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Once you create a chart, you may decide to change which worksheet cells contain the values and labels you want to plot in the chart. For example, you might add a new column or row to a worksheet and then want to include it in an existing chart. Or you might want to remove some cells that you no longer want to be plotted in a chart. This lesson shows you how to change a chart’s source data, or which worksheet cells that contain the values and labels the chart is based on.
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If necessary, open the workbook named Lesson 4B and save it asSurvey Results.
If you do not know where your practice files are located, ask your instructor for assistance.
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Click cell B5, type 100 and press <Enter>.Notice that the chart is updated, reflecting the change in value. You decide to add another column to display the total purposes for travelling for all the destinations. First, you need to add a column heading.
Figure 4-11
The Data Range tab of the Source Data dialog box
Figure 4-12
The Series tab of the Source Data dialog box
Figure 4-13
The updated chart
Format Data Series button
Other Ways to Format a Data Series:
• Double-click the object. • Right-click the object
and select Format Data
Series from the
shortcut menu. • Click the object to
select it and select
Format → Selected
Object from the menu.
Figure 4-11
Click the Data range box, and select the data on your worksheet that you want to plot in your chart.
Collapse dialog box button
Figure 4-12
Chapter Four: Creating and Working with Charts
141
Quick Reference
To Change a Chart’s Data Source:
1. Select the chart, select
Chart → Source Data
from the menu and click
the Data Range tab.
2. Click in the Data Range box and select the cell range you want to base the chart on (click the Collapse Dialog box button if necessary).
3. Click OK.
To Use Non-Adjacent Cell Ranges in a Chart:
• Select the first cell range, then press and hold the
<Ctrl> key as you select
the remaining non- adjacent ranges.
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Click cell F4, click the Bold button and the Centre button on the Formatting toolbar, type Total and press <Enter>.Next, total the purposes for travelling for all of the destinations.
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Make sure cell F5 is the active cell, click the AutoSum button on the Standard toolbar (note that Excel automatically selects the correct cell range, B5:E5) and click the Enter button on the Formula bar.Excel totals all the values in the Business row. Use AutoFill to copy the formula you just created to the remaining cells.
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Copy the formula in cell F5 to the cell range F6:F8.You can copy the formula using AutoFill (the fastest and easiest method) or by copying and pasting. Next, you want to modify the chart so it displays only the data from the Total column you just added.
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Click the chart to select it.Selection handles appear at the corners and sides of the chart and the Chart toolbar appears. Now you need to change the source data for the chart.
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Select Chart→ Source Data from the menu and click the Data Rangetab.
The Source Data dialog box appears, as shown in Figure 4-11. This is where you can change the chart’s source data. Notice the Data range box currently contains
=Sheet1!$A$4:$E$7—the cell range for the chart’s current data source. You want the data source to include the cells from the Purpose column—A4:A7, and the values from the Total column—F4:F7.
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Select the cell range A4:A7.If the dialog box is in the way, you can temporarily hide it by clicking the data range box’s Collapse dialog button. Okay, you’ve got the A (Purpose) column selected. So how can you select the F (Total) column since the two columns are not next to each other? Move on to the next step to find out.
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Press and hold the <Ctrl> key, select the cell range F4:F7, release the<Ctrl> key and press <Enter>.
Pressing and holding the <Ctrl> key lets you select cells that are not next to each other. The chart plots the new cells you specified as a data source. We have one more thing to look at while the Source Data dialog box is still open.
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Click the Series tab.The Series tab of the Source Data dialog box appears, as shown in Figure 4-12. You don’t have to touch anything here: we just want to take a quick look at this screen. Once you have selected the source data for the chart, you can add, change, and delete the data series and name series used here, on the Series tab.
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Click OK.Compare your chart with the one in Figure 4-13.
AutoSum button
The Collapse Dialog
button temporarily
shrinks and moves the dialog box so that you enter a cell range by selecting cells in the worksheet. When you finish, you can click the button again or press <Enter> to display the entire dialog box.
To select non-adjacent cell ranges press and hold the <Ctrl> key while you select additional cells.