Create Charts and Objects in Excel 2013 Tutorial

Welcome to the Create Charts and Objects in Excel 2013 Tutorial offered by Simplilearn. The tutorial is a part of the Microsoft Excel 2013 Foundation Certification Training

In the next section, let us look at the objectives of this tutorial.

Objectives

By the end of this create charts and objects in Excel 2013 tutorial, you will be able to -

  • Create and format charts

  • Create quick charts and graphs

  • Insert picture and file objects

  • Add textboxes and SmartArt graphics in worksheets

In the next section, we will discuss the Introduction to Charts in Excel 2013.

Introduction to Charts in Excel 2013

An Excel application allows us to store data in cells. However, it is difficult to pictorially represent this data. The Excel 2013 has a feature called charts or graphs which is used to visually represent data in the form of graphs and charts. This component is extensively used in business presentations.

There are several types of charts and graphs. Some widely used charts in excel 2013 are-

Charts used in Excel 2013

Description

Column Charts

These charts are used to display categories on a horizontal axis and values on a vertical axis. They display categorical data along the horizontal axis and the values along the vertical axis

Line Charts

These charts are used to display categorical data on the horizontal axis and the values on the vertical axis.

Pie Charts

These charts are used to display the individual item size in proportion to the whole. The data points in the pie chart are shown as a percentage of the whole pie.

Doughnut Charts

These charts are used to display the relationship of an individual component to that of a whole component. This chart form can contain more than one data series.

Bar Charts

These charts are used to display categories on the vertical axis and the values on the horizontal axis.

Area Charts

These charts are used to display change over time and draw attention to the total value across a trend.

Scatter Charts

These charts are used to display combined values of X and Y in a single data point series.

These diagrams are used to illustrate and compare numeric values, statistical, and engineering data. In addition to these, there are bubble charts, surface charts, stock charts, radar charts, and combo charts in excel 2013. Also, the feature of the combo chart is that it is used to integrate multiple types of charts into a single chart.

In the next section, we will learn how to create charts in Excel 2013.

Create Charts in Excel 2013

Excel 2013 has introduced new features, which allows us to create charts effectively. They include -  

  • Recommended Charts;

  • Organized Chart Tools Tab;

  • Chart Elements;

  • Chart Styles and Filters;

  • New Formatting Task Pane;

  • More Data Labels Options;

  • Combo Charts; and

  • Quick Analysis Charts.

In the next section, we will continue the discussion on creating the charts in Excel 2013.

Create Charts in Excel 2013 (contd.)

There are different types of charts and graphs in Excel 2013. There are approximately 200 types of graphs in Excel. These graphs contain two axes. The horizontal axis referred to as the x-axis and the vertical access refers to as y-axis.

Single source values or multiple values can be added to generate a graphical representation. Each charge contains variable values like data labels, chart titles, and axis values. A particular graph can easily be converted into different forms of graphical representations. Excel 2013 also allows us to effortlessly change the chart layout, styles, and colors.

You can make use of the F11 shortcut key to create a  new chart in the new worksheet quickly.

In the next section, we will look at the business scenario for creating the charts in excel 2013.

How about investing your time in Microsoft Excel 2013 Foundation Certification Training? Take a look at the course preview NOW!

Business Scenario for Creating the Charts in Excel 2013

Let us now look at a Business Scenario.

John's manager has assigned him the task of preparing a bonus report for the previous year. He is also told to create a chart for the different portions of the table to aid in analyzing the report. The data for the bonus reports is shown below.

First, a chart using the name and the total bonus columns has to be created.

Later, another chart has to be created using the name, bonus for the first half, and bonus for the second half columns.

Next, from the Insert tab, select the insert column chart option from chart section. A drop-down list with the various chart types is displayed.

Click to select the clustered column option. A blank chart gets created.

Click within the chart area, hold and drag it to place it below the data table as shown in the image.

Chart area is the space within the chart. Right-click the chart area and click the select data option. The select data source pop up window is displayed.

Click add under legend entries series. Legend entries series is where we give the series name and series values. The edit series pop up window is displayed.

Click on the series name textbox. Select the i1 cell, as in this case, the total bonus is the series name. Click the series values textbox. Clear the content and type equals. Select the cell range i2 through i10 and click ok. In this case, the values that come under the total bonus are the series values.

The select data source pop up window is displayed with the data. Under the horizontal category axis labels, click edit. Horizontal category axis labels are where we list the various categories for which the values are defined in legend entries series. The axis labels pop up window is displayed.

Select the cell range F2 through F10 and click ok. In this case, the names of the employees are the axis labels.

The select data source pop up window is displayed with the data. Click ok. A chart for the name and total bonus columns has been created.

Click the Insert tab and select the column option and click to select the clustered column option. Click-drag and moved the blank chart next to the total bonus chart.

Right, click the chart area and click the select data option. The select data source pop up window will be displayed. Click the chart data range textbox. The chart data range can be used when the only one portion of the table data is used. Select the cell range F1 through H10 and click ok. In this case, chart data range includes names, bonus for the first half, and the bonus for the second half columns.

A chart for the name, bonus for the first half, and bonus for second half columns have been created.

Let us look at a quick recap of the steps that John performed:

  • Click the Insert tab.

  • Click to select the Column option from the Chart section.

  • Click to select the Clustered Column option.

  • Right click on the chart area and Click the Select Data… option.

  • Under Legend Entries (Series) click Add.

  • Click the Series name textbox and select cell which has the name of the series.

  • Click the Series values textbox, type = and select values for the series.

  • Click OK.

  • Similarly, select appropriate cells for Horizontal (Category) Axis Labels and create the chart.

  • Chart data range option can also be used to create charts.

In the next section, we will look at how to format charts in excel 2013.

Format Charts in Excel 2013

Excel 2013 allows you to format charts, add borders, change layout, apply styles, format data series, and add data labels. Excel 2013 has introduced a new feature called the quick analysis tool, which is used to access formatting options relevant to the current data. This tool allows us to apply conditional formatting, perform mathematical operations, create tables, add pivot tables, and insert sparklines.

It also acts like a mini toolbar to display the paste options menu and upper context-specific tools.

In the next section, we will continue our discussion on formatting charts in excel 2013.

How about investing your time in Microsoft Excel 2013 Foundation Certification Training? Take a look at the course preview NOW!

Format Charts in Excel 2013 (contd.)

A new formatting task pane has been introduced in excel 2013. This task pane acts as a single consolidated source for all formatting and styling options for graphs. This task pane has an element selector feature, which enables quick access to small and detailed elements. For example, legend position options. Another feature of the task pane is chart element, which allows us to adjust chart alignment, text direction, text angle, and margins.

Make sure to not use dark colors in the chart background as the dark colors will affect the vision.

In the next section, we will look at the business scenario for formatting charts in excel 2013.

Business Scenario for Formatting Charts in Excel 2013

After reviewing the bonus charts prepared by John, the manager now wants him to format the charts to give it an aesthetic appeal. John wants the format the charts using the design and format options.

The chart to be formatted are shown below.

Click to select the total bonus chart. The corresponding data in the cells stands out on selecting the chart. Click the design tab and scroll down to view the options in the dropdown list.

The drop-down list displays the various chart designs. Click to select an option like for example, style six. Total bonus chart is now formatted to style six. Follow the same steps and format the second chart to style five.

To change the title, click and edit the total bonus chart to individual bonus summary and to the other chart, the bonus for first and second half.

Apply shape styles options under the Format tab for both the charts.

Similarly, apply other formatting options like word art styles.

Let us to a quick recap of the steps performed by John:

  • Click to select the chart to be formatted.

  • Click the Design tab and select a style option.

  • Click and edit the chart title.

  • Apply Shape Styles options under the Format tab.

  • Similarly, apply other formatting options like WordArt Styles.

In the next section, we will learn how to move and resize charts in excel 2013.

Move and Resize Charts in Excel 2013

In Excel 2013, by default, all charts and diagrams are created on the same worksheet as the data source. You can move or resize a diagram by dragging it or by specifying precise dimensions. You can also display a graph in a separate worksheet, or move it to a dedicated worksheet. A chart is moved and resized by cells. Thus changes in the cell size impact the size and shape of the graph.

In the next section, we will look at the business scenario for moving and resizing the charts in excel 2013.

Business Scenario for Moving and Resizing Charts in Excel 2013

John's manager has reviewed the bonus report charts and has asked him to work on improving the presentation. To make the report visually appealing, John needs to place the charts one below the other. Further, he has been asked to keep the information intact, but work on moving and resizing the chance.

The bonus table, as well as the supporting charts, are given below.

Observe that the charts are of different sizes. To move the chart, click to select total bonus charts area. A move icon will be displayed when the cursor is rolled over the charts area.

Click, hold and drag the total bonus chart to the top right side of the page. Similarly, move the second chart below the total bonus chart.

To change the size of the chart, click to select the total bonus chart. A resize icon appears at the corner of the chance area.

Click-hold and drag the corner of the chart to match the size of the other chart. Now, both the charts are of the same size.

Let us to a quick recap of the steps performed by John:

  • Click to select the Chart.

  • Click, hold and drag the Chart to the desired place on the worksheet.

  • To resize the chart, select the Chart.

  • Click, hold and drag the Chart from a corner to change the size.

In the next section, we will learn about recommended charts in excel 2013.

Recommended Charts in Excel 2013

Excel 2013 has introduced another feature to enable quick, graphical representations of data. This feature is called recommended charts. Recommended charts is a very convenient option that allows you to understand the different forms of representations, which can be created with a given data range. If you are a beginner who is learning to make graphs, all you need is the data range and colorful graphs can be created with a few simple clicks. The recommended charts option can be viewed under the insert tab.

In the next section, we will look at the business scenario for the recommended charts in excel 2013.

Business Scenario for Recommended Charts in Excel 2013

John's manager has asked him to plot a chart for the bonus details of employees. He needs the chart quickly and has asked John to use the recommended charts feature in excel 2013. The bonus details are shown below.

Select the cells from A1 to E10 for which the chart has to be plotted. From the Insert tab, select the recommended charts and the insert chart pop up window opens. Scroll through the thumbnail section to preview the recommended charts.

Select the required chart from the recommended charts, say, clustered column line. Click ok to insert the chart in the worksheet. Click the chart title and rename the chart to bonus details.

Let us do a quick recap of the steps performed by John:

  • Select the data for which the chart has to be plotted.

  • Click the insert tab and look for “Recommended Charts” option in the charts section.

  • Click “Recommended Charts”.

  • Scroll the thumbnail section and select the recommended chart you prefer.

  • Click OK to insert the chart in the worksheet.

  • Rename the chart title by editing the Chart Title box.

In the next section, we will learn about the introduction to objects in excel 2013.

Introduction to Excel 2013 Objects

Excel 2013 allows you to incorporate all graphic elements of MS Word and PowerPoint into a workbook. This feature is used to create standalone information sources containing text content and data in other formats as well.

For example, an index worksheet contains clickable images to navigate within a workbook or opening a program by clicking on an image or a shape.

In the next section, we will understand how to insert picture objects in the Excel 2013.

Insert Picture Objects in Excel 2013

Excel 2013 allows you to insert picture objects in two ways -

  1. Create a new object: This option allows you to place an image or picture as an object and link the object to automatically update any changes made in the image or picture.

  2. Create an object from an existing file: This option allows you to create an object from an existing image or picture, and place it as a linked icon.

The Insert Picture Objects function saves a lot of time to display relevant content with a picture.

In the next section, we will look at the business scenario for inserting picture objects in Excel 2013.

Business Scenario for Inserting Picture Objects in Excel 2013

John’s colleague, Richard has been working on a product catalog and has approached John for help. He wants John to teach him how to insert pictures into Excel 2013 worksheet. Let us now learn how to insert pictures into the worksheet.

To insert the picture object, select the cell D6. Select the insert tab and insert menu will be displayed. Select pictures from the illustrations group. The insert picture pop up appears.

Select pictures from the navigation pane on the left side, of the insert picture screen. The picture's item may not be visible if you have not enabled it on your system.

Select the logo file and click insert. The picture gets inserted into the Excel worksheet.

To format the picture, navigate the picture styles, click to select the drop shadow rectangle menu item.

Observe that the picture looks like it has been raised off the surface of the Excel worksheet. Click to select the picture and click the picture effects item. The picture effects drop-down list appears.

Select 3-D rotation and click perspective contrasting left.

The image has been rotated.

Let us now do a quick recap of the steps John performed:

  • Select the cell where pictures are to be inserted.

  • Click the Insert tab.

  • Click Pictures from the Illustrations group.

  • Insert Picture pop-up appears.

  • Select the path on the system from where the picture has to be selected.

  • Select the picture file and click Insert.

  • To format the picture, navigate to Picture Styles and apply various formatting features from the Picture Border, Picture Effects, and Picture Layout Options.

In the next section, we will learn how to insert other file formats as objects in excel 2013.

Insert Other File Formats as Objects in Excel 2013

Excel 2013 allows you to create objects from other element applications, such as Word and PowerPoint in two ways-

  1. Create a new object: This option allows you to create a new MS Word or MS PowerPoint file and insert them as objects in the worksheet. These objects can also be embedded as an icon.

  2. Create an object from an existing file: This option allows you to create an object from an existing Word document or PowerPoint presentation and displayed as a linked icon. This is a very useful option, as any changes made in the original file will automatically get updated in the embedded object.

In the next section, we will look at the business scenario for inserting other file formats as objects in Excel 2013.

Business Scenario for Inserting Other File Formats as Objects in Excel 2013

John's manager wants him to create the employee performance report for the previous year in Excel 2013. He has asked John to include the table for bonus distributed to employees and the associated chart from the bonus report for reference. The employee performance data for the previous year is displayed below.

Select the K2 cell. Select the Insert tab and in the text group, click to select the object menu item. The object pop up window opens.

Select the create from file tab and click on browse. The browse pop-up window opens.

To insert a picture file click the pictures tree menu item. Select the file - Employee_TotalBonus_ 2013 file and click insert. In the object pop up window, click ok.

The image is now inserted in the excel sheet.

Right click the image and scroll down to the Packager Shell Object and click the Activate Content menu item.

Now the image is displayed as shown below.

Close the image viewer window to return to the excel sheet. Select the A12 cell. Click the object menu item under the Insert tab and click browse in the Object pop-up window. To insert a file in the browse pop-up window, select the Documents tree menu item. Select the Employee_Bonus_Report file and click insert then click ok. The data from the employee bonus report is inserted in the Excel sheet.

Let us now do a quick recap of the steps performed by John:

  • Identify the cell in the Excel sheet where the file is to be inserted.

  • Click the Insert tab.

  • Under the Text group, click to select the Object menu item.

  • In the Object pop-up window, click the Create from File tab and click Browse.

  • In the Browse pop-up window, navigate to the folder where your file is located.

  • Select the file and click Insert, then click OK in the Object pop-up window.

  • The file will display in the excel worksheet. If your file is an image, right-click the inserted object and click to select the Activate Contents item to view it.

In the next section, we will learn to add textboxes in excel 2013.

Add Textboxes in Excel 2013

Excel 2013 facilitates adding textboxes in worksheets. It allows us to alter the textbox size, text alignment, backgrounds, and text colors, applying different borders and layout styles to the text boxes. Textboxes can be identified as rectangle boxes with text.

In the next section, we will look at the business scenario for adding textboxes in excel 2013.

Business Scenario for Adding Textboxes in Excel 2013

John has created the employee bonus report in Excel 2013, including details such as employee name, employee code, bonus received, etc. John's manager has asked him to include a note saying that the bonus amount will change as per the company policy. The employee bonus data for the previous year is displayed here.

Select the Insert tab, in the text group, click to select the Textbox menu item. The draw icon appears. Move the mouse to the G11 cell. Click and drag to draw a text box. The textbox gets displayed with the cursor.

Type in the text, “Bonus amount subject to change as per company policy.” Click and drag the textbox corner to resize it. Select the textbox by clicking on the border. On the home tab, click the fill color menu item and select a color. The textbox is displayed with the chosen color, keeping the textbooks selected.

Click the font color menu item on the home tab and choose the color. The font color in the textbox is changed. Click the decrease font size menu item on the home tab to decrease the font size in the textbox. The text box, with the required font and color, is displayed.

Let us now do a recap of the steps performed by John:

  • Identify the place in the Excel sheet where the text box is to be drawn.

  • Click the Insert tab.

  • In the text group, click to select the Text Box menu item.

  • Click and drag to draw the text box.

  • Type in the required text in the box and resize it if required.

  • Customize the textbox using the Fill Color, Font Color, and Font Size menu items on the Home tab.

In the section, we will learn to how to add smartart in excel 2013.

Add SmartArt in Excel 2013

SmartArt enables you to pictorially illustrate information. This feature is widely used in presentations. It allows you to represent a range of data, from process flows to a relationship between different elements within an equation. The smart art graphic structure, color, and shape can be changed based on our requirements.

In the next section, we will look at the business scenario for adding smart art in excel 2013.

Business Scenario for Adding SmartArt in Excel 2013

Simplilearn has declared a bonus for employees with exemplary performances. The steps to know which employee has been awarded the bonus is also published. John's manager has asked him to create an infographic detailing the steps for accessing the employee bonus list. John wants to create the infographic in excel 2013 using the smart art option.

A new excel spreadsheet is first chosen. Select the smart art item from the Illustrations group of the Insert tab. The “Choose a SmartArt Graphic” pop up window opens.

Select the process item in the menu and click to select continuous block process layout and click ok.

The select SmartArt graphic is displayed and the SmartArt tools menu opens. In the design tab, click the Text Pane item in the Create Graphic group. The smart art text pane opens.

Type in the first instruction against the first bullet in the text pane.

Similarly, type in the second and third instructions in the text pane.

To add a smart art shape for additional steps, click the add shape menu item and the additional shape gets added that matches the smart art graphic. Type in the last instruction in the text pane. Under the SmartArt Styles, click More item. Under the 3-D menu, select the insert item.

Click the change colors item and click to select the Colorful Range - Accent Colors 3 to 4 items. Click away to any cell to view the smart art.

Summary

Let us summarize what we have learned in this Create Charts and Objects in Excel 2013 Tutorial:  

  • Some newly added chart features help in the quick and easy creation of graphic and diagrams.

  • Chart size is determined by the size of a cell.

  • The Quick Chart feature includes the different styles of graphic representations for a given set of data.

  • Pictures and files can be inserted in a worksheet in two ways – by creating a new object and by creating an object from an existing file.

  • Textboxes are rectangular boxes with text. They are used to add descriptive or commentary notes in the worksheets.

  • SmartArt enables pictorial representation of information. It is extensively used in business presentations.

Conclusion

With this, we come to an end of the Create Charts and Objects in Excel 2013 Tutorial.

  • Disclaimer
  • PMP, PMI, PMBOK, CAPM, PgMP, PfMP, ACP, PBA, RMP, SP, and OPM3 are registered marks of the Project Management Institute, Inc.

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