Objective 7. Annotate a Chart

The purpose of presenting data to others in the form of a worksheet or chart is usually to analyze the data and look for trends, relationships, or unusual occurrences. To explain such information, you can annotatesupply explanatory information ona chart or a worksheet. To help explain a particular piece of data or a part of a chart, you can draw the reader's attention to it using boxes, arrows, or other features available on the Drawing toolbar.

Activity 1.13. Adding a Callout from the Drawing Toolbar

In January of the six-month period for which you are tracking tableware purchases, there was a leak in the roof above the linen storage cabinets in the Dallas restaurant. Most of the restaurant's tablecloths and napkins were destroyed and had to be replaced. This explains the unusually high amount for linen purchases in the month of January. In this activity, you will annotate the chart by drawing attention to the unusually tall column in the chart for the month of January and explain its significance.

   

1.

From the View menu, point to Toolbars. Check to see if the Drawing toolbar is selected (checked). If necessary, click to display the Drawing toolbar. Alternatively, on the Standard toolbar, click the Drawing button, which is a toggle button that opens and closes this toolbar. Compare your screen with Figure 1.60.

 

Figure 1.60.

(This item is displayed on page 639 in the print version)

The Drawing toolbar displays, usually dockedattached to the Excel windowat the bottom of the screen.

 

 

2.

Click outside of the menu to close it, if necessary. On the Drawing toolbar, click the AutoShapes button arrow and point to Callouts. On the displayed menu of shapes, in the first row, point to the second callout to display the ScreenTip Rounded Rectangular Callout. Compare your screen with Figure 1.61.

 

Figure 1.61.

(This item is displayed on page 640 in the print version)

A callout looks like a balloon used in comic strips to indicate what a character is saying. Callouts have an area into which you can type text and an arm that you can drag to an area of a worksheet or chart. Text inside the callout can be formatted and aligned.

 

 

3.

Click the Rounded Rectangular Callout, and then move the pointer into the chart area. Notice that the pointer displays as the Precision Select pointer , also called the crosshairs pointer.

 
   

4.

Position the pointer directly above the column for Feb and even with the top edge of the column for Jan, and then drag down and to the right until the pointer is between the May and Jun columns and the lower edge is on the second black line. Compare your screen with Figure 1.62. If you are not satisfied with your result, click Undo and begin again.

 

Figure 1.62.

(This item is displayed on page 641 in the print version)

Because you can move and resize the callout, its size and position need not be precise.

 

 

5.

With the insertion point blinking inside the callout, type Roof leak damaged linen and then on the Formatting toolbar, click the Center button.

The text is centered in the text box, and sizing handles display around the drawn object to indicate that the text box is selected and can be resized.

 
   

6.

Press to remove the insertion point but still leave the callout selected. Locate the adjustment handlethe yellow diamond at the tip of the callout's arm. Point to the yellow adjustment handle until the pointer displays as a small white arrowhead, and then drag upward and to the left to position the tip of the arm within and near the top of the Jan column. If necessary, drag a corner sizing handle to adjust the size of the callout so that all of the text displays. Compare your screen with Figure 1.63.

 

 

Figure 1.63.

 

7.

Press to deselect the callout, and then click in any empty cell to deselect the chart. From the View menu, point to Toolbars, and then click Drawing to turn off the Drawing toolbar. Save the changes you have made to your workbook.

 

[Page 642 (continued)]

Objective 8 Prepare a Worksheet for Printing
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