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FIGURE 8-9
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Format your chart to make it simple and clear
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A one-color gradient was added to the columns The Shadow check box was checked on the Patterns tab of the Format Data Series dialog
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box to create a slight shadow effect on the columns
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Data values were added An AutoShape was added to emphasize important information and rotated slightly
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If you still don t think your chart conveys the message adequately, feel free to add AutoShapes, arrows, or text boxes You can also animate elements of a chart see 9 On the other hand, sometimes you want to be dramatic For example, PowerPoint s chart feature lets you fill columns or bars with a picture that can be either stretched to fill the column or bar or stacked as many times as necessary Here you see an example of using a graphic of a book to indicate book sales
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To create a slide like this, first create a chart Column and bar charts work best Here a column chart was used With the chart open, double-click one of the columns to open the Format Data Series dialog box (If the Format Data Point dialog box opens instead, close the dialog box This time, right-click one of the columns and choose Format Data Series If you use the Format Data Point dialog box, your changes affect only the one column you selected) On the Patterns tab, click Fill Effects, then the Picture tab This procedure should be familiar from 6 Click Select Picture and choose a picture In the Format section of the Picture tab, shown in Figure 8-10, choose one of these options:
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Stretch Stretches the graphic to cover the entire column or bar Stack Tiles the column or bar with copies of the originally sized graphic Stack and Scale To Tiles the graphic but resizes it based on a scale
CHAPTER 8: Incorporate Graphs, Tables, and Organization Charts
FIGURE 8-10
Use these options to format a graphic in a chart
On the Options tab of the Format Data Series dialog box, reduce the gap width This chart used a gap width of 20, which widens each column, making the graphic larger In the Format Plot Area dialog box, the border was removed to make the chart as simple as possible In the Category Axis dialog box, on the Alignment tab, the text was rotated to 45 degrees
Save Chart Properties
You can save all your hard work formatting a chart if you think you might use the same formatting in the future Follow these steps: 1 Open the chart 2 Right-click the chart and choose Chart Type 3 In the Chart Type dialog box, choose the Custom Types tab 4 Choose User-Defined at the bottom of the dialog box 5 Click Add
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6 Name the chart type and add a more detailed description, if you wish 7 Click OK twice to return to your presentation To use this chart type, follow steps 1 through 4 in the preceding list Then choose the chart type you created Click OK
Insert a Chart from Microsoft Excel
If you have already created and formatted a chart in Excel, for example, you can insert it onto a slide This works best when you created the chart on a separate sheet in Excel Follow these steps: 1 Choose Insert | Object 2 Click Create from File in the Insert Object dialog box 3 Click Browse, locate the file, and double-click it 4 Click OK When you use this method, you double-click the chart to open it and use Excel s menus and toolbars to edit the graph for your presentation
Create Clear Charts
Charts are an essential component of many presentations However, many charts are unclear and require extensive explanation before the audience can understand them A chart is created to make a point Suppose you re creating a presentation about your company s financial results You could put a summary of the company s balance sheet into the presentation However, if what your audience really wants to see is the company s debtto-equity ratio, which is buried somewhere in the balance sheet, a simple pie chart of the debt-to-equity ratio would be more effective Once you determine that the key point is to show the improvement in earnings per share, for example, you can create your chart, perhaps a column chart But even a simple column chart should be designed to serve a purpose Choose colors and fills so that the eye is drawn to improvement, rather than past losses Decide if you want data values on the top of each column or values on the Y axis but both are unnecessary and confusing The border around the chart that PowerPoint creates by default is also unnecessary Also, 3-D charts are notoriously hard to evaluate it s difficult to see exactly where the top of the column is If you wish, add an arrow to guide the attention to the latest earnings If there is a recent improvement, add a text box or AutoShape and explain it in a few words Shadows and shaded fills on the columns enhance visual appeal Animation (discussed in 9) can be used to focus the attention of the audience on what the presenter is saying
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