1.1.8: Tables, Charts, Graphics, and More.
- Page ID
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\(\newcommand{\avec}{\mathbf a}\) \(\newcommand{\bvec}{\mathbf b}\) \(\newcommand{\cvec}{\mathbf c}\) \(\newcommand{\dvec}{\mathbf d}\) \(\newcommand{\dtil}{\widetilde{\mathbf d}}\) \(\newcommand{\evec}{\mathbf e}\) \(\newcommand{\fvec}{\mathbf f}\) \(\newcommand{\nvec}{\mathbf n}\) \(\newcommand{\pvec}{\mathbf p}\) \(\newcommand{\qvec}{\mathbf q}\) \(\newcommand{\svec}{\mathbf s}\) \(\newcommand{\tvec}{\mathbf t}\) \(\newcommand{\uvec}{\mathbf u}\) \(\newcommand{\vvec}{\mathbf v}\) \(\newcommand{\wvec}{\mathbf w}\) \(\newcommand{\xvec}{\mathbf x}\) \(\newcommand{\yvec}{\mathbf y}\) \(\newcommand{\zvec}{\mathbf z}\) \(\newcommand{\rvec}{\mathbf r}\) \(\newcommand{\mvec}{\mathbf m}\) \(\newcommand{\zerovec}{\mathbf 0}\) \(\newcommand{\onevec}{\mathbf 1}\) \(\newcommand{\real}{\mathbb R}\) \(\newcommand{\twovec}[2]{\left[\begin{array}{r}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\ctwovec}[2]{\left[\begin{array}{c}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\threevec}[3]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\cthreevec}[3]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\fourvec}[4]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\cfourvec}[4]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\fivevec}[5]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\cfivevec}[5]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\mattwo}[4]{\left[\begin{array}{rr}#1 \amp #2 \\ #3 \amp #4 \\ \end{array}\right]}\) \(\newcommand{\laspan}[1]{\text{Span}\{#1\}}\) \(\newcommand{\bcal}{\cal B}\) \(\newcommand{\ccal}{\cal C}\) \(\newcommand{\scal}{\cal S}\) \(\newcommand{\wcal}{\cal W}\) \(\newcommand{\ecal}{\cal E}\) \(\newcommand{\coords}[2]{\left\{#1\right\}_{#2}}\) \(\newcommand{\gray}[1]{\color{gray}{#1}}\) \(\newcommand{\lgray}[1]{\color{lightgray}{#1}}\) \(\newcommand{\rank}{\operatorname{rank}}\) \(\newcommand{\row}{\text{Row}}\) \(\newcommand{\col}{\text{Col}}\) \(\renewcommand{\row}{\text{Row}}\) \(\newcommand{\nul}{\text{Nul}}\) \(\newcommand{\var}{\text{Var}}\) \(\newcommand{\corr}{\text{corr}}\) \(\newcommand{\len}[1]{\left|#1\right|}\) \(\newcommand{\bbar}{\overline{\bvec}}\) \(\newcommand{\bhat}{\widehat{\bvec}}\) \(\newcommand{\bperp}{\bvec^\perp}\) \(\newcommand{\xhat}{\widehat{\xvec}}\) \(\newcommand{\vhat}{\widehat{\vvec}}\) \(\newcommand{\uhat}{\widehat{\uvec}}\) \(\newcommand{\what}{\widehat{\wvec}}\) \(\newcommand{\Sighat}{\widehat{\Sigma}}\) \(\newcommand{\lt}{<}\) \(\newcommand{\gt}{>}\) \(\newcommand{\amp}{&}\) \(\definecolor{fillinmathshade}{gray}{0.9}\)Utilizing Tables and Charts
The organization of a PowerPoint presentation necessitates that the presentation be concise and meaningful. Tables and charts represent an opportunity to present a lot of data in an organized, structured graphic. Tables can be created and inserted into a slide in a similar process as Word tables. Tables can be inserted from the Insert tab, or by clicking the Table icon 
from a Content layout placeholder. Two contextual tabs are available for formatting the table, similar to Word. Adding table styles that match the theme of the presentation is desirable. Creating tables through this process is ideal for tables full of text, such as the table in the illustration below. Tables can also be created in Word, and then copy and pasted into PowerPoint. Either way, tables are a great way to consolidate a lot of information into a single slide.
If the table contains a lot numerical data, it might make more sense to create the table in Excel, and paste it into PowerPoint. Data can be edited in PowerPoint using Excel formatting tools. Data can even be linked so that when the Excel file is updated, the PowerPoint slide is also updated. If the data is not linked, it is considered to be an embedded object. Embedded objects become part of the PowerPoint file and, after they are inserted, they are no longer part of the source (Excel) file.
Charts are used to illustrate numerical data, which can help the audience visualize patterns, relationships, or trends in data. The decisions about linking or embedding a table are very similar to the decisions regarding inserting charts. Charts can be created in PowerPoint or Excel, but most are typically already created in Excel and simply need to be pasted into PowerPoint. Then comes the decision about embedding or linking the chart. When a chart is selected on a slide, options on the Chart Tools Design and Format contextual tabs can be used to modify the look of the chart.
Inserting and Modifying Graphics
Graphics can be utilized to make a presentation more interesting and informative. If the PowerPoint developer is trying to keep the length of a presentation to ten or fewer slides, keep in mind that many believe that a picture is worth a thousand words! Sometimes graphics can be more informative than words and enhance a presentation by evoking emotion in the audience. PowerPoint graphics typically refer to pictures, and pictures can take the form of digital photographs, clip art, or computer-generated imagery (CGI). Digital photographs are realistic images captured with a digital camera or scanned to a file by a scanner. Clip art images are line-based drawings that are intentionally non-realistic. An example of computer-generated image is a logo, typically produced in a software program such as Adobe Illustrator, or a 3-D graphic, such as an avatar.
Inserting graphics into PowerPoint is very similar to Word. However, in addition to using the Images group options on the Insert tab, users can also insert a graphic via an icon in a content placeholder. Graphics can either be inserted from the user’s own device, or from online sources.
Each type of graphic has its pros and cons. Clip art can be popular because their simplicity results in a compact file size, which can be increased or decreased without distortion. Additionally, the unrealistic nature of these images makes them appropriate for representing sensitive topics that require anonymity. Digital photos are very realistic, which inspire authentic reactions. However, these images result in large files that can be difficult to transfer among devices. Additionally, resizing a digital photo can create undesirable pixilation.
Caution should be used to ensure that graphics are used appropriately by only including images that are relevant to the message being advanced. Graphics usage should also obey applicable copyright laws, especially when downloading images from Internet sources. According the U.S. Copyright Office, a copyright is a form of protection for “original works of authorship”, and is usually identified by the © symbol. Photos and high-quality artwork that has been self-produced are not at odds to copyright infringement, but images downloaded from online sources should be credited, purchased or defined as royalty-free or be accessed through a Creative Commons (CC) license. By default, Microsoft’s Bing Image search engine will only return images licensed under Creative Commons when utilizing the Online Pictures command in PowerPoint.
The robust photo-editing functionality within PowerPoint makes it easy to manipulate the size, location, and look of inserted graphics. After selecting the graphic, sizing handles will appear around the graphic, and the Picture Tools contextual tab will appear to offer a plethora of image formatting features.
Some of the most commonly used picture formatting tools include:
- Resizing and cropping. The easiest way to resize a graphic is to drag the sizing handles. The corner handles will increase or decrease the image’s size proportionally, whereas the middle or top/bottom handles can distort the image’s size. Specific height and width measurements can be defined in the Size group. Click the launcher to open the Format Picture pane. Clearing the Lock Aspect Ratio checkbox will allow the user to define specific sizes for the height or width without proportionally resizing the other dimension.Cropping an image results in a part of the image being removed. This is useful when an image has a lot of unwanted content that can distract from focusing on a certain aspect of an image. An image can even be cropped to fit into a specific shape. To reduce the file size of the presentation, use the Compress Pictures feature, in the Adjust group, to permanently delete the cropped portion of the image. Clicking Reset in the Format Picture pane or Reset Picture in the Adjust group will return the image to its original size.
- Corrections and Color adjustments. If an inserted picture is too dark, the Corrections feature allows the user to edit the picture’s brightness and contrast. The picture can be softened or sharpened as well to make the picture blurry or distinct. Color adjustments can also be applied to change the saturation (how vivid the colors are) and tone (the temperature – cool or warm) of a picture. Colored filters can also be overlaid to recolor a picture to fit the presentation’s theme.
- Picture styles. Applying a picture style or effect from the numerous preset gallery options can visually enhance the way a picture appears. Picture styles make the picture look more stylish by applying a combination of borders, 3-D rotations, shadow effects or frame shapes. After selecting the picture, hover the cursor over any of the gallery choices, and PowerPoint will display a live preview of the style applied to the image. Clicking a selection will apply the picture style settings.
- Picture effects . Users can enhance a picture by adding effects, such as Shadows, Reflections, Glows, Soft Edges, Bevels or 3-D Rotations. To fine-tune the effect, click Options at the bottom of any effect menu. Multiple effects can be applied to the same picture, such as an outer shadow, an angle bevel and a contrasting right, perspective 3-D rotation.
Inserting and Modifying Shapes
Many different types of shapes can be inserted into a PowerPoint slide to help illustrate concepts and draw attention. Want to emphasize a certain focal point on a slide? Draw an arrow and add a custom format! The basic shapes are found in the Drawing group of the Home tab, but more extensive selections exist from the Shapes drop-down 
list from the Insert tab. Shape categories include lines, geometric figures, arrows, stars, callouts, and banners. Once a shape is selected from the gallery, a cross-hair pointer allows the user to draw the shape on a slide. Shapes can be filled, stacked, aligned, grouped and merged using advanced formatting.
Many aspects of each shape can be further modified, including its line gradient, line color, fill color, weight, outline, shadow and other 3-D effects. Similar to other graphics, like clip art or a photo, a shape can be resized, relocated and reset to complement the design of the presentation. Text can be added to further annotate a shape and explain a concept.
Utilizing WordArt
Keeping the audience’s attention requires using non-standard text in order to maintain interest in the presentation. Strong visual elements help hold the audience’s attention. As discussed in the Word chapters, WordArt is a feature that applies decorative text styles and text effects to any text object in order to attract the audience’s attention. Features such as shadows, outlines, colors, glows, bevels, gradients, and 3-D effects can convert ordinary text into something extraordinary! The easiest way to utilize WordArt is to select an existing text object, then from the Drawing Tools contextual Format tab, click a predefined WordArt style from the gallery of choices. Clicking the More drop-down arrow will expand the gallery. After selecting a style, the text will appear in the selected style, and can be further customized by choosing text fill, outline or effect options.
WordArt is a great replacement for title text. Notice the difference between the two titles with normal text versus WordArt with text fill color, and a transform 3-D text effect.
Inserting SmartArt
Like WordArt, SmartArt is a cross-application feature that adds appeal, design and intrigue to an Office file. A SmartArt graphic is a professional-quality diagram that visually illustrates text using a variety of shapes. Like WordArt, a SmartArt graphic can be created from scratch or text can be converted with a few simple clicks. Converting a 
bulleted list to a SmartArt list is very easy! To create a SmartArt diagram from scratch, click the icon on the Insert tab. A gallery of graphics will appear.
Users can choose from among many different layouts to effectively communicate a complex concept. Categories range from process and cycle diagrams to list and relationship graphics. Choosing the appropriate graphic is key, because some of these diagrams are complex, and therefore, can be more confusing than informative. Other considerations when choosing to use a SmartArt graphic include the amount of text that will be included with the shapes versus the amount of legible space available on a slide. Too many shapes can easily overcrowd a slide to the point that it is illegible. Users can quickly and easily switch layouts, so try different layouts (across types) until you find the one that best illustrates your message.
After selecting a SmartArt graphic, the diagram will replace the content placeholder of the slide. New [Text] placeholders will appear to allow the user to customize the diagram. Alternatively, a Text pane should appear to the left of the graphic to ease the insertion of text. If the pane does not automatically appear, click the arrow control on the left size of the SmartArt graphic.
After adding text, and possibly photos, additional formatting is available from the SmartArt Tools contextual Design and Format tabs. The Change Colors and SmartArt Styles options offer radical format changes. A SmartArt style is a preset combination of numerous effects, such as line style, bevel, or 3-D, which can be applied to a SmartArt graphic to create a unique and professional design.
To create a SmartArt graphic from existing text on a slide, place the cursor inside the text, click the Convert button from the SmartArt Tools Design tab, and then choose the Convert to Text option. This is a great way to liven up basic bulleted lists to eye-popping information!