Charts & Graphs For Presentation

Charts & Graphs for Presentation © aNm

CHARTS & GRAPHS FOR PRESENTATION
TRAINING
© 2008 alterNative Media
www.alternativemedia.biz

Authors:

Michael Sheyahshe (Caddo)
aNm Chief Information Officer

Mary Skaggs
aNm Chief Financial Officer

1 © 2008 alterNative Media – www.alternativemedia.biz


Table of Contents
Section One: Chart Basics ............................................................................................................................. 6
Section Goals ............................................................................................................................................. 6
Charting Basics .......................................................................................................................................... 6
Create A Chart ........................................................................................................................................... 7
How worksheet data appears in the chart ............................................................................................... 8
Chart Tools…Where Did They Go? ............................................................................................................ 9
Change the chart view ............................................................................................................................ 10
Chart Titles .............................................................................................................................................. 11
Section Review ............................................................................................................................................ 12
Section Two: Customize the Chart .............................................................................................................. 13
Section Goals: .......................................................................................................................................... 13
Change the Chart’s Look ......................................................................................................................... 14
Format titles ............................................................................................................................................ 15
Format individual columns...................................................................................................................... 16
Add Your Chart to a PowerPoint Presentation (2007 only) .................................................................... 17
Section Review ............................................................................................................................................ 18
Section Three: Chart Types ......................................................................................................................... 19
Section Goals ........................................................................................................................................... 19
Column charts ......................................................................................................................................... 20
Clustered column and clustered column in 3‐D .................................................................................. 20
Stacked column and stacked column in 3‐D ....................................................................................... 21
100% stacked column and 100% stacked column in 3‐D .................................................................... 21
3‐D column .......................................................................................................................................... 21
Cylinder, cone, and pyramid ............................................................................................................... 22
Line charts ............................................................................................................................................... 22
Line and line with markers .................................................................................................................. 22
Stacked line and stacked line with markers ........................................................................................ 23
100% stacked line and 100% stacked line with markers .................................................................... 23
3‐D line ................................................................................................................................................ 23


Pie charts ................................................................................................................................................. 24
Pie and pie in 3‐D ................................................................................................................................ 24
Pie of pie and bar of pie ...................................................................................................................... 24
Exploded pie and exploded pie in 3‐D ................................................................................................ 25
Bar charts ................................................................................................................................................ 25
Clustered bar and clustered bar in 3‐D ............................................................................................... 25
Stacked bar and stacked bar in 3‐D .................................................................................................... 26
100% stacked bar and 100% stacked bar in 3‐D ................................................................................. 26
Horizontal cylinder, cone, and pyramid .............................................................................................. 26
Area charts .............................................................................................................................................. 26
2‐D area and 3‐D area ......................................................................................................................... 27
Stacked area and stacked area in 3‐D ................................................................................................. 27
100% stacked area and 100% stacked area in 3‐D ............................................................................. 27
XY (scatter) charts ................................................................................................................................... 27
Scatter with only markers ................................................................................................................... 29
Scatter with smooth lines and scatter with smooth lines and markers ............................................. 29
Scatter with straight lines and scatter with straight lines and markers ............................................. 29
Stock charts ......................................................................................................................................... 29
High‐low‐close ..................................................................................................................................... 30
Open‐high‐low‐close ........................................................................................................................... 30
Volume‐high‐low‐close ....................................................................................................................... 30
Volume‐open‐high‐low‐close .............................................................................................................. 30
Surface charts ......................................................................................................................................... 31
3‐D surface .......................................................................................................................................... 31
Wireframe 3‐D surface ........................................................................................................................ 31
Contour ............................................................................................................................................... 32
Wireframe contour ............................................................................................................................. 32
Doughnut charts ..................................................................................................................................... 32
Doughnut ............................................................................................................................................ 33
Exploded Doughnut ............................................................................................................................ 33
Bubble charts .......................................................................................................................................... 34


Bubble or bubble with 3‐D effect ........................................................................................................ 34
Radar charts ............................................................................................................................................ 34
Radar and radar with markers ............................................................................................................ 35
Filled radar .......................................................................................................................................... 35
Other types of charts that you can create in Excel ................................................................................. 36
Section Review ............................................................................................................................................ 37
Section Four: SmartArt As Representational Graphics ............................................................................... 38
Section Goals ........................................................................................................................................... 38
List‐type graphics .................................................................................................................................... 39
Lists with pictures ................................................................................................................................... 39
Process‐type graphics ............................................................................................................................. 40
Processes with numbered steps ............................................................................................................. 40
Continuing sequences ............................................................................................................................. 41
Hierarchy: An org chart ........................................................................................................................... 41
Hierarchy: Family of products ................................................................................................................. 42
Relationships: Radial and Venn ............................................................................................................... 42
Matrix ...................................................................................................................................................... 43
Pyramid ................................................................................................................................................... 43
Section Review ............................................................................................................................................ 44
Section Five: How to Create SmartArt Graphics ......................................................................................... 45
Section Goals: .......................................................................................................................................... 45
Convert a list to a graphic ....................................................................................................................... 46
Start With a Blank Graphic: Method 1 .................................................................................................... 47
Start With a Blank Graphic: Method 2 .................................................................................................... 48
Add text to the graphic ........................................................................................................................... 49
How text maps to shapes ........................................................................................................................ 50
Manipulating text and shapes................................................................................................................. 51
Try a different layout .............................................................................................................................. 52
Section Review ............................................................................................................................................ 53
Section Six: ‘Spit and Polish’ for Graphics ................................................................................................... 54
Section Goals: .......................................................................................................................................... 54


Presentation theme: Basis for how slides look ....................................................................................... 55
SmartArt styles: Example 1 ..................................................................................................................... 56
SmartArt styles: Example 2 ..................................................................................................................... 56
Change the style's colors ........................................................................................................................ 57
Use Shapes to Create .............................................................................................................................. 58
Create Graphics from Text ...................................................................................................................... 59
Update a Diagram from a Previous Version............................................................................................ 60
Section Review ............................................................................................................................................ 62


Chaarts & Grraphs fo
or Preseentation © aNm
m

Section
n One: Chart Basicss
Section
n Goals
• Creating an Exxcel chart
• Co
ompare dataa with a secon
nd chart
• Refresh chart data
• Fiind Chart Too
ols and get th
hem back
• Change the ch
hart type
Chartin
ng Basics
A basic ch
hart in Excel.
Making a chart is easy using MS Offfice products. After you crreate a chart, you can custtomize it to su uit
your needds. For examp ple, you can aadd chart titlees to add morre information
n to the chartt, or change h
how
chart elem
ments are laidd out. You cann also use texxt and numbeers from a wo orksheet to make the conteents
of a chart, as well as m
many other chhart odds and ends.
The real ttrick then beccomes how to
o make thesee graphics wo
ork best for yo
our specific p
presentation.
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Create a
a Chart
Create a cchart by clickiing a chart tyype in the Cha
arts group on the Insert tab
b.
Here's an example Excel worksheett that shows h how many un nits of Northw wind Traders TTea were sold

d by
three saleespeople in eaach of three m
months. From
m this, you can create a chart that show ws how each
salespersoon compares against the o others, month
h by month foor the first qu
uarter of the yyear.
To create a chart simillar to this, yo
ou would do tthe followingg:
data that you want to charrt, including the column tittles (January, February, M
Select the d March)
nd the row laabels (the saleesperson nam
an mes).
Then click tthe Insert tab
b, and in the C
Charts group,, click the Column button. You could select
an
nother chart type, but colu umn charts are commonlyy used to com mpare items and will get yo
our
po
oint across.
After you cllick Column, yyou'll see a nu
umber of colu
umn chart typpes to choosee from. Click
Clustered Coluumn, the first column chart in the 2‐D C Column list. A ScreenTip displays the chart
tyype name when you rest the pointer ovver any chart type. The ScrreenTip also p provides a
deescription of the chart typ
pe and gives yyou information about wheen to use eacch one.
Tip If yo
ou want to change the chart type after yyou create yo
our chart, click inside the cchart. On the
Design tab under Charrt Tools, in the Type group p, click Change Chart Type, and select aanother chart
type.
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How wo
orksheet d
data appea
ars in the chart
In this cha
art, the data ffrom each wo
orksheet cell iis a column. R
Row titles (salespeople nammes) are the cchart
legend texxt on the righ
ht, and column titles (montths of the yeaar) are at the bottom of th
he chart.
As you can see in this e
example, Cen
ncini (middle ccolumns) sold
d the most tea in January aand Februaryy, but
she was ooutdone by Giiussani in Ma
arch. Data for each salespeerson appearss in three sep parate column ns,
one for eaach month. Th
The height of each chart is proportional to the valuee in the cell th
hat it represeents.
The chart shows you how the salesp people stack up against eaach other, mo
onth by montth.
Each ‘saleesperson’ roww data has a d egend, created from the ro
different colorr in the chart. The chart le ow
titles in th
he worksheett (salesperson n names), tells us which co olor representts the data fo
or each
salesperso on. Giussani d
data, for exam mn for each month.
mple, is the darkest blue, aand is the leftt‐most colum
The legen nd can be adjuusted, but wee’ll get to thatt later.
has created a scale of num
On the lefft side of the chart, Excel h mbers to help you to interp
pret the colum
mn
heights.
Tip Any changes thatt you make to
o the worksheeet data afterr the chart is ccreated are in
nstantly show
wn in
the chart..
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Chart T
Tools…Where Did Th
hey Go?
When youu create a cha
art, Chart Too
ols appear on the Ribbon, which includee the Design, Layout, and
Format ta
abs.
After the chart is inserted on the worksheet, thee Chart Tools appear, with three tabs: D Design, Layou ut,

and Formmat. On these tabs you'll fin nd the commands you neeed to work with charts. Wh hen you comp plete
the chart,, click outside
e it, and the C
Chart Tools go
o away. To geet them back, click inside the chart; the tabs
reappear..
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Change
e the chartt view
Different views of the ssame worksheet data.
You can m
make your chaart compare d data another way by clicking a button tto switch the chart view from
one view to another. TThe earlier example chart ccompares salespeople to eeach other. Exxcel grouped data
by workshheet columnss and compared worksheett rows to sho ow how each salesperson ccompares agaainst
the others. This is show
wn in the charrt on the left in the picturee above.
But anoth her way to loo ok at the dataa is to compare sales for eaach salespersson, month ovver month. To

o
create this view of the chart, click SSwitch Row/C Column in thee Data group on the Design tab. In the chart
on the rigght, data is gro
ouped by row ws and compaares worksheet columns. N Now the charrt says someth
hing
different: It shows how w each salespeerson did, mo onth by month compared a against themsselves.
You can sw
witch the chaart back to the original view
w by clicking Switch Row/Column again
n.
ws of the data, select the ssecond view of the chart, copy it, and tthen paste it o
Tip To kkeep both view on
the workssheet. Then sw witch back to
o the original view of the cchart by clicking in the origginal chart and
d
clicking Sw witch Row/Coolumn.
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Chart T
Titles
Chart titlees give descrip
ptive informa
ation to your ccharts.
You can ggive a title to tthe chart itseelf, as well as tto the chart aaxes (“ax‐eez”), which meaasure and
describe tthe chart dataa. This chart h has two axes.. On the left sside is the verrtical axis (also known as the
value or yy axis). This axxis is the scalee of numbers by which you u can interpreet the column n heights. Thee
months of the year at tthe bottom aare on the horrizontal axis (also known aas the categorry or x axis).
A quick w
way to add chaart titles is to click the chart to select it and then go to the Chart Layouts group on
he More buttton to see all the layoutts. Each optio
the Design tab. Click th on shows diffeerent layouts that
change th
he way chart e elements are laid out.
The picturre shows placceholders for a chart title aand axes titlees. You type th
he titles direcctly in the chaart.
The title for this chart is Northwind TTraders Tea, the name of the product.
The title forr the vertical axis on the leeft is Cases So
old.
The title forr the horizonttal axis at thee bottom is Fiirst Quarter SSales.
enter titles is on the Layout tab, in the LLabels group. There you caan add titles b
Tip Anotther way to e by
clicking Ch
hart Titles and Axis Titles.
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Section Review
1. How do you create a chart in Excel?
2. You need to compare data another way, how do you create a second chart?
3. What must you do to refresh a chart when you revise the worksheet data that the chart
displays?
4. You create a chart. But later on you don't see the Chart Tools. What do you do to get them
back?
5. Can you change the chart type after you create a chart? How?
6. You want to add data labels above each column to show a value for each column. How can you
do this?

m

Section
n Two: Cu
ustomize tthe Chartt
Section
n Goals:
• Customize a ch
hart
• Change color sscheme Use C
Chart Styles ggroup on the Design tab
• A
Add an Excel c
chart to a Pow
werPoint presentation
• U
Use the same Chart Tools tthat are in bo
oth Excel & Po
owerPoint 20
007.
A customiized chart.
After you create your cchart, you can ore professional design, orr just make it
n customize it, give it a mo
more perssonalized for your audiencce. There are many differeent formattingg options you u can apply too
individuall columns to m
make them sttand out.
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Change
e the Chartt’s Look
Change th
he look of you
ur chart by ussing a chart sttyle to changee colors.
When you u first create your chart, it's in a defaultt color. By using a chart styyle, you can aapply differen
nt
colors to aa chart instan
ntly.
1. Click in the chaart.
2. Th
hen on the Design tab, in tthe Chart Styyles group, click the More button to see all the
ch
hoices, and th
hen click the sstyle you wan
nt.
• Some of the styles change just the color of th
he columns
• Otherss change the color and add
d an outline aaround the co
olumns
• While other styles aadd color to tthe plot area (the area bou
unded by the chart axes)
• Some styles add color to the chaart area (the eentire chart)
3. If you don't see what you w want in the Ch
hart Styles gro
oup, you can get other collor choices byy
seelecting a diffferent theme.
• Click the Page Layo
out tab and th
hen click Colo
ors in the Themes group.
• When you rest the pointer over a color, the ccolor is shown
n in a temporrary preview oon
the chart, which is different from
m what happeens when you u look at a chart style.
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• You caan see a live p
preview of thee color's effecct before you
u apply it, saving you the sttep
of und
doing it if you don't like it.
• Click the one you like to apply it to the chart.
Formatt titles
Add a colo
or to your cha
art and axis tiitles.
If you'd likke to make th
he chart or axxis titles stand use WordArt. On the Form
d out more, u mat tab, in thee
WordArt Styles group,, there are maany ways to w work with thee titles. In thee picture, a text fill, one of the
options inn the group, hhas been addeed to change the color.
To use a ttext fill
1. Fiirst click in a ttitle area to sselect it
2. Th
hen click the arrow on Texxt Fill iin the WordA
Art Styles grou
up.
3. Rest the pointe of the colors to see the chaanges in the title.
er over any o
4. When you see
W a color you like, select it.
ncludes options to apply a gradient or aa texture to a title.
5. Teext Fill also in
Other opttions in the W
WordArt Style
es group: Textt Outline and
d Text Effects,, which includ
de Shadow,
Reflection
n, and Glow eeffects.
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To make ffont changes,, click Home, and then go to the Font ggroup or use tthe Mini toolb
bar.
Formatt individua
al columnss
Columns fformatted with shadows b
behind them.
To do thiss, you click on
n one of the ccolumns. Thatt will select alll three colum
mns (known as a series).
1. O
On the Formatt tab, in the SShape Styles ggroup, you cliick the arrow
w on Shape Efffects, point to
o
Sh
hadow, and tthen rest the pointer on thhe different shadow styles in the list.
2. Next, you clickk on one of th
he columns to
o select all thrree of those ccolumns and ffollow the same
stteps. Then do
o the same for the rest of tthe columns.
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Add Your Chart t
o a PowerrPoint Presentation (2007 onlly)
Your Exceel chart in a Po
owerPoint preesentation.
It's easy to add your ch
hart to a Pow
werPoint preseentation.
NOTE: If tthe chart dataa changes after you add thhe chart to Po
owerPoint, do
on't worry. Ch
hanges to thee
chart dataa in Excel are updated in th
he chart in Po
owerPoint as well.
Copy the chart in Excel. Open PoweerPoint 2007. On the slide you want thee chart to be on, paste thee
chart. In tthe chart's low
wer‐right corner the Paste e Options button appeears. Click thee button. You'll see
that Chartt (linked to Exxcel data) is sselected. Thatt ensures thatt any changess to the chartt in Excel will
automaticcally be made e to the chartt in PowerPoint.
That’s it !
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Section Review
1. What are the steps needed to change a chart’s style?
2. Where is the Chart Styles group located?
3. To add an Excel chart to a PowerPoint presentation you:
4. Are the same Chart Tools that are in Excel in PowerPoint 2007 as well?

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Section
n Three: C
Chart Typ
pes
Section
n Goals
• Change the Co
olumn chart ttype to comp
pare values diirectly
• Change chart ttype with right‐click comm
mand on the shortcut men
nu
• Review differe
ent Charts
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With so m
many chart typpes available,, how do you know which is best for yo ou? Keep in mmind, the poin nt is
to get youur message across in the mmost effectivve way. Differrent chart typ pes can deliveer different
messagess about the saame data. It's like several vversions of a ssingle story—
—for example,, the one abo out
three saleespeople.
Column
n charts
Data that is arranged in columns orr rows on a worksheet can be plotted in n a column ch
hart. Column
charts aree useful for sh
howing data cchanges over a period of time or for illu
ustrating com
mparisons amo
ong
items.
In column n charts, categgories are typ
pically organizzed along thee horizontal axis and valuees along the
vertical axxis.
Column ch
harts have the following
f chart subtypes:
Clusterred colum
mn and
clusterred column
n in 3-D
Clustered column chaarts compare
values accross categorries. A clusterred
column cchart displayss values in 2‐DD
vertical rrectangles. A clustered collumn
in 3‐D ch
hart displays tthe data by using a
3‐D perspective only. A third valuee axis
(depth axxis) is not useed.
You can u
use a clustered column chaart type when
n you have categories thatt represent:
• Ranges of valu
ues (for example, item counts).
• pecific scale aarrangementss (for example, a Likert scaale
Sp
w
with entries, s uch as stronggly agree, agreee, neutral,
disagree, stronngly disagree)).
• Names that are not in any sspecific orderr (for examplee,
item names, ge
eographic names, or the n names of people).
present data iin a 3‐D format that uses tthree axes (a horizontal axxis, a vertical axis, and a deepth
NOTE To p
axis) that you can mod
dify, use a 3‐D
D column charrt subtype insstead.
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Stacked
d column and
a stacked column in
i 3-D
Stacked column n charts show w the relationnship of indiviidual

iteems to the whhole, comparing the contribution of eacch
value to a total across categories. A stackked column ch hart
dissplays values in 2‐D verticaal stacked recctangles. A 3‐D
staacked column n chart displayys the data by using a 3‐D
perspective only. A third value axis (depth axis) is not used.
You can use a stacked column chart when yyou have mulltiple
data seriees and when yyou want to eemphasize thee total.
100% stacked collumn and 100%

1 staccked colum
mn in 3-D
100% staccked column charts and 10 00% stacked ccolumn in 3‐D
D
charts commpare the pe ercentage that each value contributes to a
oss categoriess. A 100% staccked column chart displays
total acro
values in 2
2‐D vertical 1
100% stacked rectangles. A A 3‐D 100%
stacked coolumn chart d data by using a 3‐D perspeective
displays the d
only. A third value axiss (depth axis) is not used.
You can u
use a 100% staacked column n chart when you have thrree or
more dataa series and yyou want to eemphasize thee contribution
ns to the who
ole, especiallyy if the total is the
same for eeach category.
3-D colu
umn
3‐D co
olumn charts use three axees that you caan modify (a h horizontal axis, a
verticaal axis, and a depth axis), aand they compare data points (individu ual
valuess plotted in a chart and rep presented by bars, column ns, lines, pie o
or
doughnut slices, do ots, and various other shappes called datta markers. D Data
markers of the sam me color consttitute a data sseries.) along the horizonttal
and the depth axes.
You can uuse a 3‐D column chart when you want to compare d data across th
he categories and across th
he
series equ
ually, becausee this chart tyype shows cattegories alongg both the ho
orizontal axis and the deptth
axis, wherreas the vertiical axis displaays the values.
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Cylindeer, cone, an
nd pyramiid
Cylindeer, cone, and pyramid charrts are
availab
ble in the sam
me clustered, sstacked,
100% sstacked, and 3
3‐D chart typees that
are pro
ovided for recctangular colu
umn
ow and compare data
charts, and they sho
the sam
me way. The o
only differencce is that
these cchart types display cylinder, cone, and
pyramiid shapes insttead of rectan
ngles. .
Line ch
harts
Data that is arranged in columns orr rows on a worksheet can be plotted in n a line chart. Line charts ccan
display co
ontinuous datta over time, set against a common scale, and are th herefore ideal for showing
trends in data at equall intervals. In a line chart, ccategory dataa is distributeed evenly alonng the horizontal
axis, and aall value dataa is distributed
d evenly alon
ng the vertical axis.
You shouldd use a line chhart if your
category labels are text,, and are
representin ng evenly spaced values su uch as
months, qu uarters, or fisccal years. Thiss is
especially true if there are multiple
series—for one series, you should
consider ussing a categorry chart. You
should alsoo use a line chhart if you havve
several evenly spaced nu umeric labelss,
especially yyears. If you h
have more thaan
ten numericc labels, use aa scatter charrt
instead.
Line chartts have the fo
ollowing chartt subtypes:
Line an
nd line with
h markers
Displayedd with markerrs to indicate individual data values, or without, line charts are usseful to show
w
trends over time or orddered categoories, especiallly when there are many data points an nd the order in
which theey are presentted is important. If there aare many cateegories or thee values are aapproximate, use a
line chart without marrkers.
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Stacked
d line and stacked
s lin
ne with maarkers
Displayedd with markerrs to indicate individual data values, or without,
stacked line charts can n be used to sshow the trennd of the conttribution
of each vaalue over time or ordered categories, b but because itt is not
easy to seee that the lin
nes are stackeed, consider u
using a differeent line
chart typee or a stackedd area chart in
nstead.
100% stacked line and 100%

% stacked line with markers
Dispplayed with m
markers to ind dicate individu
ual data valuees, or
without, 100% staacked line charts are usefu ul to show thee
trend of the perceentage each vvalue contrib butes over tim
me or
ordeered categoriees. If there arre many categgories or the
valuees are approxximate, use a 100% stacked line chart
witho
out markers.
a, consider ussing a 100% sstacked area cchart instead.
TIP For a better presentation of this type of data
3-D linee
3‐D line charts show eaach row or coolumn of dataa as a 3‐ D
ribbon. A 3‐D line charrt has horizon
ntal, vertical, aand
depth axees that you caan modify.
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Pie chartss
Data that is aarranged in one
column or ro ow only on a
worksheet caan be plotted in a
pie chart. Piee charts showw the
size of items in one data
series (Pie ch
harts have only
one data seriies.), proportional
to the sum off the items. TThe
data points in n a pie chart aare
d
displayed as a a percentage of
t
the whole pie e.
Consider using a pie ch
hart when:
• ou only have one data series that you w
Yo want to plot.
• None of the vaalues that you
u want to plott are negativee.
• Almost none o
of the values tthat you want to plot are zzero values.
• ou do not havve more than
Yo n seven catego
ories.
• Th
he categoriess represent paarts of the wh
hole pie.
Pie chartss have the following chart subtypes:
Piee and pie in

n 3-D
Pie ccharts displayy the contribuution of each value to a tottal in
a 2‐DD or 3‐D form
mat. You can p pull out slices of a pie charrt
manually to emph hasize the slicces.
Pie of pie
p and barr of pie
Pie of pie or bar of pie charts displaay
pie chartss with user‐deefined values
that are eextracted fromm the main piie
chart and combined in nto a secondary
pie chart or into a staccked bar chartt.
These chaart types are u useful when yyou
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want to m
make small slices in the maain pie chart eeasier to distinguish.
Explodeed pie and

d exploded pie in 3-D
D
Exploded
d pie charts display the con
ntribution of each value to
o
a total while emphaasizing individ
dual values. Exxploded pie
charts ccan be displayyed in 3‐D format. You can
n change the
pie exp
plosion settingg for all slicess and individu
ual slices, but
you can
nnot move th
he slices of an exploded piee manually. Iff
you want to pull outt the slices maanually, consiider using a
pie or pie iin 3‐D chart in
nstead.
Bar cha
arts
Data that is arranged in columns orr rows on a worksheet can be plotted in
n a bar chart. Bar charts
illustrate comparisons among individual items.
using a bar chart
Consider u
when:
• The axis labels aare
long.
• The values thatt are
shown are durations.
Bar chartss have the folllowing chart subtypes:
Clusterred bar and

d clustered
d bar in 3-D
Clustered bar charts co ompare valuees across cateegories. In a
clustered bar chart, the categories aare typically o
organized alo ong
he values along the horizo
the vertical axis, and th ontal axis. A
clustered bar in 3‐D chhart displays tthe horizontal rectangles in 3‐
D format; it does not ddisplay the daata on three aaxes.
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Sttacked barr and stack
ked bar in 3-D
3
Sttacked bar ch
harts show thee relationship p of individuaal
iteems to the w
whole. A stacked bar in 3‐D chart displayys the
hoorizontal recttangles in 3‐D
D format; it do
oes not displaay the
daata on three aaxes.
100% stacked barr and 100%

% stacked bar in 3-D
D
This type of chart compares the perrcentage thatt each value
contributees to a total aacross catego
ories. A 100% stacked bar in 3‐D
chart disp
plays the horizzontal rectanngles in 3‐D fo
ormat; it doess not
display the data on thrree axes.
Horizon
ntal cylind
der, cone, and
a pyram
mid
These chartss are available in the samee
clustered, stacked, and 10
00% stacked
chart types tthat are proviided for
rectangular b
bar charts. Th
hey show and
d
compare datta the same w
way. The only
diffference is thaat these chartt types display
cylind
der, cone, and
d pyramid shaapes instead of horizontal rectangles.
Area ch
harts
Data that is arranged in columns orr rows on
a worksheeet can be plootted in an arrea
chart. Areea charts empphasize the
magnitude of change o over time, and can be
used to draw attention n to the total value
across a trend. For exaample, data thhat
representts profit over time can be pplotted
in an areaa chart to empphasize the to
otal
profit.
By displayying the sum of the plotted
d values,
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an area ch
hart also show
ws the relatio
onship of partts to a whole..
Area charrts have the fo
ollowing charrt subtypes:
2-D areea and 3-D area
Whhether they arre shown in 2 2‐D or in 3‐D, area charts
dissplay the tren
nd of values o over time or o other categorry
datta.3‐D area ch harts use threee axes (horizzontal, verticaal,
and d depth) thatt you can mod dify. As a rulee, you should
con nsider using aa line chart in
nstead of a no onstacked areea
chaart, because d data from one series can b be obscured bby
datta from anoth her series.
Stacked
d area and stacked area in 3-D
D
Stacked area charts dissplay the tren nd of the conttribution of eeach
value over time or other category d data. A stackeed area chart in 3‐
D is displaayed in the saame way but uses a 3‐D peerspective. A 3‐D
perspectivve is not a truue 3‐D chart —
— a third valu
ue axis (depth h axis)
is not used.
100% stacked areea and 1000% stacked

d area in 3-D
3
100% stacked areea charts disp
play the trend
d of the
peercentage thaat each value contributes o
over time or
other category data. A 100%
% stacked areaa chart in 3‐D
D
is d
displayed in tthe same wayy but uses a 3
3‐D
3‐D perspectiive is not a true 3‐D
peerspective. A 3
chaart — a third value axis (deepth axis) is n
not used.
XY (sca
atter) charrts
Data that is arranged in columns an
nd rows on a w
worksheet caan be plotted in an xy (scattter) chart. Sccatter
charts sho
ow the relatio
onships amonng the numeric values in seeveral data seeries, or plotss two groups of
numbers as one series of xy coordin
nates.
A scatter chart has two o value axes, showing one set of numerric data alongg the horizonttal axis (x‐axiss)
and anoth her along the vertical axis (y‐axis). It combines thesee values into ssingle data po oints and disp
plays
them in irrregular intervvals, or clusteers. Scatter ch
harts are typically used forr displaying and comparingg
numeric vvalues, such aas scientific, statistical, andd engineeringg data.
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Consider using a scatte
er chart when
n:
• Yo
ou want to ch
hange the scaale of the horizontal axis.
• Yo
ou want to m
make that axiss a logarithmicc scale.
• Values for horizontal axis are not evenlyy spaced.
• Th
here are man
ny data pointss on the horizzontal axis.
• Yoou want to efffectively disp
play worksheeet data that includes pairss or grouped ssets of valuess and
addjust the inde
ependent scales of a scatteer chart to reeveal more infformation about the group ped
vaalues.
• Yo
ou want to sh
how similarities between large sets of d of differencess between data
data instead o
po
oints.
• Yo
ou want to co ompare manyy data points without regaard to time—tthe more data that you incclude
in
n a scatter chaart, the betteer the comparrisons that yo
ou can make.
worksheet forr a scatter chaart, you should place the xx values in one row or colu
To arrangge data on a w umn,
and then enter the corrresponding yy values in thee adjacent rows or column ns.
Scatter ch
harts have thee
following chart subtyp
pes:
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Scatter with only markers
This type of chart compares pairs of values. Use a scatter chaart with data mmarkers but
without lines when you use many d data points annd connectingg lines would make the
data moree difficult to rread. You can
n also use thiss chart type w
when you do n
not have to
show connectivity of th he data pointts.
Scatter with smoo

oth lines an
nd scatter with smoooth lines an
nd markerrs
This tyype of chart d
displays a smoooth curve th
hat
connects the data p points. Smootth lines can b
be
displayyed with or w
without markeers. Use a smooth
line wiithout markers if there aree many data
points.
Scatter with straiight lines and

a scatterr with
straightt lines and markers
This type of chart displlays straight cconnecting lin
nes
between data points. SStraight lines can be displaayed with
or withouut markers.
Stock chaarts
Data that is aarranged in columns or rows in
a specific ordder on a workksheet can bee
plotted in a sstock chart. A
As its name
implies, a stoock chart is m
most often useed to
illustrate thee fluctuation o
of stock pricees.
However, this chart may also be used for
scientific datta. For exampple, you could d use
a stock chartt to indicate tthe fluctuatio
on of
daily or annu ual temperatu ures. You must
organize you ur data in the correct ordeer to
create stock charts.
The way stocck chart data is organized in
the worksheeet is very imp
portant. For
example, to create a simpple high‐low‐cclose
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stock chart, you should
d arrange you
ur data with H
High, Low, and Close enterred as column
n headings, in
n that
order.
Stock charts have the ffollowing chaart sub‐types:
High-loow-close
The high‐low‐close stoock chart is oftten used to illlustrate stock prices. It requires
three series of values in the following order: high, low, and th hen close.
O
Open-high-
-low-close
This type of sto
ock chart req
quires four serries of valuess in the correcct
order (open, hhigh, low, and
d then close).
Volumee-high-low
w-close
This type of stock charrt requires fou
ur series of vaalues in the co
orrect order
(volume, high, low, and d then close). It measures volume by using two valu ue
axes: one for the colummns that meaasure volume,, and the other for the
stock pricces.
Voolume-open
n-high-low
w-close
This type of stocck chart requires five seriees of values in
n the correct o
order
(vo
olume, open, high, low, and then close).

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Surface
e charts
Data th
hat is arrangeed in
colummns or rows on a
worksheet can be
plottedd in a surfacee
chart. A surface chaart is
useful when you waant
d optimum
to find
combinations betw ween
two seets of data. Ass in a
topogrraphic map, ccolors
and paatterns indicaate
areas tthat are in the
same rrange of values.
You caan use a surfaace
chart w
when both
categoories and dataa
series are numeric
values..
Surface ch
harts have the following ch
hart subtypess:
3-D surrface
3‐D surfacce charts show trends in values across ttwo dimensio ons in a contin
nuous
curve. Color bands in aa surface charrt do not reprresent the data series; theey
representt the distinctio on between tthe values. Thhis chart show
ws a 3‐D view
w of
the data, which can be e imagined as a rubber sheeet stretched over a 3‐D coolumn
chart. It iss typically use
ed to show reelationships between largee amounts of data
that may otherwise be e difficult to see.
Wirefraame 3-D su
urface
When displayed without color on the surrface, a 3‐D surface chart iis
W
called a wirefraame 3‐D surfaace chart. Thiss chart showss only the linees. A
D surface chaart that is disp
3‐D played withouut color bandds on any surfface is
called a wirefraame 3‐D surfaace chart. Thiss chart showss only the linees.
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NOTE A wireframe 3‐D surface chart
t is not easy tto read, but this chart typee is useful forr faster plottin
ng of
large dataa sets.
Contou
ur
Contour ccharts are surrface charts viewed from aabove, similarr to 2‐D
topographhic maps. In aa contour chaart, color band
ds represent specific rangees of
values. Th ontour chart connect interpolated poin
he lines in a co nts of equal vvalue.
Wirefraame contou
ur
Wireeframe conto
our charts aree also surface charts vieweed from abovee.
Withhout color bands on the suurface, a wireframe chart sshows only th
he
liness.
NOTE Wireframe contour char
rts are not easy to read. Yo
ou may want to
use aa 3‐D surfacee chart instead
d.
nut charts
Doughn
Data that is arranged in columns orr
rows onlyy on a worksheet can be
n a doughnut chart. Like a pie
plotted in
chart, a doughnut charrt shows the
relationsh o a whole, but it
hip of parts to
can contaain more than n one data serries.
NOTE Dou
ughnut chartss are not easyy to
read. You may want to
o use a stackeed
column or stacked bar chart instead
d.
Doughnutt charts have the followingg
chart subttypes:
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Dougghnut
Doughn nut charts dissplay data in rings, where each ring rep presents a datta

series. If percentagees are displayyed in data lab
bels, each ring will total 10
00%.
Explodeed Doughn
nut
Much likee exploded piee charts, exploded doughn nut charts display the conttribution of
each value to a total w
while emphasiizing individual values, butt they can con
ntain more
than one data series.

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Bubble charts
Data that is arranged in columns on n a
worksheeet so that x vaalues are listed in the first
column an nd correspon nding y valuess and bubble
size valuees are listed in
n adjacent columns, can
be plotted d in a bubble chart.
ple, you would organize yo
For examp our data as
shown in the followingg example.
Bubble ch
harts have the
e following ch
hart
subtypes:
Bubble or bubblee with 3-D effect
Both
h bubble charrt types comp
pare sets of th
hree values
insteead of two. The third valuee determines the size of
the b
bubble markeer. You can ch
hoose to disp
play bubbles in
2‐D fformat or witth a 3‐D effecct.
charts
Radar c
Data that is arranged in columns orr
rows on aa worksheet ccan be plotted d in a
radar chart. Radar charts compare tthe
aggregatee values of sevveral data series.
Radar chaarts have the following chaart
subtypes:
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Radar and
a radar with mark
kers
With or withou ut markers forr individual daata points, raadar
chaarts display changes in values relative tto a center po oint.
Filled radar
In a filled radar chart, tthe area coveered by a dataa series is filleed with a colo
or.

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Other types of charts that you can create in Excel
If you do not see the chart type that you want to create on the list of available chart types, there may be
another way to create it in Excel.
For example, you can create the following charts:
• Gantt charts and floating column charts
o You can use a chart type to simulate these types of charts. For example, you can use a
bar chart to simulate a Gantt chart, or you can use a column chart to simulate a floating
column chart that depicts minimum and maximum values.
• Combination charts
o To emphasize different types of information in a chart, you can combine two or more
chart types in that chart. For example, you can combine a column chart with a line chart
for an instant visual effect that might make the chart easier to understand.
• Organization charts
o You can insert an SmartArt graphic to create an organization chart, flow chart, or
hierarchy chart.
• Histogram and pareto charts
o To create a histogram or pareto (sorted histogram) chart in Excel, you can use the Data
Analysis Tools that become available after you load the Analysis ToolPak, an Excel add‐in
program that is available when you install Microsoft Office or Excel.


Section Review
1. What are the different charts?
2. Explain their use.


m

Section
n Four: Sm
martArt A
As Representationa
al Graphiccs
Section
n Goals
• G
Get familiar w
with SmartArtt graphics
• U
Understand m
main layout tyypes within SmartArt
Layouts fo
or SmartArt ggraphics are ccollected in fu
ull in the All category withiin the Choosee a SmartArt
Graphic dialog box (shown in the an nimation). Then they're brroken down in nto these types:
• Liist
• Process
• Cyycle
• Hierarchy
• Relationship
• M
Matrix
• Pyyramid
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Note: Theese examples vary in termss of layout type but also in
n terms of slid
de design — mmeaning the
backgrounnd, color, and
d fonts being used. The lasst lesson has d
details aboutt designing yo
our graphics.
Listtyp
pe graphiccs

Thiss SmartArt graaphic
usess a layout from m the
List ttype. The graaphic
keep ps the verticaal list
ideaa but breaks the
geneeral conceptss,
show wn in the shapes
on the left, apartt from
the d details —
reseerved for the
longger shapes, with
smaller text, on tthe
rightt.
List layouts are
typiccally for itemss that
you want to group but
n't follow a sttep‐by‐step p
which don process.
To keep teext size readaable, you'll waant to limit th
he amount off text you putt in the shapees within the
graphic.
Lists wiith picture
es
This graph hical list layou
ut
includes sshapes that are
meant forr pictures you u insert.
There's rooom for descrriptive
text in thee shapes on the right.
There aree several otheer List
layouts thhat include sh
hapes for
pictures —— saving you the
trouble off having to po
osition
and size the pictures oonce you
insert theem. These layoouts do
that workk for you.
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Proccesstype
gra
aphics
The SSmartArt grap phic
here uses a Proceess‐
type layout that
contaains repeating
shapes and one lo ong,
windding arrow to
connnect each stepp and
showw a directionaal
flow.. You could
substtitute any shaapes
for th
hese if you
wantted to use
standdard flowchart
shapees to represent
types oof steps.
There aree over 30 type
es of layouts ffor processes, and they oftten include co
onnecting arrrows to showw
direction or progressio
on — be it forr phases in the developmeent of a plan oor product; po
oints in a timeeline;
or a depicction of how e
elements commbine in any ffashion to prooduce a result.
Processses with
numberred steps
This Proceess‐type layout
includes sshapes that wwork
well for in
ncluding
numbers for the steps..
The arrow ws keep the
timeline iddea and hold the
text that d
describes eacch
phase. This layout
emphasizes the broad
Other ones miight
picture. O
give moree emphasis to o the
textual deetails of the
steps.

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Continu
uing seque
ences
Wash, rinse, repeat: Th hat's a
short wayy to describe
content fo or the Cycle ttype
of SmartA Art graphic. This
type illusttrates a circullar, or
repeatingg, process.
Examples might include
product o or animal life
cycles, an ongoing writting
and publisshing cycle foor a
Web site, or the
performance review an n
employeee works towarrd
yearly thaat starts with goal‐
setting, in
nvolves period dic
checkpoin nts, and culminates
at year's eend — then starts
over.
The layou
ut above effecctively shows both the cycle and how each piece of iit fits into a w
whole.
Hierarcchy: An org
g chart
A typical u
use for this Sm
martArt graphic type, calleed Hierarchy,, is the compaany organizattion chart. Th
he
pictu
ure uses the laayout
thatt's most geareed
towaard showing aa
commpany's hierarrchy
of poositions.
Therre are variouss
hieraarchical layou
uts,
thou
ugh. A hierarcchy
mighht show a deccision
tree or family of
prod
ducts. See thee next
section for anoth her
exam
mple.
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Hierarcchy: Familly of
produccts

This Hieraarchical layou
ut shows
the brancches of a family of
outdoor eequipment. It works
vertically,, using shape size, text,
and color‐‐coding to maake the
levels cleaar.
Relationships: Ra
adial
and Vennn
The Relationship‐type layouts cover a range of d
diagram typess, including raadial, Venn, and target. These
depict a connection betweeen two or mo
typically d ore sets of things or inform
mation.
The SSmartArt graphic
showwn here usess a
Converging Radiaal
out, in which
layo
seveeral elementss
relatte to or affect one
centtral thing.
TThe Basic Vennn
layoout, consistingg of
two or more
overrlapping circlees,
show ws how areass or
concepts overlap and
come together at th he
ceenter intersecction.
ow containmeent, gradations, or hierarcchical
The Basic TTarget layout is used to sho
reelationships.

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Matrix
The Matrix layout type e
shows thee relationshipp of
components to a whole,
depict more
and can d
complex rrelationships by
using axess, such as the
e
example hhere.
This layou ut is called a G
Grid
Matrix. Eaach axis functtions
to show aa range in term ms of
cost and o of craft. The layout
itself inclu
udes the
quadrantss and the axe es, but
it's set up
p so you can aadd,
outside th he axes, whattever
labels app ply.
Pyramiid
The Pyram
mid‐type layo
outs show pro
oportional, fo
oundation‐bassed, or hierarrchical relatio
onships or
processes that typicaally
upward.
build u
This exxample showss an
ever‐reefining processs
that starts with
gathering unfilteredd
data, sshown at the
bottomm, continues
upward with sifting
througgh the data annd
toward d drawing
conclusions about itt. The
layout is designed to
give yoou more roomm for
text as the pyramid
narrowws.
And so yo ook like, contaain, and do. In the next
ou've gotten aa look at what SmartArt grraphics can lo
lessons, yyou'll see how
w to create, w
work with, and
d polish them.
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Section Review
1. When might you use a SmartArt graphic?
2. What does the main layout types within SmartArt graphics look like?
3. How do you change the layout of the a SmartArt graphic?

m

Section
n Five: Ho
ow to Crea
ate SmarttArt Graphics
Section
n Goals:
• Co
onvert a bulleted list to a SmartArt graaphic
• In
nserting a blaank SmartArt graphic
• Sw
wap one grap
phic layout fo
or another
• U
Use Text pane
e to add or remove a shap
pe from the grraphic
You've go
otten an overvview of the tyypes of SmartA
Art graphics a
available. Now, get the nu
uts and bolts ffor
how to creeate one.
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Converrt a list to a
a graphic
You can convert a list b
by clicking its text, clickingg Convert to SSmartArt Graphic on the Ribbon, and
choosing one of the layyouts shown in the galleryy that opens. You can see aa preview of tthe SmartArt
graphic's layout on the
e slide merelyy by pointing tto a layout th humbnail in th
he gallery.
When you u're convertin
ng a list, manyy of the layou
uts that appeaar in the galleery are of thee List layout tyype,
but other types are the
ere, too, to su
upport a rangge of content.. If what you want isn't in tthe initial gallery,
e SmartArt G
click More Graphics at the bottom of tthe gallery to open the full gallery of Sm martArt layou uts.
This conveersion featuree applies to teext only, with
hin a placehollder or any otther shape.
NOTE: On nly PowerPoinnt 2007 has thhe ability to convert existin
ng text or a lisst to a SmartA
Art graphic. FFor
existing diagrams, therre's a way to update them to be SmartA Art graphics, but that is seeparate from tthis
conversioon feature; that process is shown at thee end of the thhird lesson.
Don't ove
eruse Becau use PowerPoint 2007 makees it so easy tto convert a liist to a graphic, it can be
tempting to convert evvery list you'vve got. But bee judicious in using the feature. Be suree that a graphical
format really is helpingg your informmation be seen n, remembered, and undeerstood. And kkeep in mind that
for peoplee with vision disabilities orr dyslexia, som
metimes a plaain text list is more effective than a graaphic.
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Start W
With a Blan
nk Graphicc: Method 1
When you u want to starrt with a grap
phic that you will type textt into, open th
he main gallery of layouts ffor
SmartArt graphics, andd choose one.. The most ob bvious route tto the gallery is from the In
nsert tab on tthe
Ribbon, ass shown in th
he picture.
Here are tthe steps:
On the Inse
ert tab, click SSmartArt.
pe of graphic you want.
Click the typ
Click one off the layouts sshown.
A larger exaample of the layout and a description aappear in the preview areaa. You click OK
K to
put the layout on the slide.
What if yo
ou want to sw
wap the layou
ut for anotherr one? You can easily do th
hat. You'll seee how later in the
lesson.
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Start W
With a Blan
nk Graphicc: Method 2
In PowerP Point 2007, th
here's another way to inserrt a SmartArtt graphic: Clicck the SmartA
Art graphic ico
on
that is parrt of many sliide layouts. Th
The picture illu
ustrates this.
he SmartArt ggraphic icon tthat's part of the slide layo
Click th out.
The Sm
martArt graph
hic gallery opeens so that yo
ou can choosee a layout.
To get this group of icoons on a slidee, you need to
o apply a slidee layout that includes it. Yo
ou'll work witth
slide layouts in the praactice session.
One advantage to this method is that the graphiic is always in nserted withinn the placehoolder that con
ntains
the icon. ((The placeholder is the boox with the dootted border tthat surroundds the slide's main contentt.)
That's maainly an issue if your slide layout includees two placeh
holders that ccould contain the graphic. If
you insertt the graphic using the SmmartArt graphic icon in the desired placeeholder, you know it will bbe
inserted w
where you waant it.
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Add tex
xt to the grraphic
Every Sma artArt graphicc contains a TText pane, whhich you can cchoose to usee or not. The p
pane is for typping
the graphhic's text and ffor making otther types of edits to the g
graphic. You ccan also workk directly in th
he
graphic.
As is show
wn in the pictture:
The Text paane sits to thee side of the ggraphic.
You type yo
our text in thee pane.
The text appears automaatically in thee correspondiing shape in tthe graphic.
Notice that the graphic ccomes with default text so
o that you gett a sense of w
where your text
w
will go.
If you find
d it frustratingg to select an
nd work within the shapes in the graphic, you'll welcome the Textt
pane. No more fiddlingg with shape selection in o order to type — just focus on and work with text witthout
being disttracted by the e graphic.
By contrast, if you preffer to type directly into shapes in the graphic, do thaat. Or go backk and forth, aas it
suits you. In any case, the Text panee is handy if yyou've got lotts of text to put in, or if you want a spacce for
organizingg text. You caan also manippulate (add, delete, and mo ove) text and shapes by w working from tthe
Text panee.
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Accessibillity benefit If you use a sscreen readerr, the Text pane gives you a way to read
d and create a
graphic on
n a slide, as loong as you'ree in editing vieew.
How tex
xt maps to
o shapes
The type o
of layout you choose for th
he SmartArt g
graphic determ
mines how teext in the Textt pane maps tto
shapes in the graphic.
The picturres above sho ow how text iis treated diffferently with two differentt layouts. In tthe picture on
n the
left, the laayout supports top‐level teext in one sett of shapes, th
he primary on nes that havee the arrows
between tthem. The second‐level teext, indented in the Text paane, appears in the lower shapes, whicch are
also slighttly indented aand include a bullet. By contrast, in the picture on thhe right, the layout puts alll the
text, first‐‐level and seccond‐level, intto one shape. It indicates the second‐leevel text by using bullets aand a
smaller foont.
So, how yyour text is diisplayed depeends on the la
ayout you choose.
More aboout text and layouts Som
me layouts maay not contain n enough main points or leevels in their
o accommodate your text. If so, a red X shows by thaat text in the TText pane. If you apply another
shapes to
layout wh
hose shapes ddo accommod date all the teext, the text then appears in the graphicc. But if you ssave
the presentation while
e using the layyout that didn n't show somme of the text,, that text will be lost.
Automatiic text sizing As you typee, PowerPointt adjusts font size so that ttext fits within the shapes..
When you u're through ttyping in all yyour content, if some of the font sizes aaren't to your liking, you caan
resize text within indivvidual shapes.
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Manipu
ulating tex
xt and shap
pes
For examp ple, when you u add a new ffirst‐level bullet in the Texxt pane, a new

w set of shapees is added in
n the
same relaative position in the graphiic. (In this layout, the mainn shape autommatically inclu
udes the
secondaryy shape, for yyour second‐leevel text.)
ng text or changing its indeent in the Texxt pane, you ccan also delette shapes. You'll get more
By deletin
practice w
working in the
e Text pane inn the upcomin ng practice seession.
Of coursee, you can work within the graphic itselff to add and rremove shapees and anythiing else you w
want
to do — aand that may be your prefeerence. Just b
be aware thatt you can worrk from the Text pane to d do
more than n type in textt.
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Try a diifferent la
ayout
What if yo
ou decide you
u want a diffeerent layout aaltogether? Yo
ou can easily switch to ano
other one.
With the grraphic selecteed on the slidee, click the Deesign tab in SmartArt Tools. (These tools are
avvailable whennever the graphic is selected.)
Click a layout thumbnail in the Layouts group.
That layoutt is applied to the graphic.
Tip: Resett a graphic If you've alterred the structture of the graaphic by addiing and
deleting sshapes or don ne other custo omizations, and you want to start over,, click Reset
Graphic:
This resets the wh
hole graphic. It's on the Deesign tab in SSmartArt Toolls.
If you onlyy want to go back a few stteps, you can use Undo on the Quicck Access
Toolbar.
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Section Review
1. You want to convert a bulleted list to a SmartArt graphic. What are the first steps?
2. You learned a couple of different methods for inserting a blank SmartArt graphic: You can click
the SmartArt button on the Insert tab, or you can click the SmartArt graphic icon from within a
slide layout. What's one advantage to using the latter method?
3. How do you swap one graphic layout for another?
4. How can You can work from the Text pane to add or remove a shape from the graphic?

m

Section
n Six: ‘Spit and Poliish’ for Grraphics
Section
n Goals:
• G
Give a SmartA
Art graphic a 3
3‐D look
• U
Use different c
colors within
n the currently applied the
eme
• A
Apply a soft ed
dge and speccial outline arround just on
ne shape
• Sttart over from
m scratch
• Ed
dit the org ch
hart by adding and removing type
Now, explore the world of design th hat's availablee for SmartArrt graphics. W
Work with galleries of stylees
and color variations too make a grap phic look professional and polished. Seee, too, how thhe overall dessign
of the preesentation, caalled a themee, affects the d
design of you
ur graphics.
Style aand color varriety
exxist at the leveel of
ind
dividual shapes
and text within a
graaphic, too. Visual
efffects such as
shadows and gllows
can be applied tto
selected shapess and
theeir text, to make
theem stand outt.
Fin
nally, learn ho
ow to
deeal with diagraams
thaat you have from
old
der presentattions.
Doo you want to
upggrade them to o
look like SSmartArt grap
phics? Or do yyou want them to retain th
heir original aappearance? Get an idea o of
your choicces and whatt to expect.

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Presenttation theme: Basis for how slides look
k

Before wee go into how
w you can worrk with specifiic styles and ccolors for you
ur SmartArt grraphic, we haave to
mention tthemes. A theeme supplies tthe design of
f the whole prresentation, a and it is the ba
asis for how a
all
slides and
d slide elemen
nts look.
The first slid
de shown herre has the bassic PowerPoin
nt theme app Office Theme. It's
plied, called O
th
he plainest th heme and is applied by deffault.
The second slide is the same slide witth a different theme applieed, called Mo
odule.
As you see, the graphiccs look quite different justt because of tthe theme. Thhe theme dettermines the
backgrounnd design, slid
de colors, plaaceholder layoout, text posiitioning, and ffont styles.
Working w within the the
eme, you can d color variations just for tthe SmartArt
n select differeent styles and
graphic.

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SmartA
Art styles:
Examplle 1
There is a default style e applied
to the graaphic when it''s first
inserted, but you can cchoose a
different o one. For exammple, the
picture sh hows the sam me graphic
you saw p previously, wiith the
Office Theeme still applied to the
slide — bu ut now a diffeerent
style is appplied to the ggraphic.
The earlieer style, called
d Simple
Fill, is replaced by one called
Intense Efffect.
The new sstyle keeps wwithin the
or range of the default theme, but now the big shapees are roundeed, or beveled
basic colo d, at the edgees,
and they have a shiny highlight at th
he top. Look closely to seee the reflectio
on added at the bottom.
Also, the long shapes h
holding the seecondary textt have a highllight at the faar right, and a shadow at th
he
bottom, ggiving them dimension.
SmaartArt styles:
Exa
ample 2
In this example, o one of
the sstyles in the 33‐D
categgory is applieed,
called Cartoon. It does
even n more to make
the sshapes seem
slightly lifted off tthe
slide. The main sh hapes
havee a bevel and
highllight on eitheer
end. And the longg
shap pes have a simmilar
highllight all alongg the
top aand bottom. TThe
Jusst as a presenntation has an n assortmentt of themes avvailable to dark color of the maain
givve it its overa
all look, each llayout for a SSmartArt grap
phic has a shapes is uniform,
range of styles available to iit. suggesting a flatter, shinnier
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finish, unlike the more gradient, or gradual, color in the first style.
You'll see the full range of styles in a layout when you do the practice session. But in brief, here are
some things you'll find within styles:
• Color‐shade variations that stick within the current color range.
• Different treatment of shape fills and borders.
• Varying dimensionality: shapes can look flat to rounded to fully dimensional (two‐sided) to
tilted.
• Visual effects such as reflection, shadows, and glows.
Change the style's colors
Though the current style for the SmartArt graphic includes colors, you can change the colors by using the
gallery that's shown in this picture. The gallery is on the Design tab within SmartArt Tools on the Ribbon.
It's in the SmartArt Styles group.
To change the style's colors:
Click Change Colors, next to the style choices.
Point to any color variation.
Look at the preview on the graphic. As usual, click the thumbnail to apply the colors.
The color choices use the spectrum of colors that are part of the presentation theme. They're divided by
row into the primary colors of the scheme, shown at the top, and the accent colors — which on your
slides are used for a range of things, such as color fills and hyperlink text.
The Colorful section mixes up the accent colors into various combinations. The rows such as Accent 1
and Accent 2 use shades of one of the accent colors, applied in different ways.
If you change the theme for the presentation, your graphic's colors will be updated to match the new
theme.

m

Use Sha
apes to Cre
eate
The style yyou've applieed to the grap
phic has given
n it a great loo
ok. Yet there''s more you ca
an do, workin
ng at
the level o
of individual sshapes within
n the graphic. You do this oon the Format tab within SSmartArt Toolls.
Select the sshape or shap n the picture, we've selecteed several shapes.
pes you want to change. In
On the Form
mat tab, lookk in the Shape
e Styles group
p for Shape Efffects, and cliick its arrow.
Choose from
m the effects, such as the Shadow effects.
Or choosee a different b ow. There's also a gallery o
bevel, a reflecction, or a glo of styles, to th
he left of this
menu, thaat are just forr shapes.
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Create Graphics f
from Text
t
A similar d degree of cusstomizing is possible for the text in the SSmartArt grap
phic as for shhapes. As the
picture sh ape Styles is another collection of galleriies with styless and effects for
hows, right neext to the Sha
text, calleed WordArt Sttyles.
To apply W
WordArt form
matting to yo
our text:
Select the sshapes that co
ontain the texxt you want tto format.
On the Form
mat tab, clickk the arrow neext to Quick SStyles. (This iss in the Word
dArt Styles gro
oup.)
Pick a Word
dArt style. It w
will apply to aall the text in the selected shapes.
oup you've alsso got galleriees for color fill, outline styyle, and visuall effects that include shado
In this gro ow,
reflection, and glow.
Tip You can use the FFormat tab fo
or other workk with shapes. For examplee, replace onee shape with
another; rresize shapess; and rearran
nge shapes byy aligning them, moving th
hem forward o or back in ord
der
on the slid
de, or rotating them.

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Update
e a Diagram
m from a P
Previous V
Version
Options w
with previous versions.
Here's thee background
d: When you ffirst open a diagram, such as an org chaart, that you ccreated in
PowerPoint 2003 or eaarlier, the diagram isn't editable. When
n you double‐click the diaggram, the Diaggram
Conversioon dialog box appears. It o
offers two opttions:
The first o
option is to co
onvert the diaagram to a SmmartArt graphhic. The conveersion appliess an appropriiate
layout, a d
default style, and colors frrom the curreent theme, whhich you can change as you like. The
converted d diagram hass available to it all the design and formaatting tools o
of any SmartA
Art graphic.
Note: Thiss process mayy significantlyy transform th nd if it has an animation
he look of thee diagram, an
applied to
o it, this might not play exaactly as expeccted. The second option iss to convert thhe diagram innto
shapes that you can fo ormat. If you wwant to maintain absolutee fidelity to th
he diagram's o original look aand
behavior, you'll prefer this choice.
After you convert a diaagram into sh
hapes, you can use all the fformatting op
ptions availab
ble to any shaape in
PowerPoint (these are part of Draw wing Tools, wh
hich apply to shapes and p placeholders, and are not ppart
of SmartA
Art Tools).
Notes
1. Converting to SmartArt graphic. Once co onverted, if th
his diagram iss opened in an earlier verssion
off PowerPoint, it won't be eeditable as a diagram, but will instead oopen as a pictture.
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2. If you make no significant changes to it and then reopen it in PowerPoint 2007, it will be
editable as usual, as a SmartArt graphic.
3. You can use this conversion feature for diagrams as old as PowerPoint 2000.
4. Converting to editable shapes If you convert the diagram to shapes, it isn't updated to use a
SmartArt graphic layout and style, or exact colors from the theme, and none of the galleries on
the Design tab in SmartArt Tools are available.
5. Significantly, this choice means that the diagram is editable by someone opening it up in
PowerPoint 2003 or earlier.


Section Review
1. You want to give a SmartArt graphic a 3‐D look. On which tab will you find this style?
2. If you want an entire graphic to use different colors within the currently applied theme, what's
the best thing to do?
3. You want a soft edge and special outline around just one shape. Where do you find this type of
formatting?
4. You've applied a WordArt style to some text in a shape, but now you don't like it and want to
start again with fresh text, pre‐WordArt. What would you do?
5. You're editing an old presentation that contains an organization chart. You've already converted
some bulleted lists to SmartArt graphics, and you want your organization chart to have a similar
look. You also have to edit the org chart by adding and removing a few names in it. What should
you do?

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Scatter with only markers

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Bubble or bubblee with 3-D effect

For examp ple, when you u add a new ffirst‐level bullet in the Texxt pane, a new

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