Entering Data in the Datasheet
The default datasheet that opens when you first create a chart includes four
Figure 11.12. Enter chart data in a datasheet, similar to an Excel worksheet.
The first row and column of a datasheet serve as headers for the information in the datasheet. Therefore, the second row begins with the number 1 and the second column with the letter A. In this example, the columns display as the category axis, the rows display as the data series listed in the legend, and the
To reverse the chart and use the column data as the data series instead of the row data, click the By Columns button on the Standard toolbar. Microsoft Graph redesigns the chart based on this change. For example, if you changed the default chart to display in columns, the
To input your own data, just type over the existing information in each cell.
If the data you need is already in an Excel spreadsheet, you can import directly from Excel without reentering this information in the datasheet. Click the Import File button on the Standard toolbar to open the Import File dialog box. Choose the Excel file you want to import and click
Inserting and Deleting Datasheet Rows and Columns
To delete a row or column, place the cursor within the appropriate row or column and choose Edit, Delete from the menu. To remove the contents of a cell rather than the cell itself, choose Edit, Clear, Contents. Clearing the contents is best when you want to remove existing data and replace it with new data. If you no longer need the row or column, you should delete it. You can delete a row or column by selecting its heading and pressing the Delete key.
You can also cut (Ctrl+X), copy (Ctrl+C), and paste (Ctrl+V) data in the datasheet by using keyboard commands or by choosing the appropriate
To insert a new row, select the row below where you want to place the new row and choose Insert,
To insert a new column, select the column heading to the right of where you want to place the new column and choose Insert, Cells. Microsoft Graph inserts a new column directly to the left of the selected column.
If you want to insert a new cell, rather than a complete row or column, select the cell where you want to insert a cell; choose Insert, Cells; and choose either Shift Cells Right or Shift Cells Down in the Insert dialog box (see Figure 11.13).
Figure 11.13. Determine the direction to move the existing cells in the Insert dialog box.
PowerPoint inserts a new cell and shifts the row to the right or shifts the column down, depending on your selection. You can undo insertions and deletions by clicking the Undo button or pressing Ctrl+Z.
Formatting Datasheet Column Width
To format the datasheet's column width, follow these steps:
Do your datasheet numbers display in an exponential format ? See the " Troubleshooting " section near the end of the chapter.
You can include rows and columns in your datasheet, but temporarily hide them in your presentation. To do that, select the column or row that you want to hide, and choose Data, Exclude Row/Col. The row or column appears shaded in your datasheet and temporarily disappears from your presentation. Figure 11.16 shows an example of a hidden column in a datasheet.
To include this information again, choose Data, Include Row/Col.
You can also double-click the row or column head to include or exclude the rows or columns. In this case, the action serves as a toggle.
When you finish formatting and modifying the datasheet, you can close it by clicking the View Datasheet button on the Standard toolbar. Or you can return to working on the presentation while the datasheet remains open by clicking on any section of the presentation.
To reopen the datasheet, click the View Datasheet button again.