Section 6.4. EXCEL CHARTS

6.3. DATA

6.3.1. Pie Chart Totals Less Than 100%

THE ANNOYANCE: The data labels on my pie chart only add up to 98.7%. Is PowerPoint stupid or what?

THE FIX: Assuming your data does indeed add up to 100%, what you're seeing is a rounding issue. Occasionally, when PowerPoint calculates the pie slice percentages, rounding errors force the numbers to add to slightly more or less than 100%.

You can right-click one of the data labels, choose Format Data Labels, and increase the number of decimals on the Number tab. Or you can manually edit individual data labels to display the number you want. Click a data label once (which selects the series), and then click it again to select the individual label.

6.3.2. Change Data Plot from Rows to Columns

THE ANNOYANCE: I think my data should have been set up in rows instead of columns. Can I fix the chart without having to retype all the data?

THE FIX: Just choose Data Series in Columns (see Figure 6-35) to tell Graph your data is set up in columns, not the usual rows. By default, PowerPoints MSGraph plots series by row.

Figure 6-35. Opting to plot data by column instead of by row can save you from having to reenter data.

6.3.3. Hide Data on Your Datasheet

THE ANNOYANCE: I have a bunch of data that I don't want to plot, but I want to keep it available in case my boss decides to plot it later. What should I do?

THE FIX: Just double-click at the beginning of the row or the column with the data. The text in the datasheet will become gray, indicating that the data is hidden (see Figure 6-36). Double-click again to unhide the data.

Figure 6-36. Double-click a row or column to hide its data on the chart. Double-click again to unhide.

6.3.4. Interpolate Lines with Missing Data

THE ANNOYANCE: I made a scatter chart, but some of the data points are missing, so my chart lines look discontinuous. What should I do? I don't want to have fake data just to make the lines appear on the chart.

THE FIX: Select Tools Options, click the Chart tab, and choose the Interpolated option (see Figure 6-37). Interpolation basically means "filling in the missing pieces." When you use interpolation, MSGraph applies an internal algorithm (often a simple average of surrounding data) to estimate missing data and fill in gaps.

Figure 6-37. To fill gaps in data, choose the Interpolated option.

6.3.5. The Datasheet Is Just a Datasheet

THE ANNOYANCE: I want to add one column of data in my graph spreadsheet and include the sum as a column in my graph.

THE FIX: You'll have to add the data manually, using a calculator, or in Excel. The datasheet in MSGraph is solely a datasheet to input existing data into; it doesn't do any calculations or formulas at all.