Unit 3: Incorporating Graphics
Presenters use graphics to clarify and convey information to their audience. Just as charts help explain complex data visually, graphics can highlight data you want your reader to understand. However, being cautious about using too many visuals is critical since they can overwhelm and distract from the vital information you want to share.
The Excel Insert Tab, shown below, is used to insert objects to enhance and highlight your data.
Figure 2: Excel Insert Tab
Completing this unit should take you approximately 2 hours.
Upon successful completion of this unit, you will be able to:
- add shapes and graphics to a worksheet or chart;
- insert and format a hyperlink in text or on a graphic;
- discuss WordArt, Symbols, and SmartArt;
- explain how to incorporate conditional formatting; and
- create headers and footers that update automatically, such as the date, page number, and file path.
3.1: Adding Shapes to Charts or Spreadsheets
When presenting information, it helps to add shapes to highlight your main points. Excel has ready-made shapes that can be inserted into your spreadsheets and charts.
The figure below displays the graphical elements you can include to emphasize or enhance the visual appeal of your data.
Figure 3: Shape Options
Watch this video, which shows how to insert shapes into a spreadsheet. Notice that the drawing format tab pops up when you add a shape so you can format and edit it. The tutorial shows many of the Excel shapes and formatting options.
Watch this video, which shows how to format shapes to enhance visibility and draw attention to essential elements in the chart or spreadsheet.
Often, shapes do not convey the information you need to display in your spreadsheet or chart. Insert pictures and graphics from your computer or another online source into your Excel file. For example, you may wish to insert your company logo into your spreadsheet.
Watch this short video to learn how to insert a saved picture into a spreadsheet. The picture tools format tab pops up when you select or add your picture.
3.2: Adding a Hyperlink
When sharing your spreadsheet or chart, you may want to add a hyperlink to another worksheet, workbook, or external site on the web. For example, if your spreadsheet is for a business, you may want to link to the website so your spreadsheet’s audience can easily access it.
3.3: WordArt, Symbols, and SmartArt
We often need to add symbols, such as letters from other languages, to your Excel graphics. You may also use WordArt to emphasize a title or add important information to your spreadsheet or chart, and SmartArt can be used to create diagrams and graphics to illustrate concepts.
Watch this short video to learn how to use WordArt and symbols in an Excel file.
Watch this short video to learn how to add a SmartArt graphic to help visually communicate data.
3.4: Conditional Formatting
Conditional formatting can be applied to cells to visually highlight and analyze data based on specific criteria or conditions. You can automatically format cells based on their values, making identifying patterns and trends easier.
The figure below shows how you can use conditional formatting to emphasize important data points and trends.
Figure 4: Conditional Formatting Options
Watch this short video to learn how to use conditional formatting to represent your data visually in Excel.
Watch this video on how to use conditional formatting to highlight data using Google Sheets.
3.5: Headers and Footers
You can add headers and footers to your spreadsheet to reference the title, author, or date it was created. This is helpful for record-keeping if you print your spreadsheet or share it with others.
Watch this video to learn how to insert headers and footers into an Excel spreadsheet.