free download barcode scanner for java mobile 8: Incorporate Graphs, Tables, and Organization Charts in Microsoft Office

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CHAPTER 8: Incorporate Graphs, Tables, and Organization Charts
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When you click a chart icon, PowerPoint opens a dummy chart and datasheet
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To enter your own data, you can delete all the dummy data first, by clicking in the top-left corner cell and pressing DEL Alternately, you can simply go from cell to cell and replace the data Move from left to right across a row by pressing TAB, or click the cursor in any cell to type there If you need to enlarge the datasheet to see more of your data, place the cursor over an edge or corner and drag outward You can also drag column dividers to change column widths As you type, PowerPoint modifies the graph so that you instantly see the results of your data However, the graph usually needs to be formatted for legibility and style In most cases, the column headings of the datasheet relate to time (such as 1st Qtr and 2nd Qtr) and become the x axis, which is usually the category axis The row headings contain the types of data for each time period and become the y axis, which is usually the data axis When you start formatting the chart, you will find it helpful to keep these terms in mind While you are working in a datasheet, you might notice that PowerPoint s toolbars have changed and two new menu items, Data and Chart, have been added The new menu and toolbar items are especially for working with graphs These items are covered throughout the rest of the section on graphs
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Of course, if you already have the data in a spreadsheet application, such as Microsoft Excel, you don t need to retype it You can choose from two ways to import existing spreadsheet data:
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Import the spreadsheet data into the PowerPoint datasheet and continue to work in
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Insert a spreadsheet as an object and modify it using the original spreadsheet s menus
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and toolbars
Import Spreadsheet Data into the Datasheet
When you import data into the datasheet, PowerPoint places the data right into the datasheet Once you ve imported the data, PowerPoint automatically creates a chart that you can format directly in PowerPoint You can import data from Microsoft Excel, Lotus 1-2-3 (with a wk* filename extension), and several types of text data files Here s how to import your data: 1 In PowerPoint, double-click the chart to open it If the datasheet is not visible, click View Datasheet on the Formatting toolbar 2 Choose Edit | Import File 3 In the Import File dialog box, check the file format in the Files of Type drop-down list and, if necessary, change it Navigate to the file you want to import and double-click it
If you selected a Microsoft Excel workbook created with version 50 or later, the
Import Data Options dialog box appears, as shown in Figure 8-3 Choose which sheet you want to import and how much of it (a range or the whole sheet) Check the Overwrite Existing Cells check box to replace the current data if desired, and click OK
If you select a text file format, such as CSV, TXT, and PRN, follow the instructions
of the Text Import Wizard
Insert a Spreadsheet as an Object
When you insert, or embed, a spreadsheet as an object, you edit the object by double-clicking it The menus and toolbars change to those of the original spreadsheet application, which you use to make changes Here s how to embed a spreadsheet: 1 Display the slide where you want the spreadsheet 2 Choose Insert | Object 3 To create a new chart, click Create New, and then choose your spreadsheet from the list For example, choose Microsoft Excel Chart if you have Excel To insert a chart you ve already created, click Create from File, and then click Browse Locate and double-click the file (If you created a new Excel chart, you see dummy data and a chart, similar to the datasheet)
CHAPTER 8: Incorporate Graphs, Tables, and Organization Charts
FIGURE 8-3
Use the Import Data Options dialog box to specify exactly which data you want to import and how
You can now use your spreadsheet s tools to edit the data and the corresponding chart When you re done, click anywhere outside the chart to close it
Choose the Right Chart Type
While you have the datasheet open, the entire graph object is open and available for formatting One of the first tasks is to choose the chart type By default, PowerPoint creates the column chart you saw in Figure 8-2 However, not every chart type is suitable for the type of data you have, and you have a wide array of options The key to choosing a chart type is to understand your data and the strengths and weaknesses of each chart type The ideal chart type for your presentation is the one that presents the data most clearly In the next few sections, I give you the information you need to understand each chart type To change the chart type, right-click inside the graph s border Choose Chart Type from the shortcut menu You can also choose Chart | Chart Type to open the dialog box shown in Figure 8-4 If your graph is not currently open, you must double-click it to open it before you can access the Chart Type menu item You can t always use any chart type you want Some types of graphs are suitable for data with several rows; others shouldn t have more than one row Several are used only for scientific data If you aren t sure which kind of chart to use, try several to see which one seems to make the point most clearly
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