Functions Language: Tables and Charts

Tables

Introduction

In all slides we have used so far, we were typing text into text boxes. A table is another type of object that receives text. The major feature of a table is that it arranges its data into boxes called cells. To do this, a table is made of vertical arrangements called columns that intersect with horizontal arrangements called rows. The vertical arrangements usually serve as categories of information. The horizontal parts are usually called records. Based on this, a table can be represented as follows:

Normally, this is the way it is done in databases. In Microsoft PowerPoint tables, there is no rule to put categories in columns or records in rows. This means that you can reverse the roles of columns and rows.

The intersection of a column and a row is called a cell. To provide feed back for the roles of columns, their top cells, also called column headers, can be formatted with bold characters and optionally a different background. Here is an example:

To get a table in a slide, Microsoft PowerPoint provides a special slide with a table that you can simply fill out.

Practical Learning: Adding a Table Slide

Start Microsoft PowerPoint and open the College Park Auto Shop1 presentation
If necessary, in the lower-left section of the screen, click the Normal View button.
In the left frame, click the button of the number 4 slide
To add a new slide, press Ctrl + M
To add a new slide, on the main menu, click Insert -> New Slide...
In the Apply Layout window, scroll down to the Other Layout section
In the Other Layout section, click the Title and Table button
Type Company Business Analysis as the title of the slide

Table Creation

To organize its information, a table is made of columns and rows. This also means that these would be the first two pieces of information you must provide to initiate a table. As stated already, the columns are the vertical arrangements while the rows are the horizontal records. To specify these numbers, if you double-click the Double Click To Add Table button on a Table slide, the Insert Table Table dialog box would appear:

This allows you to specify the starting number of columns and the starting number of slides. The default values are set to 2 each. To change these numbers, you can either click the corresponding text box, delete the value and type the new one, or you can click the up and down arrows of the spin button. After specify the values, you can click OK.

If you find out that you need more columns or more rows, you can use the Draw Table tool of the Tables and Borders toolbar. It allows you to draw horizontal or vertical lines. Another technique you can use to add columns and/or rows consists of clicking the Table button on the Tables and Borders toolbar and selecting an option on its menu:

Practical Learning: Creating a Table

In the body of the slide, double-click the button on top of the Double Click To Add Table line
In the Insert Table dialog box, change the Number of Columns spin button to 3 and change the Number of Rows to 4
Click OK
If the Mouse cursor appears with the Draw Table tool, on the Tables and Borders toolbar, click the Draw Table button to dismiss the tool
Click the middle top cell in the table
Type 2002 and press Tab
Type 2003
To add another column to the right side of the 2003 column, while the caret is in that column, on the Tables and Borders toolbar, click the Table button and click Insert Column To The Right
Click 2003 and press Tab
In the new top empty cell, type 2004 and press Tab

Complete the table with the following values:

	2002	2003	2004
Advertising	$124000	$175000	$55000
Equipment	$65000	$18800	$42500
Research and Development	$38700	$82500	$44700

While the caret is in the last (lower-right) cell, to add a new row, press Tab and complete the last row with the following values:

	2002	2003	2004
Advertising	$124000	$175000	$55000
Equipment	$65000	$18800	$42500
Research and Development	$38700	$82500	$44700
Community Involvement	$8500	$42500	$75600

Save the presentation

Table Formatting

A table is mainly made of text. By default, all sections of text in a table use the same font name and the same font style. You can change the font characteristics of only one word, the content of one cell or the text in all cells.

To change the font of text that is part of a cell, you can right-click that cell and click Font... To change the font of only one word, one whole column, a group of columns, one whole row, a group of rows, or the whole table, first make the necessary selection. Then, right-click the selection and click Font...

By default, all text in a table uses the same color. As mentioned already, you can format the column to appear differently. This also applies to their background. To change the background of one cell, you can right-click it and click Borders and Fill... To change the background of one column, a group of columns, one row, a group of rows, or the whole table, first make the necessary selection. Then, right-click the selection and click Borders and Fill...

Practical Learning: Formatting a Table

In the table, click 2002
Press and hold Shift
Click 2004 and release Shift
On the Formatting toolbar, click the Center button
On the Formatting toolbar, click the Bold button
On the Drawing toolbar, click the arrow of the Font Color button and click the white button
Click Advertising. Press and hold Shift. Click Involvement and release Shift
As the white color was the last action, press F4 to paint them in white
On the Formatting toolbar, click the arrow of the Font Size combo box and select 24
On the Tables and Borders toolbar, click Center Vertically
Click 2002. Press and hold Shift. Click 2004 and release Shift
Press F4 to repeat the last action
On the table, click $124000. Press and hold Shift. Click $75600 and release Shift
Press F4 to repeat the last action
While the numbers are still selected, on the Formatting toolbar, click the Align Right button
In the table, click 2002. Press and hold Shift. Click 2004 and release Shift
On the Tables and Borders toolbar, click the arrow of the Fill Color button and click More Fill Colors
In the Colors dialog box, click Custom and set the color to Red=50, Green=50, Blue=255
Click OK
Click the empty cell in the top-left corner of the table. Press and hold Shift. Click Involvement and release Shift
Press F4 to repeat the last action
Click the empty cell in the top-left corner of the table. Press and hold Shift. Click $75600 and release Shift
On the Tables and Borders toolbar, click the arrow of the Border Width combo box and select 2^1/4 pt
On the Tables and Borders toolbar, click the Border Color button and select the white color
On the Tables and Borders toolbar, click the arrow of the Outside Borders button and select All Borders
Drag the right border of each column to make the table fit in the slide
Save the presentation

Charts

Introduction

A chart is a graphic object that is used to represent numeric values instead of words. A good chart meticulously formatted can highly enhance a presentation. Before creating a chart, you should plan it. This means that you should prepare the numbers that would be used. There are two pieces of information you should have before starting: The numbers that you want to represent and the type of chart you want to use.

To get a chart in a slide, you have two main options. You can use the Chart slide, which is a slide whose body would be made of a chart. Alternatively, to have a chart as part of a slide that also contains text, you can use either the Text & Chart slide or the Chart & Text slide.

Practical Learning: Introducing Charts

In the lower-left section of the screen, click the Slide View button. In the left frame, click the button of the number 6 slide
To add a new slide, on the main menu, click Insert -> New Slide...
In the Apply Layout window, scroll down to the Other Layout section
Click the Title and Chart button (it is the last)
Type Comparative Analysis as the title of the slide

Creating a Chart

To help with charts, Microsoft Office provides all the necessary means. For example, in order to generate a chart, you must provide a table of numbers. This table is provided as a datasheet to you. All you have to do is to fill it up.

Practical Learning: Creating a Chart

In the body of the slide, double-click the Double Click To Add Chart line
Click 1st Qtr and type 2002
Press Tab and type 2003
Press Tab and type 2004
Right-click column header D and click Delete
Click East and type Advertising
Press Tab and type 124000
Press Tab and type 175000
Press Tab and type 55000
Right-click 2 on the left side of West and click Delete
Right-click 2 on the left side of North and click Delete
Click somewhere in the body of the slide to close the Datasheet window

Characteristics of a Chart

As stated already, a chart is used to graphical represent numeric values. After creating a sheet of these values, you may have new numbers you want to add to the chart. You may want to change the values or words on the chart. You may want to change the appearance of an aspect of the chart. All these operations are possible. To make a change to the chart, you can first double-click it.

As seen above, the numbers used by the chart are created in a datasheet. If you want to add a new column, display the Datasheet window. To add a column to the right side of the existing columns, simply click a cell on the right side and type the desired value(s). To insert a new column between two existing ones, right-click a column and click Insert.

To add a new row of data, click a cell under the existing ones and start typing.

After creating the chart, to change the appearance of the graphic objects that make up the chart, you can right-click one of them and click

Practical Learning: Formatting a Chart

On the slide, double-click the chart
Click the cell under Advertising, type Equipment and press Tab, complete the datasheet as follows:
Click somewhere on the slide to close the datasheet
Save the presentation

The Sections of a Chart

To present its information, a chart is made or various sections.

Most or everyone of these aspects can be hidden, displayed or changed. To perform any action on these parts, you can double-click the chart.

To represent its numbers to the user, a chart draws some geometric figures, depending on the type of chart. These figures can be rectangles, pie slices, triangles, cones, etc. By default, the chart engine uses some selected colors from its own list. You can either change these colors or apply some preset drawings available. You can also design and use any custom picture to paint the chart's shapes.

To format the geometric figures of a chart, you can right-click one of them and click Format Data Series.

When a chart draws its graphics, if the data is made of different types of values, the chart engine uses a different column for each type of value to differentiate them. Because this can become confusing, a small box is created as a guide. This box, by default displayed to the right of the chart, is called a legend.

In the legend, a small painted square displays a color and a label on its right. The color is one of the colors used on the graphics of the chart. The label indicates what that part represents

By default, when a chart is drawn, it is equipped with shapes and a separate legend. If you want, you can display the value of each part and possibly its name close to it. This is done through a label. On a large chart, a label can also be used in the absence of a legend. In fact, you can delete a legend and simply make use of a label.

Labels are created using the same approach as we have done with the legends and titles.

The wall is in fact the background of a chart. By default, it is painted white. You can use a different color to paint it, a design pattern or a picture to cover it.

Practical Learning: Formatting a Chart's Shapes

To format the chart, double-click it
Right-click the most right (green) box and click Format Data Series...
In the Patterns property page of the Format Data Series dialog box, the Brown color (1st row - 2nd column) and click Fill Effects
In the Gradient property page of the Fill Effect dialog box, click the One Color radio button and move the slider slightly to the left
In the Shading Styles section, click the Vertical radio button
In the Variants section, click the button in the 2nd column - 2nd row
Click OK
Click OK
Right-click the legend box that is positioned to the right of the chart and click Format Legend...
In the Format Legend dialog box, click the Placement property page
Click Bottom and click OK
Right-click the white area in the chart and click Format Walls...
In the Format Walls dialog box, in the Area section, click Fill Effects
In the Fill Effects dialog box, click the Texture property page
In the Texture section, click the box in 2nd column - 2nd row
Click OK twice
Complete the chart as you see fit and click an empty area in the slide to see the result
Save the presentation

Organization Chart

Introduction

An organization chart is a series of pictures or boxes that can be used to display the hierarchical overview of a company. For example, if you go to a governmental agency or a corporate office, on the wall, you may see the picture of the highest ranking representative of the institution, such as the picture of the governor. Under it, you would see the picture of the second ranking officers. Under them, you may see the highest people who respond to them. Although those are usually simplistic, an organizational chart can provide more information than that.

You also can create an organization chart and add it to your presentation.

Practical Learning: Introduction Organizational Charts

Display the Slide View. In the left frame, click the button of slide number 2
To add a new slide, on the main menu, click Insert -> New Slide...
In the Apply Layout window, scroll down to the Other Layout section
In the Other Layout section, click the Title and Diagram or Organization Chart button
Type Company Organization as the title of the new slide

Creation of an Organization Chart

Microsoft PowerPoint allows you to easily create an organization chart using a software product that ships with Microsoft Office. This software is not installed with the default installation. This means that you can install it using a Custom installation or when needed, Microsoft PowerPoint would let you know that it is not installed.

Practical Learning: Creating an Organizational Chart

To create the organization chart, in the slide double-click the Double Click To Add Org Chart line. You may receive a message box informing you that the feature is not installed:

In this case, if you have the Microsoft CD or DVD, put it in the appropriate drive and click Yes. If you don't have it, click No and skip the exercise
In the Microsoft Organization Chart window, if the top Type Name Here line is not selected (it should be automatically selected already), then click the Type Name Here line in the top green box.
Type Paul Maestro
Select the Type Title Here text and type Chief Executive Officer (CEO)
Click in the most left text box and type Bertine McGrath
In the same box, select Type Title Here and type Chief Financial Officer (CFO)
Click in the text box under the CEO and type Alfred Toth
In the same box, select Type Title Here and type Chief Operating Officer (COO)
Click in the most right text box and type Christine Essomo
In the same box, select Type Title Here and type Chief Technology Officer (CTO)
Click a white area in the window
On the main menu of Microsoft Organization Chart, click File -> Close and Return to College Park Auto Shop1
When a message box asks you whether you want to save the change, click Yes
To continue with more personnel to the chart, double-click it
To add more personnel to the chart, on the toolbar of Microsoft Organization Chart, click Assistant
Click Paul Maestro
Type Joceline Sinclair and press Enter
Type Exec Admin Assistant
Right-click Paul Maestro and click Color...
In the Color dialog box, click a dark blue color (bottom section - 1st row - 5th column) and click OK
While the CEO box is still selected, on the main menu, click Text -> Font...
In the Font dialog box, change the font to Arial, Bold, Size=16 and click OK
While the CEO box is still selected, on the main menu, click Text -> Color... In the Color dialog box, click the white color (top section - 1st row - 2nd column) and click OK
Right-click Paul Maestro, position the mouse on Border Style and click the last box under None
Right-click Paul Maestro, position the mouse on Shadow and click the box on the right side of None
Right-click Paul Maestro and click Border Color. In the Color dialog box, click the white color (top section - 1st row - 2nd column) and click OK
Format the other boxes as you see fit
On the main menu of Microsoft Organization Chart, click File -> Exit and Return to College Park Auto Shop1
When a message box asks you whether you want to save the change, click Yes
Resize the chart to occupy most of the body of the slides
Save the presentation and view it
Close Microsoft PowerPoint