Graphs (called charts in PowerPoint) are an important part of many presentations, especially ones with financial data. In this tip, I include the basics for creating a readable, effective graph.
For a special technique, read another tip, " Push PowerPoint charting options to the limit."
First, some basic steps:
1. Make sure that your data is not too complex. Often, you can split one chart into two to make the point more clearly.
2. Choose the right chart type! Data that is appropriate for a column chart doesn't work with a pie chart, and vice versa.
3. It's often useful to add an arrow or callout to the chart to point out important data or trends.
Once you have your chart, know that PowerPoint's default formatting is never acceptable. That's right, never. So you might as well learn how to change the formatting. Here you see the default chart using the blank template.
Here are the problems:
* The 3D effect is confusing. Does the front or the back of the column represent the actual number?
* You don't need the legend on the right, because the title provides the information. The legend also forces the graph to fit into a smaller space.
* The bars help gauge the value, but they're ugly and distracting.
* The bars are too far apart from each other, which makes see the trend more difficult.
* The bars could look more interesting!
Here is one way you could change the chart:
1. Double-click the chart to open it for editing.
2. Choose Chart>Chart Type. Choose the first chart sub-type (a 2D option) and click OK. The actual values are much more apparent now.
3. Click the legend on the right to select it and press Delete. Your graph now takes up the entire chart area.
4. Click one of the gridlines, and press Delete. The background is now uncluttered.
5. Click one of the columns, right-click the column, and choose Format Data Series. Click the Options tab. In the Gap Width text box, reduce the value to 20. The columns are now closer together.
6. Click the Patterns tab. In the Area section, click Fill Effects. On the Gradient tab of the Fill Effects dialog box, Choose the Two Colors option. Click the Color 1 and Color 2 drop-down lists and choose two colors that you like, that match the rest of the presentation, and that go well with each other. I chose Light Turquoise and Teal. In the Shading Styles section, choose Vertical and then choose the variant with the lighter color in the middle. Click OK twice. The columns now have a subtle 3D effect without being confusing.
Here's the final result, with a background applied.
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