Data Graphics

A data graphic is a set of enhancements that you can apply to shapes to show data that the shapes contain. The data graphic shows your information as text and as visual elements. To display data in your shapes, right-click your shapes, point to Data, and then click Edit Data Graphic. In the New Data Graphic dialog box, select the elements that you want to apply in the data graphic.

If the data graphics are not what you need, you can change them. Right-click the shape that displays the data graphic that you want to change, point to Data, and then click Edit Data Graphic. Use the Edit Data Graphic and the Edit <callout type> dialog boxes to customize the data graphic. After you click OK in the Edit Data Graphic dialog box, the changes are made.

To construct a new data graphic not specifically linked to a shape, follow these steps:

1.
Click Data, and then click Display Data On Shapes.

2.
In the Data Graphics task pane, under Create A New Data Graphic, click New Data Graphic.

3.
Click New Item in the New Data Graphic dialog box and use the New <callout type> dialog box to customize your new graphic.

There are four items you can add to enhance your data graphic: text, data bars, icon sets, and color-coding. To add text, follow these steps:

1.
On the Data menu, click Display Data On Shapes.

2.
In the Data Graphics task pane, right-click the data graphic that you want to add text to, and then click Edit Data Graphic.

3.
In the Edit Data Graphic dialog box, click New Item and then click Text.

4.
In the New Text dialog box, select an item from the Data Field list.

5.
Select a style of icon set from the Callout list.

6.
Select the callout position in one of the following ways:

  • Under Callout position, select the Use Default Position check box.

  • Clear the Use Default Position check box and select positions from the Horizontal and Vertical lists.

7.
Under Details, select the options to choose how you want the callout or heading to look. Click OK, then click OK again.

Adding a Data Bar to a Data Graphic

Data bars show your data dynamically in miniature charts and graphs, such as progress bars, star ratings, thermometers, and speedometers. To add a data bar to a data graphic, follow these steps:

1.
If the Data Graphics pane is not visible, on the Data menu click Display Data On Shapes.

2.
In the Data Graphics task pane, right-click the data graphic to which you want to add a data bar, and then click Edit Data Graphic.

3.
In the Edit Data Graphic dialog box, click New Item and then click Data Bar.

4.
In the New Data Bar dialog box, select an item from the Data Field list.

5.
Select a style of icon set from the Callout list.

6.
To select the callout position, do one of the following:

  • Under Callout Position, select the Use Default Position check box.

  • Clear the Use Default Position check box and select positions from the Horizontal and Vertical lists.

7.
Under Details, select the options to choose how you want the data bar to look. Click OK, then click OK again.

Adding an Icon Set to a Data Graphic

Another way of showing your data is by using sets of icons such as flags, traffic signals, and trend arrows. To add these to your data graphic, follow these steps:

1.
On the Data menu, click Display Data On Shapes.

2.
Right-click the data graphic to which you want to add an icon, and then click Edit Data Graphic.

3.
In the Edit Data Graphic dialog box, click New Item and then click Icon Set.

4.
In the New Icon Set dialog box, select an item from the Data Field list.

5.
Select a style of icon set from the Callout list.

6.
To select the callout position, do one of the following:

  • Under Callout Position, select the Use Default Position check box.

  • Clear the Use Default Position check box select positions from the Horizontal and Vertical lists.

7.
Under Rules for showing each icon, select the values that each icon is to represent. Click OK, then click OK again.

Adding Color-Coding to a Data Graphic

There is another option to enhance your data graphic. This is the Color By Value option. You can apply color to indicate unique values or ranges of values. You can apply the same color to all the shapes that have the same value, or you can use a range of colors from bright to muted to indicate a range of values. To apply color, follow these steps:

1.
On the Data menu, click Display Data On Shapes.

2.
In the Data Graphics task pane, right-click the data graphic that you want to color code, and then click Edit Data Graphic.

3.
In the Edit Data Graphic dialog box, click New Item, and then click Color By Value.

4.
In the New Color By Value dialog box, under Display, select an item from the Data Field list.

5.
Under Coloring Method, do one of the following:

  • Select Each Color Represents A Unique Value to apply the same color to all shapes that have the same value.

The Color Assignments list shows all the available values and assigns a fill color and text color to each value. To select a different fill or text color, click a down arrow in the Fill Color or Text Color columns.

  • Select Each Color Represents A Range Of Values to use a range of colors from bright to muted to indicate a range of values.

The Color Assignments list shows a list of possible value ranges and assigns a fill color and text color to each range. Type different values into the Value 1 and Value 2 boxes to create custom ranges. To select different fill and text colors for each value, you can click the down arrow in the Fill Color or Text Color columns. However, to preserve the bright-to-muted effect of the color sets, choose a different color for only the first item in the Color Assignments list.

6.
Click OK, then click OK again.

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