PRINTABLE INSTRUCTIONS

MAKING A SIMPLE CHART OR GRAPH
IN MICROSOFT WORD

Before you start, make sure you have a floppy disk to save your chart. Save your file often, so you don’t lose your work if the computer crashes or you run out of time on your Flint Public Library card. Also, be sure you have money on your library card for the printing cost.

You can see an animated tutorial for how to make a graph on the Flint Public Library’s Web site at:                   http://www.fpl.info/kidsweb/extras/makeachart

STEP 1

  • Open Microsoft Word.
  • Click File > Page Setup. In the Orientation section, click Landscape.
  • Set the view to 75% in the Zoom Box on the menu bar.

STEP 2

  • SAVE your file to a floppy disk right away so you don’t lose your work.

STEP 3

  • Click Insert > Object then scroll down in the “Object Type” box and click Microsoft Graph Chart. Then click OK.
  • A little box will pop up that says “YourFilename – Datasheet” with some sample data and a sample chart. NOTE that any time you’re working on your chart and the Datasheet disappears, just double-click the chart to open up the Datasheet.

STEP 4

  • To enter the results of your experiment into the datasheet, do this:
    •   For purposes of this example, we’ll pretend we’ve done a very simple experiment. We’ve purchased 3 different bags of M&Ms (the large bags) and counted the number of blue M&Ms in each bag. Now we want to make a graph, or chart, to show the results of our count.
    • Replace the word East with the description of the thing you measured, for example, “Number of Blue M&Ms,” by clicking on the word East and typing. Don’t worry if some of the words you typed are hiding. They will show up on the chart anyway.
    • If your project has just one item that was measured, delete Rows 2 and 3 by clicking on the number 2 and pushing the Delete key on your keyboard, then clicking on the number 3 and doing the same.
    • Replace the words “1st Qtr, 2nd Qtr, etc. with the description of different items you compared, for example, Bag #1, Bag #2 and Bag #3 of M&Ms. (Or the different brand names, different stores, or whatever you compared.)
    • If you have less than 4 comparisons, delete any columns with extra information by clicking on the letter at the top of the column (such as “D”) and pushing the Delete key on your keyboard. If you have more than 4 comparisons, just use the extra columns D, E, F, etc.
    • Now enter your experiment results in the proper row(s) and column(s), making sure to delete the sample data before you type.
    • Be sure you have deleted ALL the “sample” data in the Datasheet and it contains only your experiment results.
    • Look at the chart on the page and see if it looks correct based on the results of your experiment.
  • SAVE your work by clicking File > Save on the menu bar.

STEP 5

  • To add a title to your chart and show the value of your data:
    • Make sure the chart is selected (a rectangle should show up around the chart. If not, click or double click the chart to select it).
    • Then on the menu bar, click Chart > Chart Options. This brings up the Chart Options box.
    • Type the title in the Chart Title box.
    • Click the Data Labels tab and click Show Value.
    • Click OK to close the Chart Options box.

STEP 6

  • If you want to change the colors of the bars on your chart (Microsoft Word calls these the “data points”):
    • Make sure the chart is selected (a rectangle should show up around the chart. If not, click or double click the chart to select it).
    • Click on of the bars. Notice that little squares have appeared around all the bars.
    • Now “single click” on the bar whose color you want to change. Make sure there are little squares ONLY on that bar.
    • Then use the RIGHT mouse button to click the same bar, and select Format Data Point from the menu, by left-clicking.
    • Now you can choose a color from the color squares and click the OK button to change your chart.
    • Repeat steps a through d for each bar to change the colors, if you wish.

STEP 7

  • If you want to change the colors of the background on your chart (Microsoft Word calls this the “Chart Area”):
    • Make sure the chart is selected (a rectangle should show up around the chart. If not, click or double click the chart to select it).
    • Hold your mouse arrow over the chart’s background. A little message should pop up that says “Chart Area.”
    • Click your RIGHT mouse button to get a menu and select “Format Chart Area” from the menu by left clicking.
    • Now you can choose a color from the color squares and click the OK button to change your chart.

STEP 8

  • To make your chart larger:
    • Move your mouse pointer over the tiny black square in the lower right corner until you see a double headed arrow.
    •   Click the left mouse button and hold it down, then drag the chart until it’s the size you want. Be careful not to get too close to the edge of the paper because the printer needs a margin of at least ½ inch.
    • Be sure to SAVE your work by clicking File > Save on the menu bar regularly, and especially before you print.
  • To print your chart:
    • Click on the chart page OUTSIDE the chart so that the chart is no longer “selected.” The Datasheet should disappear.
    • Click File > Print Preview to see how your chart will look. Click the Close button on the toolbar to go back to the chart.
    • Make any changes necessary. When you’re satisfied with the chart, click File > Print. If you need assistance, see staff for help.

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