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Perhaps the simplest way to change a chart s elements is to use the Chart Options dialog box, which gives you access to the entire chart and its many elements at once To open this dialog box, shown in Figure 8-7, open a chart and choose Chart | Chart Options Each tab in this dialog box lets you format one of the features of the chart As you make changes, the simplified image of the chart previews the effect of the change Here s how to use the tabs:
I Titles Add an overall chart title or add titles to the series, category, and/or value axes I Axes Check if you want each of the available axes If you uncheck an axis, PowerPoint
removes its labels, for example, the years on a category (X) axis
I Gridlines Check if you want major and minor gridlines for each axis Major gridlines
mark off larger intervals Minor gridlines mark off smaller intervals between the major gridlines
I Legend Check if you want a legend and choose where you want it to be placed (You
can always drag it elsewhere)
I Data Labels Data labels usually show actual values For example, you can place the
actual number represented by a column at the top of the column You can choose from several formats
I Data Table You can include with the chart a table of the data in your datasheet
FIGURE 8-7
The Chart Options dialog box with the Gridlines tab on top
CHAPTER 8: Incorporate Graphs, Tables, and Diagrams
As a general guideline, include as few features as possible without sacrificing clarity For example, titles, gridlines, and a data table often clutter up a chart without providing any additional necessary information Save the fine details for a printed report Compare Figure 8-5 and Figure 8-6, which are two versions of the same chart Figure 8-5 is easier to understand; Figure 8-6 has too much information and is too confusing for an audience to quickly grasp
Format Chart Elements
Once you have determined which features to include in your chart, you also want to individually format those features Each element of a chart has its own customized Format dialog box that fine-tunes that element To format an element, first make sure that the chart is open and active As you move the mouse cursor around a chart, ToolTips pop up telling you which object you are passing over To get an idea of the available elements in your charts, click the Chart Objects drop-down list on the Standard toolbar when a chart is open You can choose any element form this list to select it Double-click an element to open its Format dialog box For example, if you double-click one of the axes, you see the Format Axis dialog box, shown in Figure 8-8 You can also right-click and choose Format Axis, or another appropriate element of the chart
FIGURE 8-8
The Patterns tab of the Format Axis dialog box
How to Do Everything with PowerPoint 2002
All the Format dialog boxes have a Patterns tab that lets you change colors or change the line width or border style Here are some of the other items you can format:
I Axes You can format the scale of the axes on the Scale tab, setting the minimum and
maximum numbers as well as the intervals for major and minor units Use the Font tab for formatting the font of the axes labels The Number tab lets you format exactly how numbers will appear The Alignment tab aligns the text great for fitting axes labels into tight spaces
I Data series The data series is the part of the chart that plots the values, such as the
columns, bars, or lines For certain charts, you can set which axis PowerPoint uses to plot the data series and format Y error bars, which indicate standard deviation or some other type of error value You can format the data labels and set options for the spacing between the data series (for example, the columns) You will often want to change the color and width of bars or columns
I Chart area On the Font tab, you can format the font for text in the chart area, as well
as background and foreground colors
I Legend You can format the patterns, font, and placement of the legend I Gridlines You can format the patterns and the scale of the gridlines
Figure 8-9 shows a chart before and after formatting The following formatting was done:
I The titles and gridlines were removed to get a cleaner look I In the Format Data Series dialog box, the gap width was reduced on the Options tab,
which has the effect of widening the columns
I The legend was removed and the description of the data put on the slide title I A one-color gradient was added to the columns I The Shadow check box was checked on the Patterns tab of the Format Data Series dialog
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