Importing Data into a Chart


Microsoft Office Specialist Instead of typing data in a datasheet to create a chart, you can enter data by importing it from another source, such as a Word table, a Microsoft Excel workbook, or a Microsoft Access database. For example, if the owner of The Garden Company tracks quarterly sales by department in an Excel worksheet, she can import that information into a chart in a report created in Word.

To import data, you select the cells in the datasheet where you want the data to be placed, click the Import File button on Graph’s Standard toolbar, and then select a data file. The Import Data Options dialog box appears and asks you to select the data you want to import. If you do not want incoming data to overwrite existing data, clear the “Overwrite existing cells” check box before clicking OK.

Instead of importing data for a chart from a Word table, you might find that copying and pasting the information into the chart’s datasheet is easier. To do so, select the data in the table, right-click the selection, and then click Copy on the shortcut menu. In your chart’s datasheet, you then click the cell in which you want the copied data to begin and click the Paste button on the Standard toolbar. Copying and pasting to a chart’s datasheet from an Excel worksheet or an Access database is equally easy.

In this exercise, you will import data stored in a range of cells in an Excel worksheet into a chart in a Word document.

USE the ImportData document and the FileImport workbook in the practice file folder for this topic. These practice files are located in the My Documents\Microsoft Press\Word 2003 SBS\WorkingChart\ImportingData folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Word 2003 Step by Step.

OPEN

the ImportData document.

  1. Press [CONTROL]+[END] to move to the end of the document, and then double-click the chart to activate it in Microsoft Graph.

    The datasheet appears along with Graph’s toolbars and menus.

    View Datasheet

    Troubleshooting

    If the datasheet doesn’t appear when you activate the chart, click the View Datasheet button on Graph’s Standard toolbar.

  2. Move the datasheet up by dragging its title bar. Then adjust its size by draggingits lower-right corner down until you can see about 18 rows.

    Import File

  3. Click the first cell in row 9, and on Graph’s Standard toolbar, click the Import File button.

    The Import File dialog box appears.

  4. Navigate to the My Documents\Microsoft Press\Word 2003 SBS\WorkingChart\ImportingData folder, and double-click the FileImport workbook.

    The Import Data Options dialog box appears, listing the four worksheets in this workbook.

  5. In the Select sheet from workbook box, click (don’t double-click) weeks 9-12.

    The data you want to import from this worksheet is stored in the block (or range) of cells located in cells A2 through D5 of this worksheet.

    Tip

    Each worksheet cell is identified by an address consisting of its column letter and row number. A range of cells is identified by the address of the cell in the upper- left corner and the address of the cell in the lower-right corner, separated by a colon—for example, A2:D5.

  6. Select the Range option, and type A2:D5 in the adjacent box.

  7. Clear the Overwrite existing cells check box to add the incoming data to the existing chart data, and click OK.

    The data from the Excel worksheet appears in the datasheet.

  8. On Graph’s Standard toolbar, click the View Datasheet button to hide the datasheet.

    With the addition of the imported data, the chart has become very crowded.

    click to expand

  9. Click the text that starts This is the week, click the border that appears around this text box, and press [DEL]. Then select and delete the arrow.

  10. Click the plot area (be careful not to click a gridline), and drag the right-middle handle to the right to take up the space vacated by the text box.

    By Column

  11. On Graph’s Standard toolbar, click the By Column button.

    Graph changes the plot orientation of the data, making the data easier to read.

    click to expand

    Save

  12. On the Standard toolbar, click the Save button to save the document.

    CLOSE

    the ImportData document, and if you are not continuing on to the next chapter, quit Word.




Microsoft Office Word 2003 Step by Step
MicrosoftВ® Office Word 2003 Step by Step (Step by Step (Microsoft))
ISBN: 0735615233
EAN: 2147483647
Year: 2003
Pages: 156

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