PRESENTING
EXCEL
By Tamara Otley
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Learn about average range graphing in Excel
Importing graphs into PowerPoint
Learn how to import Pivot Tables
Learn about clustered stacked column charts
Chart Animation
Auto creating PowerPoint from Excel
I will ask for volunteers at the end to show off
their PowerPoint!
Open Workbook
“Exercise 1 Average Range Graph.xlsx”
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Notice…
Notice blanks on either side of the months
Notice the same column by the average range
has the same data as January and December
respectively.
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Highlight cells A23-O24
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Insert
Column
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2-D clustered column
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Change Horizontal Axis Labels
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Right click on graph
Select data
Under Horizontal Axis Labels, click Edit
Click graph icon
Select cells B22-O22EnterOK
Axis Options
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Right click on months
Format Axis
Under Interval between
labels, click specify interval
unit and enter 1
Under Vertical axis crosses,
click on At Category number
and enter 1
Under Position Axis, click
on On tick marks
Close
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Add In Average Range
Right click on graph
Select data
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Under Legend Entries  click Add
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High Values
For Series Name, click on cell A26
For Series Values click on the spreadsheet icon
Highlight cells B27-O27Click Ok
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Low Values
Under Legend Entries  click on Add
Leave Series name blank
For Series Values  click on spreadsheet icon
Highlight cells B28-O28  click ok
In Select Data Source window  click ok
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Creating Area
Right click on one of the Series 4 columns
Change series chart type
Select Area  click Ok
Right click on one of the Average Range
columns
Change series chart type
Select Area  click Ok
Format Plot Area
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Right click on plot
area
Fill  Solid fill  Blue
(Choose color)
Boarder Color  Solid
line  Black
Close
Format Grid Lines
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Right click on vertical (value) axis major
gridline
Format gridlines
Under Line color  choose solid line, then
make it the same color as your background
Format Series4 Area
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Right click on Series 4
Format data series  Fill  Solid fill
Choose same color as background
Note: Make sure 2011 and 2012 columns are
a different color than your background or
your average range.
Format Legend
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Click on Series 4 on the legend  hit delete
For more definition for the average range
make the boarders solid black
Right click on legend  format legend 
Bottom
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Keep Excel open
Open PowerPoint
In Excel:
 Right click on graph  Copy
In PowerPoint:
 Paste
 Paste Special
 Paste link
In Excel:
 Select cells A22-N24
 Right click
 Copy
In PowerPoint:
 Paste
 Paste Special
 Paste link
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Open Workbook “Exercise 2 Pivot Table.xlsx”
Create a pivot table
◦ Insert
◦ PivotTable
◦ PivotTable OK
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Drag Case Number into Values field
Drag Case Type into Row Labels
Fix column and row width
Height
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Select cells A4-B35
Copy
In PowerPoint:
 Click on new slide
 Paste
 Paste Special
 Paste link
Row Labels
ADW ON PO NO FIREARM GBI LIKEL
AGGRAVATED ASSAULT
APPROPRIATION OF LOST PROPERTY
ASSAULT WITH CAUSTIC CHEMICAL
ASSAULT WITH INTENT TO RAPE
ATTEMPT MURDER
AUTO THEFT
BATTERY AGAINST PEACE OFFICER
BATTERY-EMERG PERSO FELONY
BURGLARY
CARJACKING
CHILD ABUSE
CHILD ENDANGERMENT
DV AGGRAVATED ASSAULT
ELDER HARM/DEATH-FELONY
ELDER THEFT BY CARETAKER
GRAND THEFT
GRAND THEFT AUTO
LYNCHING
MURDER
NEGLIGENT DISCHARGE FIREARM
OBSTRUCT/RESIST EXEC OFFICER
PETTY THEFT
RAPE
ROBBERY
SHOOT AT INHABITED DWELLING
THEFT FROM ELDER OVER $400
THEFT W/PRIOR OTHER
THROWING SUBS AT VEH-INJURY
USE EXPLOSIVE W/INT TO INJURE
WEAPON-BRANDISHING-FIREARM
Grand Total
Count of Case Number
6
110
8
1
2
4
345
2
1
1630
3
18
1
150
1
1
506
2
1
3
7
4
1133
22
127
2
2
3
1
1
22
4119
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Change:
Grand Theft Auto to
Auto Theft
in Raw Data
Update Pivot Table
Notice change on
PowerPoint
Row Labels
ADW ON PO NO FIREARM GBI LIKEL
AGGRAVATED ASSAULT
APPROPRIATION OF LOST PROPERTY
ASSAULT WITH CAUSTIC CHEMICAL
ASSAULT WITH INTENT TO RAPE
ATTEMPT MURDER
AUTO THEFT
BATTERY AGAINST PEACE OFFICER
BATTERY-EMERG PERSO FELONY
BURGLARY
CARJACKING
CHILD ABUSE
CHILD ENDANGERMENT
DV AGGRAVATED ASSAULT
ELDER HARM/DEATH-FELONY
ELDER THEFT BY CARETAKER
GRAND THEFT
GRAND THEFT AUTO
LYNCHING
MURDER
NEGLIGENT DISCHARGE FIREARM
OBSTRUCT/RESIST EXEC OFFICER
PETTY THEFT
RAPE
ROBBERY
SHOOT AT INHABITED DWELLING
THEFT FROM ELDER OVER $400
THEFT W/PRIOR OTHER
THROWING SUBS AT VEH-INJURY
USE EXPLOSIVE W/INT TO INJURE
WEAPON-BRANDISHING-FIREARM
Grand Total
Count of Case Number
6
110
8
1
2
4
345
2
1
1630
3
18
1
150
1
1
506
2
1
3
7
4
1133
22
127
2
2
3
1
1
22
4119
Open Workbook “Exercise 3 Clustered Stacked
Column Chart.xlsx”
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Notice: Cells A52-G91 (Data spaced apart)
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Notice: Cells O52-P89 (No spaces)
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Notice: Cells P36-AA41 (2011 data)
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Highlight cells C52-G88
Insert  Column (graph)  Stacked Column
16000.00%
14000.00%
12000.00%
Simple Assault
10000.00%
Agg Assault
8000.00%
Robbery
6000.00%
Rape
4000.00%
Homicide
2000.00%
0.00%
1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31 33 35
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Drag graph up to the
top of the page and
enlarge to fit the space
Right click on a bar
Format Data Series
Change Gap Width to
10%
Close
Now add in “Dummy” Secondary Axis for labels
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Select cells H52-H88
Hold <Ctrl>
Select cells A52-A88
Copy
Select graph
Paste  Paste Special
Make sure New Series, Columns, Series
Names in First Row, Categories (x Labels) in
First Column are selected then click OK
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Click on legend
Click on “Axis” and hit Delete
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Right click on legend
Format Legend
Top
Close
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Right click on x axis
Format Axis
Alignment
Custom Angle=-45o
Close
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Right click Y axis
Format Axis
Number
Click Number and make
Decimal places = 0
Close
Now customize!
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Change background
Change bar colors
Add data labels
Change to 3D
Be creative!
Add Average Range as an upper and lower line
 Right click on graph
 Click Select Data
 Click Add
 For Series Name  select cell O52
 For Series Value  select cells O53-O89
 Click Enter  Ok
 Click Add again
 For Series Name  select cell P52
 For Series Value  select cells P53-P89
 Click Enter  Ok  Ok
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Right click on Range High series
Change Series Chart Type
Click “Line”, then Ok
Repeat for Average Range series
Right click on Range High series
Format Data Series
Click Line Color  Solid  choose a color
While window is open, click Average Range
series and make the same color as Range
High  click Close
Delete Range High from Legend
How do we add this graph to our PowerPoint?
5
4
Burglary
3
Robbery
2
Auto Theft
1
0
2008
2009
2010
2011
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In PowerPoint
Click Insert, Chart, 3D Clustered Column, OK
On spreadsheet that pops up, change
Categories to 2008-2011, change Series to
Robbery, Burglary and Auto Theft and put in
numbers that make sense to you
Click Animation tab
Click dropdown arrow next to “No Animation”
Hover over choices to see preview
Make your selection
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Save and close your PowerPoint presentation
Open your PowerPoint presentation
Security Notice pops up
Click Update Links
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Edit Links to Files
From here you can
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Update the link (Update Now)
Change the source (Change Source)
Break the link to make your PowerPoint static
(Break Link)
Be careful when you port your PowerPoint
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Give yourself plenty of time for the
PowerPoint to regenerate date from the links
Make sure you have time to reestablish all the
links if some are broken during porting
Final destination MUST have access to the
links
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Show us your work
Tell us how you will be able to use this in
your agency
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Open Automatically Create PowerPoint From
Excel.xlsm
Click on and review Part I Crime Sheet
Click on and review Part II Crime Sheet
Click on Charts sheet
Customize Callouts for Part I and Part II
Crimes
Click “Create PowerPoint” button
Tamara Otley
Fullerton Police Department
Phone: (714) 738-5349
Email: totley@fullertonpd.org