PowerPoint XP

Introduction

By the end of this lesson, learners should be able to:

• Insert a chart
• Insert a diagram
• Insert a table

Inserting a Chart

PowerPoint allows you to insert charts into your slide presentation to display different types of information to your audience.

To Insert a Chart:

• Insert a new slide with a title and a chart icon.
• When the slide appears, click the Insert Chart icon.

• A chart appears with a data sheet and sample data.

• Replace the sample data in the data sheet with actual data that you want to present. The Y axis is for values or numbers. For example, number of hours worked or amount of money earned. The X axis is the label for the information. It now reads East, West, North.
• You can delete some information in columns or rows of the sheet. Right click on the row or column and choose Cut, Delete or Clear Contents.
• NOTE: You can expand the chart columns to fit your data or titles. Place your mouse pointer over the end of the column in the gray heading. A black cross with double arrows appears. Right click and drag the columns to the size you want.
• To format column width, click on FormatColumn width.
• Notice that as you enter the new data and titles etc., the chart on the slide changes to show this new information.

If the datasheet disappears, double click on the chart and choose View Datasheet.

Setting a Maximum Value for a Chart

As you enter numbers in your chart, a maximum value for your chart will automatically be set, or you can set a maximum value of your own. The top value will automatically round up from the top value of the data that you are entering. So, depending on your data, it will be rounded to the nearest ten, hundred, or thousand.

To Set a Maximum Value:

• Double click on a value on the side of the chart.
• The Format Axis dialog box appears.
• Click on the Scale tab.

• Change the number for Maximum to the maximum number in your presentation. For example, 100.

• Click OK.

Choosing a Different Chart Type

If you don't want to use the chart that automatically appears when you double click the chart icon in a slide, you can choose a different chart type

To Choose a Different Chart Option:

• Click on Chart Chart Type.

• A list of different charts appears, including Column, Bar, Line, Pie, and Pyramid.

• Choose the best chart type for your presentation.
• Click OK.

Labeling a Chart

You may also want to label your chart with such information as the title and what the X and Y axes represent. In the default chart, the X axis is the horizontal information while the Y axis is the vertical information.

To Label a Chart:

• Click on Chart Chart Options.
• A dialog box appears.
• Click on the Titles tab (if it is not already selected).

• In the box below Chart Title, type in the title.
• In the box below Category (X) axis, type in the label for this information. It appears in the rows on the left of the datasheet and in a box on the right of the chart.
• In the box below Value (Y) axis, type in the label for this information.
• Click OK.

To Change Text Alignment of Label:

• Right click on the text and choose Format Axis title.

• Click on the Alignment tab.
• Choose your text alignment and orientation options.

• Click OK.

Inserting a Diagram or Organization Chart

Does your presentation require a diagram or organization chart? An organization chart shows hierarchal relationships in a company or organization such as president, vice president etc. Diagrams are used to show relationships between various elements.

To Insert a Diagram or Organization Chart:

• Insert a new slide with a Diagram or Organization Chart icon.
• Click on the Insert Diagram or Organization Chart icon.

• When the Diagram Gallery dialog box appears, select a diagram or chart type.

• Click OK.

OR

• If working in a blank slide, click the Insert Diagram or Organization Chart button on the Drawing Toolbar.

Inserting a Table

PowerPoint also gives you the option of displaying information within your presentation in a table.

To Insert a Table:

• Insert a new slide with a table icon.
• Click on the Insert Table icon.

• When the dialog box appears, set the number of columns and rows for your table.

• Click OK.
• Enter the data for your table.
• To format the table, choose Format Table.

• Click on the tabs and make any necessary changes.
• Click OK.

Challenge!

• Open the presentation, Tips for Getting Organized.
• Insert a new slide that contains a chart icon.
• Insert a chart.
• Change the datasheet by typing in the following information:
  • Under A, type 1st month; under B, type 2nd month and under C type 3rd month.
  • Along the left side of the sheet, next to 1, type Work. Next to 2, type Home.
  • In the Work row, type the data, 35, 25 and 20 for 1st month, 2nd month and 3rd month, respectively.
  • In the Home row, type the data, 40, 35, 30 for the 1st month, 2nd month and 3rd month, respectively.
  
  
• Add a title to the chart: Minutes per Day Spent Organizing.
• Next, insert a slide with a table.
• Format the table so that it has 7 columns and 5 rows.
• Across the top of the table, type abbreviations for the days of the week in the separate cells: Mon, Tues, Wed, Thurs, Fri, Sat, and Sun.
• Close and save your presentation.