Lecture Notes Of Class 5
Inserting and Formatting Charts
Objective:
Gain skills in inserting and formatting charts to effectively visualize and
present data in MS Word.
1. Introduction to
Charts
Charts are powerful
tools used to represent data visually. They help in making complex data more
understandable and can highlight trends, comparisons, and patterns. MS Word
allows you to create various types of charts including bar, line, and pie
charts.
2. Creating Charts
A. Inserting a
Chart
- Open Your Document:
- Launch MS Word and open the document
where you want to insert a chart or create a new document.
- Save the document as Chart_Exercise.docx.
- Insert a Chart:
- Place your cursor where you want the
chart to appear.
- Go to the Insert tab on the
Ribbon.
- Click on the Chart button in the Illustrations
group.
- The Insert Chart dialog box will
appear.
- Choose a Chart Type:
- Bar Chart:
- Select Bar from the list of chart
types.
- Choose the specific style (e.g.,
Clustered Bar, Stacked Bar).
- Line Chart:
- Select Line from the list of
chart types.
- Choose the specific style (e.g., Line
with Markers, Stacked Line).
- Pie Chart:
- Select Pie from the list of chart
types.
- Choose the specific style (e.g., 2-D
Pie, 3-D Pie).
- Insert the Chart:
- Click OK after selecting the chart
type.
- A chart placeholder will appear in your
document, and an Excel-like spreadsheet will open for you to enter data.
- Enter Data:
- Input your data into the spreadsheet. The
chart in your document will update automatically to reflect the data.
- Close the spreadsheet once you’ve entered
your data.
3. Formatting Chart
Elements
A. Formatting Chart
Titles
- Select the Chart:
- Click on the chart to select it. This
will activate the Chart Tools on the Ribbon.
- Go to the Chart Tools Design tab
and Chart Tools Format tab.
- Add/Edit Chart Title:
- Click on the Chart Title
placeholder on the chart.
- Enter a descriptive title for your chart
(e.g., "Annual Sales Performance").
- Use the formatting options in the Chart
Tools Format tab to change the font style, size, and color.
B. Formatting Axes
- Select the Axis:
- Click on the chart axis you want to
format (e.g., X-axis or Y-axis).
- Format Axis Options:
- Right-click on the selected axis and
choose Format Axis from the context menu.
- In the Format Axis pane, you can
adjust various options such as:
- Axis Titles: Add and format titles for the X-axis
and Y-axis.
- Scale: Adjust the minimum and maximum values, units, and interval
between tick marks.
- Number Format: Change the number format (e.g.,
currency, percentage).
C. Formatting Data
Labels
- Add Data Labels:
- Click on the chart to select it.
- Go to the Chart Tools Design tab.
- Click on Add Chart Element > Data
Labels.
- Choose the preferred data label position
(e.g., Center, Inside End, Outside End).
- Format Data Labels:
- Click on the data labels to select them.
- Right-click and choose Format Data
Labels.
- In the Format Data Labels pane,
adjust the font style, size, and color. You can also specify which data
points to display.
4. Exercise: Create
and Format a Chart
Step 1: Insert a
Chart
- Open a new document and save it as
Chart_Formatting_Exercise.docx.
- Insert a Bar Chart with the
following sample data:
- Categories: Q1, Q2, Q3, Q4
- Values: $10,000, $15,000, $12,000,
$14,000
Step 2: Format the
Chart
- Title: Add a chart title “Quarterly Revenue Comparison.”
- Axes: Format the Y-axis to show currency values and add axis titles for
clarity.
- Data Labels: Add data labels to display the exact
revenue values on each bar.
- Colors: Change the color of the bars to distinguish each quarter.
Step 3: Proofread
and Finalize
- Review the chart to ensure all elements
are correctly formatted.
- Check for any errors in data entry or
formatting issues and correct them.
Step 4: Save and
Submit
- Save the document again to preserve your
changes.
- Submit the file as directed by your
instructor or as required.
5. Conclusion
In this class, you
learned how to insert and format charts to visualize data effectively. You
practiced creating bar, line, and pie charts, and formatting various chart
elements such as titles, axes, and data labels. These skills are essential for
presenting data clearly and making your reports more insightful and engaging.
In the next class, we
will explore how to integrate other visual elements, such as images and shapes,
to further enhance your documents.
