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Excel 2007: Charts in Depth

Adding new data using a table


From:

Excel 2007: Charts in Depth

with Dennis Taylor

Video: Adding new data using a table

With certain kinds of dynamic charts, you want them to be updated monthly, daily, maybe even hourly-- depends upon the nature of the data. In the chart that we're looking at here, this line chart, maybe we are going to add data every month. If you look at the information in column A, we see that it does cover the period up to December 2010, and maybe we're going to put in the January 2011 data, then February, and so on. Now when you do click on the line chart, as I'm doing here, click on the actual line, you see the data being referred to.
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  1. 1m 49s
    1. Welcome
      1m 3s
    2. Using the exercise files
      46s
  2. 22m 7s
    1. Identifying chart elements like plot area, chart area, gridlines, and legends
      5m 3s
    2. Selecting the right chart type
      8m 2s
    3. Understanding chart terminology
      6m 31s
    4. Understanding the Ribbon and the Design, Layout, and Format tabs
      2m 31s
  3. 16m 24s
    1. Selecting data to display as a chart
      6m 17s
    2. Creating charts instantly with shortcuts
      4m 33s
    3. Creating charts with standard menu commands
      2m 24s
    4. Creating presentation-ready charts with just a few adjustments
      3m 10s
  4. 28m 8s
    1. Switching rows and columns for a different view of the data
      3m 9s
    2. Setting a default chart type and creating a template
      3m 47s
    3. Dealing with empty and hidden cells
      4m 18s
    4. Choosing a chart layout
      4m 33s
    5. Choosing a chart style from 48 colorful variations
      3m 34s
    6. Changing the location of a chart
      3m 33s
    7. Moving and resizing a chart
      5m 14s
  5. 11m 25s
    1. Using pictures as chart elements
      3m 55s
    2. Adding shapes and arrows
      3m 37s
    3. Adding floating text and text boxes
      3m 53s
  6. 33m 45s
    1. Adding, editing, and removing chart titles
      3m 15s
    2. Adding horizontal and vertical titles
      3m 56s
    3. Linking titles to content
      2m 32s
    4. Showing numbers of different scales
      4m 38s
    5. Specifying the position of tick marks and axis labels
      2m 41s
    6. Changing the numeric format on labels
      5m 34s
    7. Adding, editing, and removing legends
      3m 19s
    8. Adding and editing data labels
      4m 40s
    9. Showing the source of a chart's data
      3m 10s
  7. 8m 13s
    1. Modifying axis scaling
      3m 50s
    2. Working with gridlines
      4m 23s
  8. 12m 53s
    1. Analyzing existing and future data with trendlines
      4m 2s
    2. Adding drop lines
      3m 14s
    3. Adding high-low lines and up-down bars
      1m 39s
    4. Adding error bars
      3m 58s
  9. 9m 13s
    1. Selecting shape fill and outline
      3m 3s
    2. Adding shape effects
      3m 19s
    3. Applying WordArt styles
      2m 51s
  10. 16m 33s
    1. Formatting lines and borders
      4m 24s
    2. Filling an area with a color gradient
      2m 7s
    3. Specifying line style, color, and weight
      2m 46s
    4. Working with chart text
      3m 40s
    5. Changing the rotation of chart text
      3m 36s
  11. 38m 39s
    1. Using column and bar charts
      7m 24s
    2. Using line charts
      5m 46s
    3. Using pie charts
      8m 37s
    4. Using area, stock, and XY charts
      9m 3s
    5. Using doughnut, bubble, and radar charts
      7m 49s
  12. 10m 55s
    1. Pasting new data into a chart
      2m 58s
    2. Creating charts from multiple data sources
      3m 39s
    3. Adding new data using a table
      4m 18s
  13. 6m 19s
    1. Printing charts
      6m 19s
  14. 19s
    1. Next steps
      19s

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Excel 2007: Charts in Depth
3h 36m Intermediate Jun 15, 2011

Viewers: in countries Watching now:

In this course, Dennis Taylor shows how to analyze and communicate the value of data with charts in Excel. The course starts with the foundations: what the parts of a chart are, what the different types of charts are, and which charts work best for your data. The course then shows how to create a presentation-ready chart in minutes and offers dozens of in-depth tutorials on formatting and fine-tuning charts so they represent data clearly and accurately.

Topics include:
  • Identifying the plot area, chart area, gridlines, legends, and more
  • Selecting the right chart type
  • Creating charts instantly with shortcuts
  • Choosing a layout
  • Dealing with empty and hidden cells
  • Switching rows and columns for a different view of the data
  • Moving and resizing a chart
  • Inserting pictures and shapes
  • Adding labels to a chart
  • Analyzing existing and future data with trendlines
  • Changing a chart's data source
  • Printing charts
Subjects:
Business Charts + Graphs
Software:
Excel Office
Author:
Dennis Taylor

Adding new data using a table

With certain kinds of dynamic charts, you want them to be updated monthly, daily, maybe even hourly-- depends upon the nature of the data. In the chart that we're looking at here, this line chart, maybe we are going to add data every month. If you look at the information in column A, we see that it does cover the period up to December 2010, and maybe we're going to put in the January 2011 data, then February, and so on. Now when you do click on the line chart, as I'm doing here, click on the actual line, you see the data being referred to.

One approach to this updating could be, well let's just put in the new data here and then readjust those markers simply by dragging them down. Nothing wrong with that. Another approach could have been that when the chart was created maybe you highlighted cells like this, and it would have left gaps over here to the right. In fact, I could show the effect of this right now simply by pressing Alt+F1. This will create a new chart on top of this Column chart this example here. You can see what's happening there. The reason this looks a little bit strange, by the way, is because of what Excel does with dates.

So ignore that aspect for the moment, just to show what we have going on down here. Let me get rid of that. Okay, so let's show what would happen here if we were to add, simply by dragging downward, maybe with a right drag, Fill Months. Nothing has happened in the chart at all. I'll put in the new value of 185 and nothing has happened. So certainly one way to adjust this, as I had suggested, was to click the line, take these choices here. We can drag the markers at the bottom here downward to expand the data referred to in the chart.

So now we have picked up January 2011 with the values appropriately. So you could do that every month. Maybe that's not a whole of work. But there could be times when you're dealing with data that's updated more often, or maybe you just want this data to be more automatic. What if we were to turn this data into a table? Now, table is a new feature in Excel 2007. It's very much like the old list that had existed in prior versions. If we define this data as a table, then as we add information to the bottom of it, either the numbers and/or the dates, the chart will automatically expand.

So let's convert this into a table by doing one of three things. You can click anywhere within the data, and then from the Insert tab, you could insert a table there. From the Home tab, you can start here by formatting as a table, or you could press Ctrl+T or Ctrl+L, a lot of different ways here. Format as a Table, and right away it comes up with the visual, which isn't that important. I'll just pick this one. We see what's going on there. It says, in effect, you want to do it for these cells? Yes, I do. Click OK.

So what's different now? We've got a chart. I'm going to simply drag this downward. You see what's happening in the chart already and the value here. Now in dragging that I made a mistake. I repeated the dates, so what I meant to do, and I'll do it now, is either drag with the right mouse button downward to increment it by a month. Now we're going to see February, and then I'll put in the amount. I want to emphasize too, you will be able to do this manually as well. Next number of 195, let's say, and let's see what's happening there. So March data is now available. Maybe I'll put in the sales number first.

So right here I'm going to type in 230, and so we don't have to manually adjust it each time. And then over here I'll put in the March data, and maybe I'll just type it this time. Now the actual content of this cell, for example, you can see it in the formula bar, 2/1/2011, so down here 3/1/11, Enter, and you see what's happening there. So you can enter either one. And sometimes you just type them in. 4/1/11 and over here this value is 200.

So by converting the data into a table-- and there are some other advantages to that too, some of which are just formatting. But even if you haven't use that feature very heavily, this is an ideal way to set up certain charts so that they really do become dynamic, and it makes the chart grow and grow and grow and grow. Now in the process here, if we do this month after month into other years as well, we might want to consider other aspects of the design. But the main point here is we've made it dynamic simply by converting the source data into a table.

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