Creating Tables, Graphs and Charts, Table Formatting

Creating Tables

Table

Tables are designed to organize and display information, with data arranged in columns and rows. Tables make it easier to understand, read, and compare numbers and text.

Tables have been used for centuries in many industries, including media, research, education, data analysis and communication.

Creating a table

A simple database, such as a contact list, might use only a single table. Many databases, however, use several tables. When you create a new database, you create a new file on your computer that acts as a container for all of the objects in your database, including your tables.

You can create a table by creating a new database, by inserting a table into an existing database, or by importing or linking to a table from another data source — such as a Microsoft Excel workbook, a Microsoft Word document, a text file, or another database. When you create a new, blank database, a new, empty table is automatically inserted for you. You can then enter data in the table to start defining your fields.

Create a new table in a new database

(i) Click File > New, and then select Blank desktop database.

(ii) In the File Name box, type a file name for the new database.

(iii) To browse to a different location and save the database, click the folder icon.

(iv) Click Create.

The new database opens, and a new table named Table1 is created and opens in Datasheet view.

Create a new table in an existing database

(i) Click File > Open, and click the database if it is listed under Recent. If not, select one of the browse options to locate the database.

(ii) In the Open dialog box, select the database that you want to open, and then click Open.

(iii) On the Create tab, in the Tables group, click Table.

A new table is inserted in the database and the table opens in Datasheet view.

Best Practices for Creating Reporting Tables

• Ask yourself how your table will be used and define your audience.
• Make your table as simple as possible, and stay data-focused.
• Label your column and row headers. It makes your information easier to navigate.
• Try to avoid merging cells and nesting tables, unless it makes your data easier to read.
• Consider removing grid lines to increase readability.
• Always include the source(s) of your data.
• Arrange your data into groups whenever it applies.
• Information should have a clear sequence (e.g. show Q2 after Q1).
• If you want to display ratios, they should appear after the value they represent.
• If you show aggregated values, visually separate them from the rest of the data.
• Use a subtle fill color to help the reader scan your table.
• Numbers should be aligned to the right, because it makes easier to compare. Text can be aligned left, but you might prefer to center it for readability.
• Use color or formatting to draw the viewer to specific values (cells) in your table.

Formatting tables

Just like regular formatting, tables can help to organize your content and make it easier for you locate the information you need. To use tables effectively, you’ll need to know how to format information as a table, modify tables, and apply table styles.

To format information as a table:

1. Select the cells you want to format as a table. In this example, an invoice, we’ll format the cells containing the column headers and order details.
2. Click the Format as Table command in the Styles group on the Home tab.
3. A list of predefined table styles will appear. Click a table style to select it.
4. A dialog box will appear, confirming the range of cells you have selected for your table. The cells will appear selected in the spreadsheet, and the range will appear in the dialog box.
5. If necessary, change the range by selecting a new range of cells directly on your spreadsheet.
6. If your table has headers, check the box next to My table has headers.
7. Click OK. The data will be formatted as a table in the style you chose.

Creating Graphs and Charts

How to Make a Graph in Excel?

1. Enter your data into Excel.
2. Choose one of nine graph and chart options to make.
3. Highlight your data and ‘Insert’ your desired graph.
4. Switch the data on each axis, if necessary.
5. Adjust your data’s layout and colors.
6. Change the size of your chart’s legend and axis labels.
7. Change the Y axis measurement options, if desired.
8. Reorder your data, if desired.
9. Title your graph.

1. Enter your data into Excel.

First, you need to input your data into Excel. You might have exported the data from elsewhere, like a piece of marketing software or a survey tool. Or maybe you’re inputting it manually.

2. Choose one of nine graph and chart options to create.

In Excel, you have plenty of choices for charts and graphs to create. This includes column (or bar) graphs, line graphs, pie graphs, scatter plot, and more.

3. Highlight your data and ‘Insert’ your desired graph.

The data I’m working with will look best in a bar graph, so let’s make that one. To make a bar graph, highlight the data and include the titles of the X and Y axis. Then, go to the ‘Insert’ tab, and in the charts section, click the column icon. Choose the graph you wish from the dropdown window that appears.

4. Switch the data on each axis, if necessary.

If you want to switch what appears on the X and Y axis, right-click on the bar graph, click ‘Select Data,’ and click ‘Switch Row/Column.’ This will rearrange which axes carry which pieces of data in the list shown below. When you’re finished, click ‘OK’ at the bottom.

5. Adjust your data’s layout and colors.

To change the layout of the labeling and legend, click on the bar graph, then click the ‘Chart Design’ tab. Here, you can choose which layout you prefer for the chart title, axis titles, and legend.

6. Change the size of your chart’s legend and axis labels.

When you first make a graph in Excel, the size of your axis and legend labels might be a bit small, depending on the type of graph or chart you choose (bar, pie, line, etc.).

7. Change the Y axis measurement options, if desired.

To change the type of measurement shown on the Y axis, click on the Y axis percentages in your chart to reveal the ‘Format Axis’ window. Here, you can decide if you want to display units located on the Axis Options tab, or if you want to change whether the Y axis shows percentages to 2 decimal places or to 0 decimal places.

8. Reorder your data, if desired.

To sort the data so the respondents’ answers appear in reverse order, right-click on your graph and click ‘Select Data’ to reveal the same options window you called up in Step 3 above. This time, click the up and down arrows, as shown below, to reverse the order of your data on the chart.

If you have more than two lines of data to adjust, you can also rearrange them in ascending or descending order. To do this, highlight all of your data in the cells above your chart, click ‘Data,’ and select ‘Sort,’ as shown below. You can choose to sort based on smallest to largest or largest to smallest, depending on your preference.

9. Title your graph.

Now comes the fun and easy part: naming your graph. By now, you might have already figured out how to do this. Here’s a simple clarifier.

Right after making your chart, the title that appears will likely be “Chart Title,” or something similar depending on the version of Excel you’re using. To change this label, click on “Chart Title” to reveal a typing cursor. You can then freely customize your chart’s title.

When you have a title you like, click ‘Home’ on the top navigation bar, and use the font formatting options to give your title the emphasis it deserves