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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.
At different times using charts you may want to print charts. Now, sometimes a chart is on its own sheet. You can certainly print that single sheet with the chart alone. Sometimes you'd like to print the chart that's on a worksheet. For example, the worksheet that we're seeing here has five charts to the right of the data. We might want to print all the data and all five charts, or maybe the data and three of the charts, or maybe just a chart here, a chart there. We can do all these things, and every print feature that we use is very reminiscent of printing that you might have done previously, working with just worksheet data.
Now quick reminder here, there is no other sheet here in this workbook right now that has a chart on it, but I think a lot of you know that when you do create a chart you can certainly put it on the separate sheet. Or if you happen to right-click on any existing chart, for example, you can move a chart to its own sheet. So let's just set up a simple situation here. I'll use the latter example. I want is chart here to be on a separate sheet, so I'll just move it to where? A new sheet. Chart1, Chart2, click OK, and there it is on a new sheet.
And when a chart is on its own sheet, maybe you just put it there or you moved it as I did here, we can simply jump right into Print Preview. A couple ways to do this. If we simply go to Page Layout, we could then click the arrow in the lower right-hand corner of the Page Setup group. This is one way. Go to Print Preview this way, and we're likely to see the chart, as I'm seeing it here, pretty much the way it's been appearing on the screen. Now you can go to Page Setup, make a few adjustments here and there, maybe with regard to margins and header, footer-- the same kinds of things that you might do with worksheet data. And in some situations here maybe portrait versus landscape, make that change as well.
Printing charts that are on a separate sheet is usually not much work. We're all set. We could just click Print from here if we wanted to. Now I'm going to press Escape or close Print Preview here and go back to the worksheet that contains charts. And of course the chart here had been moved. I might drag one of these up there, put it there. It's just a question of what it is I would like to print. And sometimes maybe I want to print just one of these charts. Maybe I want to print this one here, the line chart here that says Regional Sales.
Once again we might want to go-- and it's a good idea let's say--always to go to Print Preview first, but once again we could, by way of Page Setup, go right into Print Preview from there, here we are, and take a look at this and I think it's apparent here, we would want this to be landscape in this particular example. So up to Page Setup, choose Landscape, and we're probably pretty much set there. Now what you might want to do in this example here, and it didn't occur to me perhaps until I saw the Print Preview, is that even though I might have been happy with the proportions of the chart, if I somehow wanted to fill out the page a little bit better here, what I'm going to have to do here is close the Print Preview and then manually experiment a little bit by making this chart taller. And then we could jump back into Print Preview.
I'll use that same button there, Print Preview. At least it's filling out the paper better if that's of concern to you. If that looks good, Print. Now, increasingly with Microsoft recognizing that many people put charts right on the worksheet, there certainly are going to be times when you want to print charts as well as the data. Although we could print all these charts, suppose we just say arbitrarily that the three of them are more useful, maybe the First-Half Sales to are right, the one below it, and the column chart below the data itself, these three, not the pie chart.
What's the best approach here? I think the best way to start here is to go the lower right-hand corner of the status bar. We've got three buttons down here. The one to the right, the rightmost of the three, Page Break Preview, click this. Usually this causes a zoom back, and we do see blue borderlines out there. I'm going to close this dialog box. If I were to head down the path of printing right now, it would be printing all this data here, and you can see the page 2 there on two pages. Now if I don't want to print this example here of the pie chart, I'll simply take the blue border off to the right, put the mouse on it. We'll see that two-way arrow. Drag this into maybe about there.
And momentarily there, you probably saw there is a page break, and I'll move this chart aside so you can see it a bit better. That's a dotted line. Obviously we don't want our page break to appear there. Take the dotted line and move it to the right. And now it's a little bit of back and forth, a little bit of experimenting, maybe we'll move this chart back here, and it is best when you move a chart probably to drag the border. There we go, a little bit better. I'm going to press a couple of Ctrl+Zs to undo to maybe clean that up, drag that border again. There we go. If you are resizing charts and you're trying to establish some sort of order, or tidiness, when you drag a border edge or corner on these charts, hold down the Alt key, and then it forces the borders to line up perfectly with cell boundaries. And sometimes that's helpful just to establish a certain pattern there of neatness. I'm going to do this bottom there and on this green bordered chart, take the upper left, hold down the Alt key. Sometimes it takes a few attempts. There we go.
And be sure let go off the mouse when you're doing these things too. So I'm not suggesting this is exactly critical, but sometimes we just have that need to make things look a little neater, a little tidier, possibly that. And maybe on the bottom here one more time and that's about it, and move that blue line up possibly at the bottom, and let's jump into Print Preview. Now when you click in a worksheet, you can jump into Print Preview quickly with Ctrl+F2. It will take you there immediately. That's looking pretty reasonable. It's not always that it works this way though. Sometimes you have to consider resizing the charts and even now, I might say, the chart to the right is a little bit narrow, and so on.
So you've your own needs regarding how these charts should look and whether they really need to line up with gridlines and so on. And when we were ready, we would simply print from here if we wished. So close Print Preview. So a couple of different approaches there. No matter where that chart is, you can print the chart only. For example, we could click here and we've got our preview. Print the chart with the data. In other words, we highlight the cells we've done, and in the previous example, print a chart that's on a separate sheet, using standard printing techniques that you're probably familiar with from your use of printing when printing worksheets in Excel.
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