excel charts witcher
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Copyright © 2011 Techronology. All rights reserved.
Dynamic Chart with Dropdown List ControlFebruary 18, 2011
Overview
We will create a chart in Microsoft Excel that updates automatically based on a selection from an in-cell dropdown list
This chart will function based on quarterly figures as its data source
The main purpose is to show users the dynamic functionality of Microsoft Excel without using macros
Copyright © 2011 Techronology. All rights reserved.
Quick Glance
The components Dropdown selection list Categories and data Dynamic chart
The idea To be able to change the chart's
data source based a user's selection
Again, we will not show you how to create the dropdown list itself, which is covered in a separate lesson
Copyright © 2011 Techronology. All rights reserved.
Requirements
Microsoft Excel 2007 You may be able to apply the instructions in this tutorial to other versions of
Microsoft Excel
Optional Check out the tutorials below on creating dropdown lists in Microsoft Excel
(We will not cover the creation of dropdown lists in this tutorial)
Copyright © 2011 Techronology. All rights reserved.
Tutorial Links
http://www.slideshare.net/techron/incell-interactivity-dropdown-box-in-excelhttp://www.techronology.com/index.php?pageID=007002&lessonID=excel0001&lessonType=pres
Get the Data Ready
This data refers to the amount of money spent on business supplies and stationary for a particular business
Below is the data you should use in this lesson
Copyright © 2011 Techronology. All rights reserved.
Supply 1st Qtr 2nd Qtr 3rd Qtr 4th QtrMemo Pads $100 $110 $150 $180 Pencils $30 $20 $25 $25 Staplers $400 $150 $200 $300
We have our data organized in cells D5 to H8, as shown below
Enter the Data
Enter the data (in cells D5 to H8) for your chart using the same numbers as below
Copyright © 2011 Techronology. All rights reserved.
Create the In-cell Dropdown List
In cell B6, create an in-cell dropdown list with four choices 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter
Copyright © 2011 Techronology. All rights reserved.
Select Your Data and Prepare to Create Chart
Select cells D5 to E8, which will serve as your initial data for your chart
Click on the Insert menu
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Create a Standard Pie Chart
Click on the Pie icon Click on the first pie icon
in the 2-D Pie section
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Chart Display
You can move the chart around, resize it, etc., but it is time to make the chart more dynamic
Now that the chart is created, let's make some named ranges that will work with the chart
Copyright © 2011 Techronology. All rights reserved.
Create the Named Ranges for First Two Quarters
Select cells E6 to E8 Type qtrData1 in the
Name Box and press Enter
Select cells F6 to F8 Type qtrData2 in the
Name Box and press Enter
We cover named ranges in a previous tutorial, which is listed on the Requirements page in the beginning of this tutorial
Copyright © 2011 Techronology. All rights reserved.
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Finish Creating the Named Ranges
Select cells G6 to G8 Type qtrData3 in the
Name Box and press Enter
Select cells H6 to H8 Type qtrData4 in the
Name Box and press Enter
Copyright © 2011 Techronology. All rights reserved.
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Test the Dropdown List
We now want to supply a number based on the user's selection Below are the index values we want to use for the dropdown list– 1st Quarter = 1– 2nd Quarter = 2– 3rd Quarter = 3– 4th Quarter = 4
So, when a user selects 3rd Quarter, for example, the value 3 should be applied
Copyright © 2011 Techronology. All rights reserved.
Match Up Your Choice
Type the formula shown above in cell B8 and press Enter
The MATCH function searches for a specified item in a range and then returns the relative position of that item in the range
In our case, the range is {"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"}
Copyright © 2011 Techronology. All rights reserved.
Our Match Formula Breakdown
The final result should be 1, 2, 3, or 4 in cell B6
If a match cannot be found, an error is displayed
Our dropdown list should only allow the values listed in the match range; therefore, an error should not occur
Copyright © 2011 Techronology. All rights reserved.
=MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)
This is the value in cell B6 we want to lookup
These are the range of values to check B6 against
The zero value in MATCH looks for an exact match
Creating the Series Names from User Selections
We can now append the number produced in B6 to the text "qtrData"
For example, if the user selects "2nd Quarter" then B6 will equal 2 and the text "qtrData" will become "qtrData2"
Below are the text values that we want to create based on the user selection 1st Quarter = "qtrData1" 2nd Quarter = "qtrData2" 3rd Quarter = "qtrData3" 4th Quarter = "qtrData4"
Copyright © 2011 Techronology. All rights reserved.
Test the Series Text Name
In cell B9, enter the follow formula (including the quotations)…
="qtrData"&B8
…which will produce qrtData1, qrtData2, qrtData3, or qrtData4
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Remember, cell B8 is the same as…
=MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)
Finalize Series Name
In cell B10, combine cell B8 and B9 using the following formula…
="qtrData"&MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)
This will become our master named range for the chart series
Copyright © 2011 Techronology. All rights reserved.
Get the Formula for the Series Name
Click on cell B10 Press function key 2 (F2)
to go into edit more Select all the text,
including the equal sign Press Ctrl-C to copy the
formula
Or… Select and copy the
formula from the formula toolbar
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Create the Series Named Range
Click Formulas from the menu
Click Define Name from the Formulas ribbon
Type seriesData as the Name
Paste in the formula you copied from cell B10 to the Refers to box
Press Enter or click OK
You may need to try this twice or type in the formula directly to get use to the procedure
Copyright © 2011 Techronology. All rights reserved.
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Make the New Range Name an Indirect Range
Open the Name Manager by pressing Ctrl-F3 or by clicking Name Manager from the Formulas ribbon (see previous page)
Click on seriesData In the Refers to box,
enclose everything in parenthesis
Before the first parenthesis, type INDIRECT
See the complete formula below
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=INDIRECT("qtrData"&MATCH(Sheet1!$B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0))
INDIRECT Function Note
INDIRECT returns the reference specified by a text string. References are immediately evaluated to display their contents. Use INDIRECT when you want to change the reference to a cell within a formula without changing the formula itself.
Copyright © 2011 Techronology. All rights reserved.
Apply Your New Range Name to the Chart
Right-click on a white area on the chart to view the shortcut menu
Click Select Data from the shortcut menu
You can also click on the chart, select Design from Chart Tools, and click on the Select Data icon
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Create New Data Source
Click on 1st Qtr and then click the Edit option
Under Edit Series, type Sheet1!seriesData in the Series values box
Press Enter or click OK
Basically, what you are doing is typing the name of your sheet, the exclamation point, and the named range
If your sheet's name is not "Sheet1" replace "Sheet1" with the name of your sheet
Copyright © 2011 Techronology. All rights reserved.
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Test Your Chart
Now when you select an option from the dropdown, the chart will update automatically according to your selection
On the other hand, the series name or title will not change because you did not create a dynamic range name for them yet
You really do not need to unless you plan on displaying a chart or series title
Simply click on the chart title and press delete
Copyright © 2011 Techronology. All rights reserved.
End Notes
You can now delete the contents of the test cells (B8, B9, and B10)
This technique can work with almost any kind of chart
Once you get really good, you can create charts that automatically adjust to the size of a range
You can get the supporting Microsoft Excel file from the following site:
http://www.techronology.com/products.php?prodID=less002
Copyright © 2011 Techronology. All rights reserved.
www.techronology.com
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