Fundamentals of Graphic Aids: Charts and Graphs

Radkur, Inc. Net Profit, 1994-2001

15.2

9

-3.1

-12.5

5.3

10.812.1

9.9

-15

-10

-5

0

5

10

15

20

mil

lio

ns

of

do

llar

s

O"Leary's Home Center Sales by Department, 1991-2000

0.0

20.0

40.0

60.0

80.0

100.0

Plumbing

Gardening

Hardw are

Roswell Manufacturing Company Annual Production of Automotive Parts, 1990-94

147

77

160

120

180

0

20

40

60

80

100

120

140

160

180

200

$ m

illio

ns

1990 1991 1992 1993 1994

XYZ Company Annual Sales, 1996-1998

0

10

20

30

40

50

1 2 3 4

Objectives

• Explain the value of graphs in reports

• Describe the criteria for quality graphs

• Describe the potential for misleading data

• Choose the correct graph for different data sets

• Construct bar graphs, pie charts, and line graphs

Radkur, Inc. Net Profit, 1994-2001

15.2

9

-3.1

-12.5

5.3

10.812.1

9.9

-15

-10

-5

0

5

10

15

20

mil

lio

ns

of

do

llar

s

O"Leary's Home Center Sales by Department, 1991-2000

0.0

20.0

40.0

60.0

80.0

100.0

Plumbing

Gardening

Hardw are

Why use charts?

• To help clarifyclarify complex data

• To supplementsupplement text (not substitute text)

• To help the reader focusfocus on the data

• To simplifysimplify the reader’s comprehension

To clarify, supplement, focus, simplify

Year Hardware Gardening Plumbing

1991 20.4 1.4 12.3 1992 23.3 1.2 14.6 1993 25.8 1.6 18.0 1994 27.3 1.8 23.2 1995 26.1 2.0 28.4 1996 28.9 2.3 30.1 1997 29.2 2.9 36.5 1998 31.3 3.5 39.2 1999 32.5 4.2 40.3 2000 34.9 5.5 40.8

Source: Primary

Table 1

O’Leary’s Home & Garden Center Sales by Department, 1991-2000

(millions of dollars)

O'Leary's Home Center Sales by Department, 1991-2000

(millions of dollars)

0.0

20.0

40.0

60.0

80.0

100.0

Plumbing

Gardening

Hardw are

1991 1992 1993 1994 1995 1996 1997 1998 1999 2000

To clarify, supplement, focus, simplify

1991 1992 1993 1994 1995 1996 1997 1998 1999 2000

To clarify, supplement, focus, simplify

O'Leary's Home Center Sales by Department, 1991-2000

(millions of dollars)

0.0

20.0

40.0

60.0

80.0

100.0

Plumbing

Gardening

Hardw are

Year Hardware Gardening Plumbing

1991 20.4 1.4 12.3 1992 23.3 1.2 14.6 1993 25.8 1.6 18.0 1994 27.3 1.8 23.2 1995 26.1 2.0 28.4 1996 28.9 2.3 30.1 1997 29.2 2.9 36.5 1998 31.3 3.5 39.2 1999 32.5 4.2 40.3 2000 34.9 5.5 40.8

Source: Primary

Table 1

O’Leary’s Home & Garden Center Sales by Department, 1991-2000

(millions of dollars)

Criteria for Quality Graphs

1. Shows the data2. Helps the reader focus on the data rather than

on the graph itself3. Avoids misleading the reader or distorting the

data4. Simplifies the reader’s comprehension of the

data5. Is consistent with the verbal or numeric

description of the data.

Potential for misleading the reader

Radkur, Inc. Net Profit, 1994-2001

15.2

9

-3.1

-12.5

5.3

10.812.1

9.9

-15

-10

-5

0

5

10

15

20

mil

lio

ns o

f d

oll

ars

Two Different Graphs Presenting the Same Information

XYZ Company Safety Violations, 1996-1998

0

5

10

15

20

25

30

35

40

45

50

1986 1987 1988 1989

500

450

400

350

300

250

200

150

100

50

01986 1987 1988 1989

XYZ Company Safety Violations, 1996-1998

Two Different Graphs Presenting the Same Information

$515

$510

$505

$500

0

Oct Nov Dec

$600

$500

$400

$100

0

Oct Nov Dec

$200

$300

almost unnoticeable scale break

XYZ Company Sales XYZ Company Sales

XYZ Company Cost of Operations, 1999-2000

Training & Development

10%

Other

5%

35%

Material & Capital

Development

Salaries

50%

You be the judge.

Column and Bar Charts

Owens Communication Company, Projected Income from Subsidiaries, 1995

Roswell Manufacturing Company Annual Production of Automotive Parts, 1990-94

147

77

160

120

180

0

20

40

60

80

100

120

140

160

180

200

$ m

illio

ns

1990 1991 1992 1993 1994

Radkur, Inc. Projected Sales by Division, 1996-98

9

12

14

4

67

24

5

0

5

10

15

1 2 3

$ m

illio

ns Division 1

Division 2

Division 3

Radkur, Inc. Employees by Gender, 1996-2001

0

200

400

600

800

Female

Male

1994 1995 1996 1997 1998 1999 2000 2001

Simple Vertical Column Chart

Roswell Manufacturing Company Annual Production of Automotive Parts, 1990-94

147

77

160

120

180

0

20

40

60

80

100

120

140

160

180

200

$ m

illio

ns

1990 1991 1992 1993 1994

Simple Horizontal Bar Chart

Owens Communication Company, Projected Income from Subsidiaries, 1995

Western Cable TV

Radio Station WROZ-FM

Radio Station WKDM-AM

0 2 4 6 8 10

Net Income (millions of dollars)

$3.2 million

$55

$75

Expenditures for Real Estate Advertising in Selected Colorado Counties, 1998

Arapahoe County

Denver County

El Paso County

0 20 40 60 80 100

Thousands of dollars

SCALE BREAK

Multiple Column Chart

Radkur, Inc. Projected Sales by Division, 1996-98

9

12

14

4

67

2

45

0

5

10

15

$ m

illio

ns Division 1

Division 2

Division 3

1999 2000 2001

Stacked (segmented or subdivided) Column Chart

Radkur, Inc. Employees by Gender, 1996-2001

0

200

400

600

800

Female

Male

1994 1995 1996 1997 1998 1999 2000 2001

Bilateral Column ChartRadkur, Inc. Net Profit, 1994-2001

15.2

9

-3.1

-12.5

5.3

10.812.1

9.9

-15

-10

-5

0

5

10

15

20

mil

lio

ns

of

do

llar

s

1993 1994 1995 1996 1997 1998 1999 2000

Choose the Correct Column or Bar Chart

Situation 1:

Radkur, Inc. net profit for 8 years1993 +15.2 million

1994 + 9.0 million

1995 - 3.1 million

1996 - 12.5 million

1997 + 5.3 million

1998 +10.8 million

1999 +12.1 million

2000 + 9.9 million

Choose the Correct Column or Bar Chart

Situation 2:

Provide the correct graph to depict projected annual sales for XYZ Company for the next 5 years:

Year Projected Sales Revenue

1 10.2 million

2 11.1 million

3 11.9 million

4 12.5million

5 13.5 million

Choose the Correct Column or Bar Chart

Situation 3:

Provide the correct graph to depict projected income of three divisions for XYZ Company for the next 3 years as follows (in millions):

Year Division A Division B Division C

1 15.2 5.1 12.7

2 22.4 8.6 14.5

3 26.7 9.5 15.8

Pie Charts

2001 Sales by Area

Denver19%

Boston55%

New York5%

Miami21%

Line Charts

Sales for 2001

21,987

35,984

87,654 86,954

63,987

48,579

67,895

78,254

86,744

45,879

88,939

77,095

0

20,000

40,000

60,000

80,000

100,000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Month

Sal

es

Vo

lum

e

Creating a Chart

• Six main steps to create a chart 1. Specify the data series

2. Select the range of cells to chart

3. Select the chart type

4. Insert the chart and designate the chart location

5. Choose chart options/add graphics in charts

6. Change the chart location and size

Six Steps

1. Specify the data series– The rows and/or columns that contain the data

you want to chart

2. Select the range to chart– Can be a single cell, but most often is multiple

cells– Cells may be adjacent or non-adjacent– Use Shift key to select adjacent cells; use Ctrl

key to select non-adjacent cells

Six Steps (continued)

3. Select the chart type– Each type presents data in a different way

– Pick the type that will best visually illustrate the information you want to convey

Select a Chart TypeChart Type Purpose

Column Compares categories, shows changes over time

Bar Shows comparison between independent variables. Not used for time or dates

Pie Shows percentages of a whole. Exploded pie emphasizes a popular category

Line Shows change in a series over categories or time

Doughnut Compares how two or more series contribute to the whole

Scatter Shows correlation between two sets of values

Stock Shows high low stock prices

Six Steps (continued)

4. Insert chart and designate location– Insert as an embedded object in the worksheet

• Can print worksheet and chart on one page

– Insert the chart as a New Sheet• Will require you to print the worksheet and chart on

separate pages

– You can choose the location to display the chart

Six Steps (continued)

5. Choose chart options using the Design, Layout and Format tabs– The Design tab can be used to display data in rows

or columns– The Layout tab can be used to change the display

of chart elements– The Format tab can be used to apply special effects

Six Steps (continued)

• Add graphics to chart– May add company logos or representative clip art

to personalize charts– Remember, less is sometimes more, so be sparing

in use of graphics

Add a Graphic

• To add a graphic to a chart:– In the Illustrations section on the Insert tab,

select the medium where the graphic will come from (Picture, Clip Art, or Smart Art)

– Search for and insert the graphic

– Size and move the graphic on the chart as desired

Six Steps (continued)

6. Change the chart location and size– Select the chart to reveal sizing handles– Drag the sizing handles to achieve desired location

and size

Print Charts

• You can print a chart:– Including the worksheet in which it is embedded

– That is embedded, without printing the worksheet

– That was placed on a separate worksheet

• Always Print Preview to ensure you are printing what you intended

• Select Print from the File menu or click the Print button on the Standard Toolbar

Hands-On Exercises 1 (p. 201) and 2 (p. 212)