Creating Charts and Graphs in Microsoft Office

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Value (Z) axis
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A 3-D chart has a third dimension, depth that creates a back wall, an end wall on the left, side walls, and a floor The back wall and end wall meet at the corner You can set the pattern and color properties of each of these features to get the appearance you want in the chart It is important to realize you don t have to go to the trouble of creating a query to summarize the data for the chart Create the chart and let the Chart Wizard do that for you When you drag a field to the Value area in the sample chart, the Chart Wizard assumes you want to use the Sum aggregate function to create the value, but you can change to another function by double-clicking a number field, choosing from the Summarize dialog box, and then clicking OK
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NOTE When you first create a chart, it shows sample data rather than the data you asked it to
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process Don t worry, the chart will show the real data the first time you view the form in Form view or the report in Print Preview
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Printing and Saving the Chart
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In the final Chart Wizard dialog box, you assigned a title to the new chart, but you haven t yet named the host form or report, as you can see from the Form1: Form name still in the title bar To name and save the form or report containing the chart, choose File | Save and enter the desired filename The new name is added to the Database window When you reopen the form or report containing the chart, it contains the current data from the underlying record source
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Part II:
Retrieving and Presenting Information
When you preview the chart in Form view or Print Preview, you can print it or switch to Design view to make changes
TIP If you re producing reports and find you need to create a lot of charts, you can save time by
adding the Chart button to the form and report control toolbox See 20 for information about customizing menus and toolbars
Linking to Record Data
When you start a new chart from within a form or report design, Access assumes you want to link the chart to one of the fields in the underlying record source, so that different data appears in the chart with each record To do this, you first create the host form or report, and then insert the new or existing chart For example, create a columnar form based on the City Beats table, which contains only two fields: the beat number and a brief description of the territory Then switch to Design view and create a new chart by doing the following: 1 Choose Insert | Chart and click in the design just below the text box controls in the form (Or, use the Chart button in the toolbox if you added it) Be sure you have made room in the section for the embedded chart 2 In the first Chart Wizard dialog box, choose the Crimes by Beat Number table as the basis for the chart and click Next 3 In the second dialog box, select the fields you want in the chart For this chart, choose Year, BeatNo, Crime Type, and Number of Crimes from the field list, and then click Next 4 In the next dialog box, choose a simple column chart and click Next 5 In the layout dialog box, drag the Year field to the Axis area, the Number of Crimes to the Data area, and the Crime Type to the Series area Then click Next 6 In the next dialog box (see Figure 15-7) the wizard suggests BeatNo as the linking fields in both the form and chart because they have the same name If no matching names are between the tables, the wizard makes no suggestion You can change the linking field names or choose not to link the chart to the form at all by choosing <No Field> Click Next to move to the final dialog box, which is the same as before, and name the form City Beats Crimes
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