changes to match This is especially useful with stacked charts, where

it is sometimes difficult to select the data series that you want.

Formatting gridlines and walls

Gridlines help the reader’s eyes move across the chart Gridlines are related to the axes, which you learned

about earlier in this chapter Although both vertical and horizontal gridlines are available, most people use

only horizontal ones Walls are nothing more than the space between the gridlines, formatted in a different

color than the plot area You can set the Walls fill to None to hide them (Don’t you wish tearing down wallswas always that easy?) You can also use the Chart Wall and Chart Floor buttons on the Layout tab

You can only format walls on 3-D charts; 2-D charts do not have them To change the ground behind a 2-D chart, you must format the plot area.

back-In most cases, the default gridlines that PowerPoint adds work well However, you may want to make thelines thicker or a different color, or turn them off altogether

Gridline presets are available from the Gridlines drop-down menu on the Layout tab There are separatesubmenus for vertical and horizontal gridlines, as shown in Figure 23-55 You can also choose the Morecommand for either of the gridlines submenus for additional options

FIGURE 23-55

You can apply gridline presets from the Gridlines drop-down menu

To change the gridline formatting, right-click a gridline and choose Format Major Gridlines You canthen adjust the line color, line style, and shadow from the Format Major Gridlines dialog box, as shown in

NOTE

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Working with Tables and Charts 23

FIGURE 23-56

You can set gridline colors, styles, and shadows in the Format Major Gridlines dialog box

Gridline spacing is based on the major and minor units that you have set in the Format Axis dialog box (vertical or horizontal) To set this spacing, see the section “Setting axis scale options,” earlier in this chapter.

Formatting the data series

To format a data series, just right-click the bar, slice, or chart element, and choose Format Data Series fromthe shortcut menu Then, depending on your chart type, different tabs appear that you can use to modifythe series appearance Here are the ones for bar and column charts, for example:

n Series Options: This tab contains options that are specific to the selected chart type For

exam-ple, when working with a 3-D bar or column chart, the series options include Gap Depth andGap Width, which determine the thickness and depth of the bars For a pie chart, you can set therotation angle for the first slice, as well as whether a slice is “exploded” or not

n Shape: For charts involving bars and columns, you can choose a shape option such as Box, Full

Pyramid, Partial Pyramid, Cylinder, Full Cone, or Partial Cone The partial options truncate thetop part of the shape when it is less than the largest value in the chart

n Fill: You can choose a fill, including solid, gradient, or picture/texture.

n Border Color: The border is the line around the shape You can set it to a solid line, no line, or

Automatic (that is, based on the theme)

NOTE

n Border Styles: The only option available on this tab for most chart types is Width, which controls

the thickness of the border For line charts, you can set arrow options and other line attributes

n Shadow: You can add shadows to the data series bars or other shapes, just as you would add

shadows to anything else

n 3-D Format: These settings control the contours, surfaces, and beveling for 3-D data series.

Other chart types have very different categories available For example, a line chart has Marker Options,Marker Fill, Line Color, Line Style, Marker Line Color, and Marker Line Style, in addition to the genericSeries Options, Shadow, and 3-D Format categories

Rotating a 3-D Chart

Three-dimensional charts have a 3-D Rotation option in the Format Chart Area dialog box This featureworks just the same as with other 3-D objects, where you can rotate the chart on the X-, Y-, and Z-axis Inaddition, there are some extra chart-specific options, as shown in Figure 23-57 For example, you can setthe chart to AutoScale, control its depth, and reset it to the default rotation

FIGURE 23-57

You can adjust the 3-D rotation of a chart

Working with Tables and Charts 23

In this chapter, you learned the ins and outs of creating and formatting tables in PowerPoint including how

to insert, draw, move and resize the various cells of a table as well as how to add fills, styles and effects Youalso learned now to create and format charts using PowerPoint You learned how to create charts, changetheir type and their data range, and use optional text elements on them such as titles, data labels, and so on.You also learned how to format charts In the next chapter, you learn how to work with clip art, pictures,and diagrams

Just as charts and graphs can enliven a boring table of numbers, a SmartArt

diagram can enliven a conceptual discussion SmartArt helps the audience

understand the interdependencies of objects or processes in a visual way, so

they don’t have to juggle that information mentally as you speak Some potential

uses include organizational charts, hierarchy diagrams, and flow charts Similarly,

the right clip art image or photo can highlight a concept or present a product

with clarity that words cannot achieve

In this chapter you will learn how to create and fine-tune SmartArt diagrams,

and how to select and insert clip art in your presentations You’ll also learn how

to integrate photos and images from other sources, including how to compress

them so they take up less disk space

Understanding SmartArt Types

and Their Uses

SmartArt replaces the old Diagrams and Organization Chart features in earlier

PowerPoint versions SmartArt is a special class of vector graphic object that

combines shapes, lines, and text placeholders SmartArt is most often used to

illustrate relationships between bits of text

The SmartArt interface is similar regardless of the type of diagram you are

creat-ing You can type directly into the placeholders on the diagram, or you can

dis-play a text pane to the side of the diagram and type into that, much as you would

type into an outline pane to have text appear in a slide’s text placeholder boxes

See Figure 24-1 You can also select some text, right-click it, and choose Convert

to SmartArt

IN THIS CHAPTERUnderstanding SmartArt types and their uses

Inserting, editing, and modifying

a diagram Modifying an organization chart structure

Resizing and restructuring

a diagram Choosing and inserting appropriate clip art Clip art search methods Working with clip art collections Understanding raster graphics Importing image files into PowerPoint

Sizing and cropping photos Compressing images

Using SmartArt Diagrams,

Clip Art, and Pictures

FIGURE 24-1

A typical SmartArt diagram being constructed

There are seven types of SmartArt diagrams in PowerPoint 2007, and each is uniquely suited for a certaintype of data delivery

List

A list diagram presents information in a fairly straightforward, text-based way, somewhat like a fancy line List diagrams are useful when information is not in any particular order, or when the process or pro-gression between items is not important The list can have multiple levels, and you can enclose each level in

out-a shout-ape or not Figure 24-2 shows out-an exout-ample

Process

A process diagram is similar to a list, but it has directional arrows or other connectors that represent the flow

of one item to another This adds an extra aspect of meaning to the diagram For example, in Figure 24-3, theway the boxes are staggered and connected with arrows implies that the next step begins before the previousone ends

FIGURE 24-2

A list diagram deemphasizes any progression between items

FIGURE 24-3

A process diagram shows a flow from point A to point B

Using SmartArt Diagrams, Clip Art, and Pictures 24

A cycle diagram also illustrates a process, but a repeating or recursive one — usually a process in whichthere is no fixed beginning or end point You can jump into the cycle at any point In Figure 24-4, forexample, the ongoing process of product development and improvement is illustrated

FIGURE 24-5

A hierarchy diagram, also called an organization chart, explains the structure of an organization

Should you include your company’s organization chart in your presentation? That’s a question that depends on your main message If your speech is about the organization, you should If not, show the organization structure only if it serves a purpose to advance your speech Many presenters have found that an organization chart makes an excellent backup slide You can prepare it and have it ready in case

a question arises about the organization Another useful strategy is to include a printed organization chart as part of the handouts you distribute to the audience, without including the slide in your main presentation.

TIP

Using SmartArt Diagrams, Clip Art, and Pictures 24

FIGURE 24-8

A pyramid diagram represents the progression between less and more of something

Notice in Figure 24-8 that the labels do not confine themselves to within the associated shape.

If this is a problem, you might be able to make the labels fit with a combination of line breaks (Shift+Enter) and font changes.

TIP

Inserting a Diagram

All SmartArt diagrams start out the same way — you insert them on the slide as you can any other slideobject That means you can either use a diagram placeholder on a slide layout or you can insert the diagrammanually

To use a placeholder, start with a slide that contains a layout with a diagram placeholder in it, or change thecurrent slide’s layout to one that does Then click the Insert SmartArt Graphic icon in the placeholder, asshown in Figure 24-9 To insert from scratch, click the SmartArt button on the Insert tab

FIGURE 24-9

Click the SmartArt icon in the placeholder on a slide

Another way to start a new diagram is to select some text and then right-click the selection and chooseConvert to SmartArt

Any way you start it, the Choose a SmartArt Graphic dialog box opens, as shown in Figure 24-10 Selectone of the seven SmartArt categories, click the desired SmartArt object, and click OK, and the diagramappears From there it’s just a matter of customizing

Some diagrams appear in more than one category To browse all of the categories at once,

Using SmartArt Diagrams, Clip Art, and Pictures 24

FIGURE 24-10

Select the diagram type you want to insert

Editing SmartArt Text

All SmartArt has text placeholders, which are basically text boxes You simply click in one of them and type.Then use the normal text-formatting controls (Font, Font Size, Bold, Italic, and so on) on the Home tab tochange the appearance of the text, or use the WordArt Styles group on the Format tab to apply WordArtformatting

You can also display a text pane, as you saw in Figure 24-1, and type or edit the diagram’s text there Thetext pane serves the same purpose for a diagram that the Outline pane serves for the slide as a whole

The text in the outline pane is not always in the order you would expect it to be for the diagram because it forces text to appear in linear form from a diagram that is not necessarily linear It does not matter how the text appears in the text pane because only you see that What matters is how it looks

in the actual diagram.

Here are some tips for working with diagram text:

n To leave a text box empty, just don’t type anything in it The Click to add text words do not show

up in a printout or in Slide Show view

n To promote a line of text, press Shift+Tab; to demote it, press Tab in the text pane

n Text wraps automatically, but you can press Shift+Enter to insert a line break if needed

n In most cases, the text size shrinks to fit the graphic in which it is located There are some tions to that, though; for example, at the top of a pyramid, the text can overflow the tip of thepyramid

excep-n All of the text is the same size, so if you enter a really long string of text in one box, the text size

in all of the related boxes shrinks too You can manually format parts of the diagram to changethis behavior, as you will learn later in the chapter

n If you resize the diagram, its text resizes automatically

In PowerPoint 2003, you could not move shapes around in a diagram by default because AutoLayout was enabled You don’t have that problem in PowerPoint 2007 with SmartArt, though; you can select and move individual parts of the diagram freely, as you would any shapes.

NOTE CAUTION

CAUTION

Modifying SmartArt Structure

The structure of the diagram includes how many boxes it has and where they are placed Even though thediagram types are all very different, the way you add, remove, and reposition shapes in them is surprisinglysimilar across all types

When you add a shape, you add both a graphical element (a circle, a bar, or other) and an associated text placeholder The same applies to deletion; removing a shape also removes its associated text placeholder from the diagram.

Inserting and deleting shapes

To insert a shape in a diagram, follow these steps:

1 Click a shape that is adjacent to where you want the new shape to appear.

2 On the SmartArt Tools Design tab, click Add Shape.

You can either click the top part of the Add Shape button to add a shape of the same level and type as theselected one, or you can click the bottom part of the button to open a menu from which you can chooseother variants The choices on the menu depend on the diagram type and the type of shape selected Forexample, in Figure 24-11, you can insert a shape into a diagram either before or after the current one (sameoutline level), or you can insert a shape that is subordinate (below) or superior to (above) the current one

To delete a shape, click it to select it in the diagram, and then press the Delete key on the keyboard Youmight need to delete subordinate shapes before you can delete the main shape.

Not all diagram types can accept different numbers of shapes For example the four-square matrix diagram is fixed at four squares.

Adding bullets

In addition to adding shapes to the diagram, you can add bullets — that is, subordinate text to a shape To

do so, click the Add Bullet button Bullets appear indented under the shape’s text in the text pane, as shown

in Figure 24-12

Promoting and demoting text

The difference between a shape and a bullet is primarily a matter of promotion and demotion in the TextPane’s outline The text pane works just as the regular Outline pane does in this regard; you can promotewith Shift+Tab or demote with Tab You can also use the Promote and Demote buttons on the SmartArtTools Design tab

FIGURE 24-12

Create subordinate bullet points under a shape

NOTE