Unit 4: Spreadsheet Skills

Lesson 4: Inserting Graphs and Charts

Contents
Engage 1
Introduction 1
Objectives 2

Explore 3

Explain and Elaborate 5

Graphs and Charts 5
Graphs and Charts Usage 5
Making a Graph or Chart in a Spreadsheet 9

Extend 21
Activity 1 21
Activity 2 21

Evaluate 23

Wrap Up 26

Photo Credits 26

Bibliography 27
Unit 4: Spreadsheets Skills

Engage

Introduction

Fig. 1. A representation of graphs and charts

Spreadsheet programs are very useful in different ways to different fields. As these built-in
programs store, sort and analyze data, they have showcased a wide range of use for
budgeting, calculating, interpreting, planning, and so much more. One way to present these
uses is through graphs and charts. These are not only for creative purposes but also for
easy understanding of what the data represents.

Have you tried using graphs and charts in a presentation before? How did it help your
presentation? When do you think is the best time to use graphs and charts?

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Objectives
In this lesson, you should be able to do the following:
● Understand the purpose of graphs and charts in spreadsheets.
● Use graphs and charts accordingly.
● Insert independently graphs and charts in spreadsheets.

DepEd Competency
Use common productivity tools effectively by maximizing advanced application techniques​.
(CS_ICT11/12-ICTPT-Ic-d-4)

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Explore

10 minutes
Are you familiar with the different kinds of graphs and charts? Do you know what kind to
use for different purposes? McDonald has a big farm and is asking for your help to make a
simple representation of his farm animals. Using the data below, create an appropriate
graph or chat inside the box.

Chicken Cow Pig Dog Sheep Horse

25 5 10 15 20 5

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Guide Questions
1. What kind of graph or chart did you use for the given problem?

2. Why did you use that kind of graph or chart?

3. What are the different kinds of graphs and charts that you know of? What do you think is
the importance of each one? What are its uses?

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Explain and Elaborate

Graphs and Charts

Many are confused with the differences of graphs and charts, despite them being two
different things. People often use the two interchangeably. However, both graphs and
charts share the same function in providing an easy-to-understand representation of sets of
data.

Graphs in Spreadsheets

The graphs in spreadsheet programs are simpler than charts. These are considered to be
the most basic way to represent data visually. In graphs, you are usually dealing with
different data parameters.

Charts in Spreadsheets

The charts in spreadsheet programs are more complex than graphs. It is considered to be
the most pleasing way to represent data which uses different shapes other than the usual x
and y axis. In charts, you are usually comparing and contrasting parts of the same data
against each other.

Graphs and Charts Usage

There are many spreadsheet programs. Whether you are using Microsoft Excel, Google
Sheets or Apple Numbers, there are still different graphs and charts readily available for
users to utilize. However, for the purpose of illustrations in this lesson, we are using
Microsoft Excel.

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Column

If you want to compare a single variable with various categories, it is best to use a column
chart. It is usually used to compare and contrast different sets of data. There are different
types such as 2D columns, 3D columns, cylinder-shaped columns, cone-shaped columns,
and pyramid-shaped columns.

Figure 2. Column Charts

Line

If you want to show trends over time, it is best to use a line chart. The lines that connect
each data point can help you visualize whether the data are increasing or decreasing
through a period of time. There are different types such as simple lines, stacked lines, lines
with markers, stacked lines with markers, and 3D lines.

Figure 3. Line Charts

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Pie

If you want to compare percentages of whole data, it is best to use a pie chart. In pie charts,
each part of the data is represented by a portion of the pie. There are different types such
as simple pie, pie of pie, bar of pie, and 3D pies.

Figure 4. Pie Charts

Bar

If you want to do a presentation while representing data in column charts oriented

horizontally, it is best to use a bar chart. Some may prefer to use bar charts to best
represent sets of data with negative values. It has the same types as column charts such as
2D bars, 3D bars, cylinder-shaped bars, cone-shaped bars, and pyramid-shaped bars.

Figure 5. Bar Charts

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Scatter

If you want to show how certain data affects other data, it is best to use a scatter chart. It is
similar to a line graph. There are different types such as simple scatter, scatter with different
lines, scatter with different lines and markers. Bubble charts are also sometimes found
under scatter charts.

Figure 6. Scatter Charts

There are also other kinds of graphs and charts for more case-specific data. These are
minor kinds of graphs and charts.

Area

This shows the changes in values over time. It is like a line chart but it deals with multiple
sets of data.

Stock

This shows the high, low, and closing price of stock. It is usually used to analyze financial
data.

Surface

This shows data across a 3-D landscape. It is ideal to use this kind of chart for large data
sets.

Radar

This shows data from multiple variables relating with one another. It is usually used to
compare the strengths and weaknesses of different sets of data.

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Making a Graph or Chart in a Spreadsheet

For the purpose of illustration, we will continue to use Microsoft Excel. Some versions of this
program may provide fewer or more options but the general idea and function remain the
same.

Step 1: Enter the data into a worksheet.

Enter the data you want to create a graph or chart with. Remember to properly label your
rows and columns. The data in the first column will be plotted in the vertical axis while the
data in second column will be plotted in the horizontal axis. We will use the given data
below for this example. Our goal is to compare and contrast the profit gained by the
different teams of a company for year 2019.

Figure 7. Example of data.

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Step 2: Select graph or chart type.

Highlight your data first. Go to the ​Insert tab on the top banner and choose what kind of
graph or chart you would like to use. In this example, it is best to use a column chart.

Figure 8. Choosing column charts.

Step 3: Create your graph or chart and adjust Quick Layout.

After selecting the kind of graph or chart you want to use, the chart will appear in the middle
of the workbook as a preview. If it does not show the graph or chart that you want it to look
like, you can try to click the S
​ witch Row/Column​ tab.

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Figure 9. Preview of graph or chart created

Figure 10. Enhanced graph or chart

You can also change the layout of elements of your chart using chart layouts. Remember
that placing the cursor in the options will give you a quick description of the option.

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Figure 11. Chart layouts options

Step 4: Add chart elements.

Adding different elements can enhance your graph or chart. It will help provide additional
information and clarify other data.

Figure 12. Layout ribbon options

Chart Title

This allows you to display and edit your graph or chart title. You can select the position of
the graph or chart title. You can choose to display the title on top, centered overlay, or none.

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Figure 13. Chart title options

Axis Titles

These allows you to display and edit labels on the horizontal and vertical axes of the graph
or chart. You can either display the label below the axis or do not display it at all for the
horizontal axis. You display the label of the vertical axis in a rotated, vertical, horizontal way
or not display at all.

Figure 14. Axis title options for horizontal axis

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Figure 15. Axis title options for vertical axis

Legend

This allows you to display and edit the legend in different positions. You can put it on the
right, left, top, bottom, in overlay, or no legend at all.

Figure 16. Legend options

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Display Labels

This allows you to display and edit the labels for each portion of the data in the graph or
chart. You can display it at the center, inside the data on the end, inside the data on the
base, outside the data, or no label at all.

Figure 17. Data labels option

Data Table

This allows you to display and edit a table of data of your graph or charts. You can choose to
show data tables with or without legend keys or not display at all.

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Figure 18. Data table labels option.

Axes

This is for more general options for axes. For the horizontal axis, you can display and edit it
from left to right, right to left, without label, or do not display at all. For the vertical axis, you
can display data in default form, in thousands, millions, billions, log scales, or do not display
at all.

Figure 19. Axes options for horizontal axes

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Figure 20. Axes options for vertical axes

Gridlines

This allows you to display and edit lines in horizontal and vertical axes for better
representation of data. It has the same options to choose from: minor, major, minor and
major gridlines, or do not display them at all.

Figure 21. Gridlines option for horizontal guidelines

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Plot area

This allows you to display and edit the colors inside the plot area. You can either put colors
or not display them at all.

Figure 22. Plot area options

Trendline

This allows you to display and edit trendlines to better represent how the data is
progressing. You can choose from linear, exponential, linear forecast, two period moving
trendline, or not display it at all.

Figure 23. Trendline options

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Error bars

This allows you to display or edit the potential error of data based on different standard
equations for isolating error​. ​You can ​display error bars with standard error, with
percentage, with standard deviation, or do not display it at all.

Figure 24. Error bars options

Step 5: Change format.

Designing your graph or chart to make it more pleasing is also a key point in presenting
data. This will not only enhance the appearance of your graph or chart, but it also helps in
distinguishing sets of data and their respective information. Excel has a wide range of
built-in colors and styles to choose from.

Figure 25. Chart styles options

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Figure 26. Format ribbon options

Step 6: Move chart.

After making necessary changes to your graph or chart, you can move your graph or chart
to a new sheet. Simply click the ​Move Chart​ tab and choose where you want to move it.

Figure 27. Move chart options

The figure below shows the chart we have created. It represents the profits of Team A, B, C,
D, and E in the year 2019. You can clearly compare each team’s profit, and show that Team C
has the biggest profit while Team D has the lowest.

Figure 28. Example of a column chart

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Extend

Activity 1
Erly would like to create a simple pie chart to represent her ideal budget for the month of
March. Help her to follow the right steps in creating a pie chart in Microsoft Excel by
sequencing the steps below. Write the numbers 1 to 7 with 1 being the first step and 7 being
the last.

__________ Choose the pie chart icon and select the simple pie among the options.
__________ Move the created pie chart to another worksheet.
__________ Apply styles and colors to the chart to make it aesthetically pleasing.
__________ Enter the desired data for the ideal budget.
__________ Make necessary adjustments to the title and data in the axes.
__________ Highlight the cells that contain the data and click the Insert tab.
__________ Add or edit different elements of the chart for her desired layout.

​ uide
G
Sequencing a step by step procedure requires the mastery of the topic being
discussed. Always make a logical judgement to find the correct sequence.

Activity 2
Determine whether the following statements are best practices when creating graphs and
charts. Draw a smiley face inside the circle for each number if it is a best practice, otherwise
draw a sad face.

1. Make your graph or chart simple and clean.

2. Choose the appropriate kind of graph or chart.

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3. Use unnecessary legends in your graph or chart.

4. Stick only with standard graphs and charts.

5. Apply needed elements in your graph or chart.

6. Display all the data that can be displayed in your graph or chart.

7. Decorate your graph or chart with lavish colors and styles.

8. Produce a graph or chart that is readable.

​ uide
G

Knowing the do’s and don’ts when creating a graph or chart is very important. It
would help you produce an effective representation for your audience. It would
also help your audience to grasp what information you would like them to take in.

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Evaluate

A. Choose the word that best matches each definition from

the word bank below.

legend gridlines vertical axis

error bars horizontal axis trendline

1. A line inside the chart which represents the overall progress of the data is called
_________________________.

2. If you wish to display lines inside the plot area of your graph or chart for better
representation, add _________________________.

3. An element that shows the precision of the measurement of data with the help of
standard deviation is called _________________________.

4. When inputting the data, what you put in the first box will reflect the
_________________________of the graph or chart.

5. A/An _________________________ is an explanation of the characters and symbols inside

your graph or chart.

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B. Identify which kind of graph or chart is

best to use in each of the following
statements. Provide a short explanation of
why you think it's the appropriate kind.
Write your answers on the box after each
number.

6. Kate would like to use a visual representation of her data that will display the trends
of her different sets of data.

7. Marione would like to use a visual representation of his data that will compare his
data with other data with negative values.

8. Ruby would like to use a visual representation of her data that will show a
percentage of the whole set of data.

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9. Allan would like to use a visual representation that will analyze his sets of financial
data.

10. Mio would like to use a visual representation that will show his large sets of data in a
3-D landscape.

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Wrap Up
___________________________________________________________________________________________

● Graphs are considered to be the most basic way to represent data visually while
charts are considered to be the most pleasing way. In graphs, you are usually
dealing with different data parameters. In charts, you are usually comparing and
contrasting parts of the same data against each other.

● There are different kinds of graphs and charts for general use such as columns, line,
pie, bar and scatter plot.

● There are also other kinds of graphs and charts for more case-specific use such as
area charts, stock charts, surface charts, doughnut charts and radar charts.

● The following are the basic steps in creating graphs or charts.

Step 1: Enter data into a worksheet.

Step 2: Select graph or chart kind.

Step 3: Create your graph or chart and adjust Quick Layout.

Step 4: Add chart elements.

Step 5: Change format.

Step 6: Move chart.

___________________________________________________________________________________________

Photo Credits
Image​ by​ ​janjf93​ is licensed under​ ​Pixabay​ ​ via​ ​Pixabay​.

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Bibliography
“Excel 2013: Charts.” GCFGlobal.org. ​https://edu.gcfglobal.org/en/excel2013/charts/1/
(accessed April 21, 2020).

“Excel Charting Basics: How to Make a Chart and Graph”. Smartsheet.

https://www.smartsheet.com/how-to-make-charts-in-excel (accessed March 30,
2020).

“Using Microsoft Excel: Creating and Modifying Charts.” Research Guides. University of
Michigan Library, June 17, 2019.
https://guides.lib.umich.edu/c.php?g=283162&p=1886446

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