{"id":146,"date":"2016-11-14T23:19:00","date_gmt":"2016-11-14T23:19:00","guid":{"rendered":"https:\/\/pressbooks.usnh.edu\/math502\/chapter\/formatting-charts\/"},"modified":"2023-03-24T14:26:11","modified_gmt":"2023-03-24T14:26:11","slug":"formatting-charts","status":"publish","type":"chapter","link":"https:\/\/pressbooks.usnh.edu\/mth402\/chapter\/formatting-charts\/","title":{"raw":"Formatting Charts","rendered":"Formatting Charts"},"content":{"raw":"
\n

Learning Objectives<\/h3>\n
    \n \t
  1. Apply formatting commands to the X and Y axes.<\/li>\n \t
  2. Enhance the visual appearance of the chart title and chart legend by using various formatting techniques.<\/li>\n \t
  3. Assign titles to the X and Y axes that clarify labels and numeric values for the reader.<\/li>\n \t
  4. Apply labels and formatting techniques to the data series in the plot area of a chart.<\/li>\n \t
  5. Apply formatting commands to the chart area and the plot area of a chart.<\/li>\n \t
  6. Employ series lines and annotations to enhance trends and provide additional information on a chart.<\/li>\n<\/ol>\n<\/div>\nYou can use a variety of formatting techniques to enhance the appearance of a chart once you have created it. Formatting commands are applied to a chart for the same reason they are applied to a worksheet: they make the chart easier to read. However, formatting techniques also help you qualify and explain the data in a chart. For example, you can add footnotes explaining the data source as well as notes that clarify the type of numbers being presented (i.e., if the numbers in a chart are truncated, you can state whether they are in thousands, millions, etc.). These notes are also helpful in answering questions if you are using charts in a live presentation. We will demonstrate these formatting techniques using the column chart and stacked column chart from the previous section.\n

    X and Y Axis Formats<\/h2>\nThere are numerous formatting commands we can apply to the X and Y axes of a chart. Although adjusting the font size, style, and color are common, many more options are available through the Format Axis pane. The following steps demonstrate a few of these formatting techniques on the Grade Distribution Comparison<\/strong> chart:\n
      \n \t
    1. Switch to the Grade Distribution<\/strong> worksheet and click anywhere along the X axis (horizontal axis) of the Grade Distribution Comparison chart.<\/li>\n \t
    2. Right click\u00a0and select Font.<\/li>\n \t
    3. Change the font to Arial, the Font Style to Bold, and the Size to 11 (see\u00a0Figure 2.71<\/strong>).\n\n[caption id=\"attachment_130\" align=\"aligncenter\" width=\"499\"]\"Font Figure 2.71 Font Dialog Box[\/caption]<\/li>\n \t
    4. Click anywhere along the Y axis to activate it and repeat steps 2 and 3.<\/li>\n \t
    5. Click on the chart title and repeat steps 2 and 3, but set\u00a0the Size to 14.<\/li>\n \t
    6. The final appearance of the axes is shown in Figure 2.72\u00a0Formatted X & Y Axes.<\/strong><\/li>\n<\/ol>\n[caption id=\"attachment_145\" align=\"aligncenter\" width=\"602\"]\"Formatted Figure 2.72 Formatted X and Y Axes[\/caption]\n\nNext we want to make some changes to the percentage numbers on the Y (vertical) axis.\n
        \n \t
      1. Right click the vertical (value) axis. Select Format Axis<\/strong>. This opens the Format Axis<\/strong> pane.<\/li>\n \t
      2. Click Number<\/strong> from the list of options. The commands in this section of the Format Axis<\/strong> pane are used to format numbers that appear on the selected axis\u00a0of the\u00a0chart.<\/li>\n \t
      3. Click in the Decimal places input box and change the value to 1.<\/strong><\/li>\n \t
      4. Select Axis Options<\/strong>. Change the Minimum Bound<\/strong> to .05<\/strong>\u00a0to make the differences in the columns more dramatic. The Format Axis pane should match Figure 2.73<\/strong>.<\/li>\n \t
      5. Click the Close<\/strong> button at the top\u00a0of the Format Axis pane.<\/li>\n \t
      6. Save your work.<\/li>\n<\/ol>\n[caption id=\"attachment_145\" align=\"alignnone\" width=\"669\"]\"\" Figure 2.73 Format Axis Pane changes[\/caption]\n\n
        Note: Experiment!\u00a0 You can also change font styling using shortcut keys and the buttons on the Home tab.<\/strong><\/div>\n \n
        \n
        \n

        Skill Refresher<\/h3>\nFormatting the X and Y Axes<\/strong>\n
          \n \t
        1. Click anywhere along the X or Y axis to activate it.<\/li>\n \t
        2. Click either the Home tab or Design tab of the ribbon.<\/li>\n \t
        3. Select any of the available formatting commands in these tabs.<\/li>\n<\/ol>\n<\/div>\n \n
          \n

          Skill Refresher<\/h3>\n X and Y Axis Number Formats<\/strong>\n
            \n \t
          1. Click anywhere along the X or Y axis to activate it.<\/li>\n \t
          2. Click the Layout tab in the Chart Tools section of the ribbon.<\/li>\n \t
          3. Click the Format Selection button in the Current Selection group of commands.<\/li>\n \t
          4. Click Number from the list of options on the left side of the Format Axis dialog box.<\/li>\n \t
          5. Select a number format and set decimal places on the right side of the Format Axis dialog box.<\/li>\n \t
          6. Click the Close button in the\u00a0Format Axis\u00a0pane.<\/li>\n<\/ol>\n<\/div>\n<\/div>\n

            Chart Legend and Title Formats<\/h2>\nThe next items we will format on the Grade Distribution Comparison chart are the chart legend and title. Similar to the how we formatted the X and Y axes, we can format these items by activating them and using the formatting commands in the Home tab or the Format pane. The following steps explain how to add these formats:\n
              \n \t
            1. Right click the legend on the Grade Distribution Comparison<\/strong> chart and select\u00a0Format Legend<\/strong>.<\/li>\n \t
            2. Select\u00a0Right<\/strong> in the Legend Position options. Close the Format Legend pane.<\/li>\n \t
            3. Move the legend by placing your cursor \u2013 shaped like a little plus sign with four arrows - on the edge of the selection box. \u00a0Click and drag the legend so the top of the legend aligns with the 35% line next to the plot area (see Figure 2.74<\/strong>).<\/li>\n<\/ol>\n
              \n\n[caption id=\"\" align=\"aligncenter\" width=\"646\"]\"Legend<\/a> Figure 2.74 Moving the Legend[\/caption]\n\n<\/div>\n
                \n \t
              1. While the legend is still selected, change the font style in the Home tab of the ribbon to Arial.<\/li>\n \t
              2. Change the font size to 12 points.<\/li>\n \t
              3. Click the bold and italics commands in the Home tab of the ribbon.<\/li>\n \t
              4. Click and drag the left sizing handle so the legend is against the plot area (see Figure 2.75<\/strong>).<\/li>\n<\/ol>\n
                \n\n[caption id=\"\" align=\"aligncenter\" width=\"562\"]\"Legend<\/a> Figure 2.75 Legend Formatted and Resized[\/caption]\n\n<\/div>\n
                  \n \t
                1. Click the chart title to activate it.<\/li>\n \t
                2. Right click on the chart title and select Format Chart Title<\/strong> to open the Format Chart Title<\/strong> pane.<\/li>\n \t
                3. Under Title Options<\/strong> , in the Effects<\/strong> group (the option in the middle) give your title one of the Preset<\/strong> shadows. Change the color, if you like.<\/li>\n \t
                4. Close the Format Chart Title pane.<\/li>\n \t
                5. Save your work.<\/li>\n<\/ol>\n
                  \n\n[caption id=\"\" align=\"aligncenter\" width=\"842\"]\"Format<\/a> Figure 2.76 Format Chart Title Pane[\/caption]\n\n<\/div>\n
                  \n
                  \n

                  Skill Refresher<\/h3>\nFormatting the Chart Legend<\/strong>\n
                    \n \t
                  1. Click the Legend to activate it.<\/li>\n \t
                  2. Click either the Home tab or right click to activate the appropriate formatting pane.<\/li>\n \t
                  3. Select any of the available formatting commands.<\/li>\n \t
                  4. Click and drag the legend to move it.<\/li>\n \t
                  5. Click and drag any of the sizing handles to adjust the size of the legend.<\/li>\n<\/ol>\n<\/div>\n \n
                    \n

                    Skill Refresher<\/h3>\n\u00a0Formatting the Chart Title<\/strong>\n
                      \n \t
                    1. Click anywhere on the chart title.<\/li>\n \t
                    2. Click either the Home tab or right click to activate the appropriate formatting pane.<\/li>\n \t
                    3. Select any of the available formatting commands.<\/li>\n<\/ol>\n<\/div>\n<\/div>\n

                      X and Y Axis Titles<\/h2>\nTitles for the X and Y axes are necessary for defining the numbers and categories presented on a chart. For example, by looking at the Grade Distribution Comparison chart, it is not clear what the percentages along the Y axis represent. The following steps explain how to add titles to the X and Y axes to define these numbers and categories:\n
                        \n \t
                      1. Click anywhere on the Grade Distribution Comparison chart in the Grade Distribution worksheet to activate it.<\/li>\n \t
                      2. On the Design<\/strong> tab on the ribbon select the Add Chart Element button, then Axis Titles, then Primary Vertical. (See Figure 2.77<\/strong>)<\/li>\n<\/ol>\n[caption id=\"attachment_145\" align=\"aligncenter\" width=\"395\"]\"Design<\/a> Figure 2.77 Selecting a Title for the Y Axis[\/caption]\n
                          \n \t
                        1. Using the Home ribbon, change the font of the axis title to Arial, Bold, size 11.<\/li>\n \t
                        2. Click in the beginning of the Y axis title and delete the generic title. Type Percent of Enrolled Excel Students.(see Figure 2.78<\/strong>).<\/li>\n<\/ol>\n
                          \n\n[caption id=\"\" align=\"aligncenter\" width=\"456\"]\"Y<\/a> Figure 2.78 Adding and Formatting the Y Axis Title[\/caption]\n\n<\/div>\nNext we will add the title for the X axis.\n
                            \n \t
                          1. On the Design<\/strong> tab select the Add Chart Element<\/strong> button, then Axis Titles<\/strong>, then Primary Horizontal<\/strong>.<\/li>\n \t
                          2. Using the Home ribbon, change the font of the axis title to Arial, Bold, size 11.<\/li>\n \t
                          3. Click in the beginning of the X axis title and delete the generic title. Type Final Course Grade<\/strong>. Figure 2.79<\/strong>\u00a0shows the added titles for the X and Y axes. The titles provide definitions for the grade categories along the X axis as well as the percentages on the Y axis.<\/li>\n \t
                          4. Save your work.<\/li>\n<\/ol>\n
                            \n\n[caption id=\"\" align=\"alignnone\" width=\"701\"]\"Y<\/a> Figure 2.79 X and Y Axis Titles Added[\/caption]\n\n<\/div>\n
                            \n
                            \n

                            Skill Refresher<\/h3>\nX and Y Axis Titles<\/strong>\n
                              \n \t
                            1. On the Design tab<\/b> select the Add Chart Element<\/b> button.<\/li>\n \t
                            2. Click anywhere on the chart to activate it.<\/li>\n \t
                            3. Select one of the options from the second drop-down list.<\/li>\n \t
                            4. Click in the axis title to remove the generic title and type a new title.<\/li>\n<\/ol>\n<\/div>\n<\/div>\n

                              Data Series Labels and Formats<\/h2>\nAdding labels to the data series of a chart is a key formatting feature. A data series is the item that is being displayed graphically on a chart. For example, the blue bars on the Grade Distribution Comparison chart represent one data series. We can add labels at the end of each bar to show the exact percentage the bar represents. In addition, we can add other formatting enhancements to the data series, such as changing the color of the bars or adding an effect. The following steps explain how to add these labels and formats to the chart:\n
                                \n \t
                              1. Click on any of the the red bars representing the All Excel Classes<\/strong> data series on the Grade Distribution Comparison<\/strong> chart in the Grade Distribution<\/strong> worksheet. Clicking one bar automatically activates all bars in the data series. If you click a bar a second time, only that bar is activated.<\/li>\n \t
                              2. Right click and select Format Data Series<\/strong> to open up the Format Data Series<\/strong> pane.<\/li>\n \t
                              3. Click the\u00a0Fill<\/strong>\u00a0and Line<\/strong> (paint bucket) button to bring up the Fill and Border\u00a0group of commands.<\/li>\n \t
                              4. Click the word\u00a0Fill<\/strong> (if needed) to expand the list of Fill options.<\/li>\n \t
                              5. Select Pattern Fill<\/strong>. Then select 30%<\/strong> (fifth column, top row). Changing your fill pattern to a pattern makes it easier to distinguish between the data series when you print or view your chart in black and white. While you are there, make changes to the fill by experimenting with different foreground and background colors.<\/li>\n \t
                              6. Close the Format Data Series<\/strong>\u00a0pane.<\/li>\n<\/ol>\n
                                \n\n[caption id=\"\" align=\"aligncenter\" width=\"834\"]\"Format<\/a> Figure 2.710 Changing the Fill of a Data Series[\/caption]\n\nNow we are going to add the Data Labels at the end of the columns.\n\n<\/div>\n
                                  \n \t
                                1. Be sure that your entire chart is selected, not just one of the data series. Click the Design<\/strong> tab in the Chart Tools<\/strong> section of the ribbon.<\/li>\n \t
                                2. On the Design<\/strong> tab select the Add Chart Element<\/strong> button, then Data Labels<\/strong>, then Outside End<\/strong>\u00a0(see Figure 2.711<\/strong>)<\/li>\n \t
                                3. Click on one of the Data Labels<\/strong>. Note that all of \u00a0the data labels for that data series are selected.<\/li>\n \t
                                4. Using the\u00a0Home<\/strong>\u00a0ribbon, change the font to Arial, Bold, size 9.<\/li>\n \t
                                5. Click\u00a0on one of the data labels for the other data series. Format those data labels as Arial, Bold, size 9 as well.<\/li>\n \t
                                6. Save your work.<\/li>\n<\/ol>\n
                                  \n\n[caption id=\"attachment_746\" align=\"aligncenter\" width=\"542\"]\"Design<\/a> Figure 2.711 Adding Labels to a Data Series[\/caption]\n\n<\/div>\nFigure 2.712<\/strong>\u00a0shows the Grade Distribution Comparison chart with the completed formatting adjustments and labels added to the data series. Note that we can move each individual data label. This might be necessary if two data labels overlap or if a data label falls in the middle of a grid line. To move an individual data label, click it twice, then click and drag.\n
                                  \n\n[caption id=\"\" align=\"alignnone\" width=\"701\"]\"Grade<\/a> Figure 2.712 Completed Formatting Adjustments for the Data Series[\/caption]\n\n<\/div>\n
                                  \n
                                  \n

                                  Skill<\/b> <\/b>R<\/b>e<\/b>f<\/b>resher<\/b>:<\/b> <\/b><\/h3>\nAd<\/b>d<\/b>ing<\/b> <\/b>D<\/b>a<\/b>t<\/b>a<\/b> <\/b>Labels<\/b>\n
                                    \n \t
                                  1. Click anywhere on the chart to activate it.<\/li>\n \t
                                  2. Click the Design tab in the Chart Tools section of the ribbon.<\/li>\n \t
                                  3. Click the Add Chart Element<\/b> in the Chart Layout <\/b>group.<\/li>\n \t
                                  4. Then, select Data Labels<\/b><\/li>\n \t
                                  5. Select one of the preset positions from the drop-down list.<\/li>\n<\/ol>\n<\/div>\n \n
                                    \n

                                    Skill<\/b> <\/b>R<\/b>e<\/b>f<\/b>resher<\/b><\/h3>\n\u00a0F<\/b>o<\/b>r<\/b>m<\/b>a<\/b>tt<\/b>ing<\/b> <\/b>a<\/b> <\/b>D<\/b>a<\/b>t<\/b>a<\/b> Se<\/b>r<\/b>ies<\/b>\n
                                      \n \t
                                    1. Click any bar or line for a data series.<\/li>\n \t
                                    2. Right click to activate the Format Data Series<\/b> pane.<\/li>\n \t
                                    3. Use the formatting tools in the pane to make changes to the data series.<\/li>\n<\/ol>\n<\/div>\n<\/div>\n

                                      Adding Series Lines and Annotations to a Chart<\/h2>\nThe last formatting features we will demonstrate are adding series lines and annotations to a chart. To demonstrate these skills, we will use the Change in Enrollment Statistics Spend Source stacked column chart. Series lines are commonly used in stacked column charts to show the change from one stack to the next. Annotations are useful for clarifying the data presented in a chart or for identifying data sources. In addition to demonstrating these skills, we will review several of the formatting skills that were covered in this section. The following steps include the skills review as well as the new formatting features:\n
                                        \n \t
                                      1. Locate the Enrollment by Race <\/strong>stacked column\u00a0chart on the Enrollment Statistics<\/strong> worksheet. Activate the chart by clicking anywhere inside the chart perimeter.<\/li>\n \t
                                      2. Move the chart to a separate chart sheet by clicking the Move Chart<\/strong> button in the Design<\/strong> tab of the ribbon. Type the following in the New sheet input box: Enrollment by Race Chart<\/strong>. Click the OK<\/strong> button.<\/li>\n \t
                                      3. Click anywhere on the data table (on the x axis)\u00a0to activate it. Using the\u00a0Home<\/strong>\u00a0ribbon, change the font to Arial, Bold, size 12.<\/li>\n \t
                                      4. Activate the Y<\/strong> axis and apply the same formatting adjustments as stated in step 3.<\/li>\n \t
                                      5. Add a Y<\/strong> axis title using\u00a0Add Chart Elements\u00a0-\u00a0<\/strong>Axis Titles\u00a0-<\/strong>\u00a0then More Axis Title Options<\/strong>.<\/li>\n \t
                                      6. In the Format Axis Title<\/strong> pane change the fill color and border to colors of your choice.<\/li>\n \t
                                      7. Then,\u00a0using the Home<\/strong> tab of the ribbon, change the font to Arial, Bold, size\u00a014.<\/li>\n \t
                                      8. Change the text\u00a0of the Y<\/strong> axis title to Percent Enrollment by Race<\/strong>.<\/li>\n \t
                                      9. Check the horizontal axis to see if this process created an extra axis title\u00a0there. \u00a0If it did, delete\u00a0it.<\/li>\n \t
                                      10. Activate the title of the chart by clicking it once. The Format Chart Title<\/strong> pane should be open. If not, right click the Chart title and select Format Chart Title<\/strong> from the menu.\u00a0Change the\u00a0fill\u00a0and border to match your vertical Axis label.<\/li>\n \t
                                      11. Then, using the Home<\/strong> tab of the ribbon, change the font of the chart title to Arial, Bold, size 20.<\/li>\n \t
                                      12. Close the Formatting<\/strong> pane.<\/li>\n \t
                                      13. Click the Add Chart Elements<\/strong> tool (Design tab), then Lines<\/strong>, then Series Lines<\/strong>.\nThis adds lines to the chart, connecting each data series between the three stacks (see Figure 2.713<\/strong>).<\/li>\n<\/ol>\n
                                        \n\n[caption id=\"\" align=\"alignnone\" width=\"1920\"]\"Design<\/a> Figure 2.713 Selecting the Series Lines Option[\/caption]\n\n<\/div>\n
                                          \n \t
                                        1. Right click on any of the series lines added to the chart. Clicking one line will activate all lines on the chart. (If the Format Pane is open, you will not need to right click.\u00a0 Just left click on any of the series lines to change the format pane to Format Series Lines)<\/li>\n \t
                                        2. Select Format Series Lines<\/strong>. This will open the Format Series Lines<\/strong> pane.<\/li>\n \t
                                        3. Change the width to 2.25<\/strong>.<\/li>\n \t
                                        4. Close the Format Series Lines<\/strong> pane.<\/li>\n<\/ol>\nFigure 2.714<\/strong>\u00a0shows the appearance of the chart with the series lines connecting the two stacks. This formatting enhancement is common for stacked column charts. The lines help focus the audience\u2019s attention to changes in the percent of total trend.\n\n[caption id=\"attachment_145\" align=\"aligncenter\" width=\"649\"]\"Series<\/a> Figure 2.714 Series Lines Added to the Stacked Column Chart[\/caption]\n\nOur chart demonstrates the percentage differences in enrollment between the community colleges. But, it would be handy to know the total Enrollment at each of the colleges. To display that, we will add text boxes above each column. To start with, we need to make room for the text boxes.\n
                                            \n \t
                                          1. Select the Plot Area<\/strong>. Place your cursor on the top center handle of the Plot Area and drag down about \u00bd inch.<\/li>\n<\/ol>\n[caption id=\"attachment_145\" align=\"aligncenter\" width=\"551\"]\"Resizing<\/a> Figure 2.715 Resizing the Plot Area[\/caption]\n

                                            Add text boxes to\u00a0include additional information\u00a0in the chart.<\/h2>\n
                                              \n \t
                                            1. Click the Text Box<\/strong> button in the Text\u00a0<\/strong>group on the\u00a0Insert<\/strong> tab of the ribbon (see Figure 4.41<\/strong>).<\/li>\n \t
                                            2. Place the mouse pointer on the left edge of the chart area approximately one-quarter inch from the top. Click and drag a rectangle approximately one and a half inches wide and one-quarter inch high (see Figure 2.716<\/strong>). Don't worry if it's not exact - you can move and resize text boxes at any time.<\/li>\n \t
                                            3. Type Total Enrollment<\/strong>. This tells the audience the size of each school.<\/li>\n \t
                                            4. Select all of the text in the text box. \u00a0(You can either highlight the text or click on the border of the text box once to select all of the text). Using\u00a0the Home<\/strong> tab of the ribbon, change the font to Arial, size 14.<\/li>\n \t
                                            5. Repeat the process to add\u00a0and format text boxes above each column. \u00a0You can try to copy and paste the text boxes if you would like to save time.<\/li>\n \t
                                            6. In each text box, type the Total Enrollment for each school:\n