A STEP-BY-STEP BEGINNER’S GUIDE ON CREATING PROFESSIONAL DOCUMENTS IN MICROSOFT WORD: LETTERS, RESUMES, AND REPORTS

 

1. Why Use Charts and Graphics?

Charts make data visual and easy to understand. Instead of just numbers, you can quickly spot patterns, comparisons, and trends.

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2. Creating a Chart

Step 1: Select Your Data

• Highlight the data you want to visualize (e.g., Names and Scores).

Step 2: Insert Chart

• Go to the Insert tab on the Ribbon.
• In the Charts group, choose the type of chart you want (Column, Bar, Pie, Line, etc.).

Step 3: Customize Chart

• Chart Title: Rename it to describe your data.
• Axes Titles: Label the X-axis (categories) and Y-axis (values).
• Legend: Shows what the colors/symbols mean.
• Styles & Colors: Use the Chart Design tab to adjust style and layout.

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3. Common Types of Charts

• Column/Bar Chart → Compare values across categories (e.g., student scores).
• Pie Chart → Show percentages of a whole (e.g., market share).
• Line Chart → Show trends over time (e.g., monthly sales).
• Area Chart → Like a line chart, but filled with color.
• Scatter Chart → Show relationships between two sets of numbers.

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4. Adding Graphics

Excel also allows you to add visual elements to improve presentation:

• Shapes: Go to Insert → Shapes (arrows, boxes, circles).
• Pictures: Insert images from your computer.
• Icons & SmartArt: Use built-in graphics for flowcharts, processes, or diagrams.
• Sparklines: Tiny charts inside cells (Insert → Sparklines).

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5. Example Activity

Imagine this table:

Name	Score
John	75
Mary	40
Peter	90
Lucy	55
James	30

👉 Create a Column Chart to compare student scores.
👉 Create a Pie Chart to show each student’s percentage contribution to the total score.

👉 Inside Excel, you can insert these charts directly by:

1.     Selecting the Name and Score columns.

2.     Going to Insert → Charts.

3.     Choosing Column Chart or Pie Chart.