DATA VISUALIZATION
USING EXCEL
(THE ULTIMATE GUIDE)
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UQ Library
Staff and Student I.T. Training
Table of Contents
Getting Started with Excel Charts ........................................................................................................... 3
Exercise 1. Create Basic Charts ............................................................................................. 3
Exercise 2. Insert a chart from selected data .......................................................................... 4
Exercise 3. Switch data ........................................................................................................... 5
Exercise 4. Change Data in Cells ........................................................................................... 5
Chart Tools ............................................................................................................................................. 5
Exercise 5. Apply a predefined chart layout ............................................................................ 5
Exercise 6. Change Chart Elements ....................................................................................... 6
Exercise 7. Save as a template ............................................................................................... 7
Exercise 8. Apply a template ................................................................................................... 8
Exercise 9. Create a Pie Chart ................................................................................................ 8
Exercise 10. Move a chart ....................................................................................................... 12
Different Chart Types ............................................................................................................................ 13
Exercise 11. Create a Line Chart ............................................................................................ 13
Exercise 12. Scatter Chart ...................................................................................................... 14
Exercise 13. Combine Scatter charts ...................................................................................... 17
Exercise 14. Scatter chart with time ........................................................................................ 18
Exercise 15. Combination Chart ............................................................................................. 19
Exercise 16. Add a secondary axis ......................................................................................... 20
Exercise 17. Empty cells and hidden cells .............................................................................. 21
Exercise 18. Use images in charts .......................................................................................... 23
Exercise 19. Creating a histogram .......................................................................................... 25
Exercise 20. Graphing Quadratic Equations ........................................................................... 26
Specialised Charts ................................................................................................................................ 28
Exercise 21. Gantt Chart ......................................................................................................... 28
Exercise 22. Tornado/Butterfly Chart ...................................................................................... 30
Exercise 23. New Chart Templates ......................................................................................... 32
Exercise 24. Box and Whisker Chart ...................................................................................... 33
Charts in Other Applications ................................................................................................................. 34
Exercise 25. Charts in Word or Powerpoint ............................................................................ 34
Open Excel Chart Exercises file.This file can be found on the Library website
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Getting Started with Excel Charts
The terms chart and graph are often used interchangeably but do have one significant difference
A chart is a graphic representation of data.
A graph is a diagram of a mathematical function, but can also be used
(loosely) about a diagram of statistical data.
1. Go to Basic Chart tab
2. Select any cell in the data
3. Go to Insert tab
4. On the Insert tab, click Recommended Charts
5. Click on OK for the default chart
A chart will display on the worksheet. However, this may not
chart the expected data. It will chart all data including totals and
averages
1. Click on the chart on the worksheet
2. Click and Drag the handles to resize the chart
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3. Hover mouse on chart to change the pointer
4. Click and drag to reposition the chart on the
worksheet
1. Go to corner of highlighted area
2. Click and drag to exclude “Totals” cells
3. Click and drag to exclude “Average” cells
1. Select cells to chart (A1:F6)
2. Press ALT + F1
A chart will automatically apear, with all the default settings
1. Press F11
A chart will automatically apear, with all the default settings, on a
new chart sheet
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There may be occasions when data may be more beneficial displayed in an alternative layout. This
is an option that should be attempted with all charts
1. Click on the chart
This should currently chart each loan type for each school
2. Click Switch Row/column on the Chart Tools,
Design tab
The chart will now reflect school loans for each loan type Be
aware this will not be successful for all chart types
3. Click Switch Row/column on the Chart Tools,
Design tab to revert back
Charts will always be in sync with the data.
1. Change any cell value for loans
The charts will automatically update to reflect the change
Chart Tools
1. Select a chart on the worksheet
2. Click on Quick Layout on the Chart Design tab
3. Hover over a layout
A preview will show on the selected chart
4. Click any layout to apply changes
Chart elements are added, depending on the layout. These will
need customised.
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1. Click on the Chart Elements icon
2. Select the elements to include or exclude
Alternatively, Go to the Chart Design tab
3. Click the Add Chart Element button
4. Hover over the appropriate element: Axes Titles
5. Select any option to add or remove
6. Click on the Chart Elements icon
7. Click on the Legend arrow
8. Select Top to reposition the element
9. Click Chart Title marker
10. Select More Options…
This will display a formatting pane at the right of the screen
2. Click Chart Title element
3. Enter a title – Library Loans
Alternatively
4. Enter =
5. Click on cell A1
6. Press Enter
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1. Click on the Chart Styles icon
2. Select a new style for the selected chart
3. Click on the Color tab
4. Select new chart theme colours
1. Double Click on the Chart edge
2. Select Gradient Fill to Format Chart Area
This will only apply to the selected chart. To apply a colour
scheme to the whole worksheet theme colours have to be
selected.
1. Right click on the Chart
2. Select Save as Template…
3. Enter filename - NewColumnTemplate.crtx
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1. Select the data range (A1:B7)
2. Press Alt F1
3. Click Change Chart Type on the Chart Tools,
Design tab
4. Click on the All Charts tab
5. Click on the Templates folder
6. Select the NewColumnTemplate shown
7. Click on OK
Pie charts are best used to chart only one category or data series.
1. Go to the Pie Chart sheet
2. Select the data (A2:C7)
3. Click the Pie Chart icon on the Insert tab
4. Select 2-D Pie
The resulting chart will only display one data series -
undergraduates
5. Click the Switch Row/Column button
This will chart by year rather than by graduate
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6. Click the Switch Row/Column button
7. Click the Change Chart type button
8. Select the doughnut chart
9. Apply a Quick Layout to add data labels
10. Click data labels in any data series
11. Click the Label options icon
12. Expand Label Options
13. Check the Value
14. Clear the Percentage
15. Click a data series
16. Click the Series options icon
17. Change the Doughnut hole size – 35%
18. Click the Select Data button on the Chart Tools,
Design tab
19. Click on the Postgraduates data series
20. Click the up arrow
21. Click on OK
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This changes the order of the data series in the chart and makes the
repesentation of values more reliable
1. Select data range to chart (A2:B7)
2. On the Insert tab, click Recommended Charts
3. Select the sample Pie Chart
4. Click on OK
5. Click the Add Chart Element button
6. Hover over Data Labels
7. Select Data Callout
This displays the category and percentage to the chart
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8. Double click on the chart
This will display a formatting pane at the right of the screen
9. Click on any data label
10. Click the Label Options icon
11. Clear the Category Name
1. Select Data range to chart (C2:C7)
2. On the Insert tab, click Recommended Charts
3. Select the sample Pie Chart
4. Click on OK
The chart displayed does not have the correct legend
5. On the Chart Tools, Design tab, click Select Data
6. Click the Edit button
7. Select the range (A3:A7)
8. Click on OK
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1. Select a single data point in the series (A wedge)
2. Go to the Format task pane
a. Rotate the chart using the “Angle of first slice”
b. Extract a data value using the “Point explosion”
3. Repeat the process to create a Totals chart
a. Select a data series
b. Insert a pie chart
c. Select Data to add the correct category range
d. Adjust the labels and formats to suit
1. Click on a chart
2. On the Chart Tools, Design tab, click Move
chart
3. Select the New Sheet option
4. Add a new name – Totals Chart
5. Click on OK
The totals chart will be placed on its own sheet
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Different Chart Types
A line chart is most often used to visualise a change of data over a period of time.
1. Go to Line Chart sheet
2. Click in data
3. On the Insert tab, click Recommended Charts
4. Select the Line chart
5. Click on OK
6. Resize and Reposition, as necessary
7. Double click on the data series
8. Click the Fill and Line icon
9. Click Marker
10. Expand Marker Options
11. Select Built-in:
a. Select a type
b. Set a size
1. Click the Chart Elements icon
2. Click arrow beside Error Bars
3. Select Standard Error
Error Bars will be added to data points on chart
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4. Click the Chart Elements icon
5. Click arrow beside Error Bars
6. Select More Options…
7. Change error bar direction to Plus
8. Change Error amoount to Percentage
Adjust this % value as necessary
1. Click Add Chart Element
2. Hover over Lines
3. Select Drop Lines
4. Double click on the drop lines
5. Select a colour
Depending on the layout of the source data, a scatter chart should be created in a particular way to
ensure the results are correct. The most reliable way in excel is to create a scatter chart from scratch.
Selecting data to insert a scatter chart may provide unreliable results.
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1. Go to the Scatter Chart tab
2. Click into an empty cell
Ensure the empty cell is surrounded by blank cells. Excel will chart
any connecting data
3. On the Insert tab, click on the Scatter chart
4. Select the Scatter chart
This will provide a blank chart canvas
5. Click the Select Data button
6. Click on Add
7. Add the Series details below
a. Series Name:
Click Sugar Content in Fruit cell
b. Series X Values:
Select Fibre % values - B3:B23
c. Series Y values:
Clear the cell content
Select Fructose % values - C3:C23
Do NOT include the column headings or the chart will be incorrect.
8. Click on OK
A scatter chart will display
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Go to the Chart, Design tab
1. Click on Add Chart Element
2. Hover over Axis Title Click on Primary Horizontal
Repeat for Primary Vertical Axis Title
3. Click on the horizontal Axis Title object (X-Axis)
4. Click in the Formula bar
5. Enter =
6. Click on the Fibre % cell B2
7. Press Enter
8. Repeat for the vertical Axis Title object, choose the
Fructose % cell C2
9. Press Enter
10. Click Chart Elements icon
11. Click data labels arrow
12. Select More options…
13. Click the Label Options icon
14. Expand Label Options
15. Clear Y value option
16. Check Value From Cells
17. Select the data range with fruit names – (A3:A23)
18. Click on OK
19. Change the label position to Below
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1. Repeat the steps above to create a scatter chart for
Sugar Content in Vegetables
1. Select the Sugar Content in Fruit chart
2. Press CTRL D to duplicate
3. Click Chart Elements icon
4. Clear Data Labels
5. Click the Select Data button
6. Click the Add button
7. Complete the details below:
a. Series Name:
Click Sugar in Vegetables cell
b. Series X Values:
Select Fibre % values - F3:F23
c. Series Y values:
Clear the cell content
Select Fructose % values - G3:G23
Do NOT include the column headings or the chart will be incorrect.
8. Click on OK
9. Click on OK again
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1. Go to the Scatter with time sheet
2. Click any cell in data
3. Click Scatter chart on Insert tab
4. Select the Scatter chart
The chart will be displayed.
5. Double click the horizontal axis (X Axis)
6. Change the Axis Options
a. Bounds Minimum = 15
When Excel records times and dates it used the value one to refer to an entire day, and so times of days are
portions of one
7. Click the vertical axis (Y Axis)
8. Change the Axis Options to begin the time at 40
minutes
In Excel 24 hours = 1, therefore 1 hour = 1/24
As we need to start at 40 mins we need 2/3 of 1 hour:
=(2/3)*(1/24)
0.027778
a. Change Bounds Minimum to 0.027778
9. Change the Axis Options to have 10 minute
intervals
In Excel 24 hours = 1, therefore 1 hour = 1/24
We need 10 mins intervals so we need 1/6 of 1 hour:
=(1/6)*(1/24)
0.0069444
a. Change the Units Major to 0.0069444
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The Axes will change to display required settings
A combination chart is a chart that combines two or more chart types in a single chart. We have
seen this already with the basic chart as a clustered column with the averages represented as a line.
However, there will be instances where not only will different charts will be required but different axis
scales too.
Go to the Combination Chart tab
1. Select the data range (A2:B7)
2. Press ALT F1
1. On the Chart Tools, Design tab, click Select Data
2. Click the Add button
3. Select Series Name (C2)
4. Clear Series Values field
5. Select (C3:C7)
6. Click on OK
7. Click on OK again
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8. Click Edit under Horizontal axis
9. Select cells (A3:A7)
10. Click on OK
11. Click the new data series
12. Click the Change Chart Type button
13. Change the Graduates Employed series to a Line
Chart
14. Click on OK
Repeat Steps 1–6 for the Higher degrees (E2) & (E3:E7)
Repeat Steps 1–6 for the Unemployed (G2) & (G3:G7)
When adding subsequent data series they should be the same type
as the last one used, so new data added should automatically be line
charts
15. Click on OK
16. Double click a data series line
17. Click the Fill & line icon
18. Check Smoothed line
Repeat for other data series lines
A secondary axis works well in a chart that shows a combination of column and line charts.
1. Select the combo chart
2. Press CTRL D to duplicate
3. Apply different chart colour
4. Resize and Reposition, as necessary
5. Click the Select Data button
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6. Click on the Graduates Employed data series
7. Click Edit
8. Clear Series Values
9. Select percentages (D3:D7)
10. Click on OK
Repeat for Higher Degrees (F2:F7) & Unemployed
(H2:H7)
11. Click on OK
This will change the display of the chart
12. Click the Change Chart Type button
13. Check Secondary Axis boxes for line charts
14. Click on OK
The chart will adjust to display a new axis scale at the right side
The default setting in Excel charting is to remove any content in hidden cells and to show zero values
as gaps. This can be changed to amend what the chart displays.
1. Select column C
2. Right click on the selected column
3. Select Hide
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The chart will no longer display the hidden column
4. Click on the single axis chart
5. Click Select Data button on the Chart Tools, Design
tab
6. Click Hidden and Empty Cells
7. Check Show data in hidden rows and columns
8. Click on OK
This will display hidden data only for the selected chart
1. Right click beside Column C heading
2. Select Unhide
3. Delete cell content C6, E4 & G5
This will change the display of the chart to the default setting which
shows empty cells as gaps
4. Click on the single axis Chart
5. Click the Select Data button
6. Click Hidden and empty cells
7. Select Show empty cells as: Zero
8. Click on OK
9. Click on OK again
This will drop the line chart to zero for any empty cell in the data
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10. Click the Select Data button
11. Click Hidden and empty cells
12. Select Show empty cells as: Connect data points
with line
This will connect point directing ignoring empty cells
13. Click on OK
14. Click on OK again
This will ignore empty cells and connect values before and after the
empty cell. The problem with this is that empty cells will display an
“estimated” value based on other data.
15. Go to the data cells
16. Enter values 4273 in C6, 835 in E3 & 873 in G4
Go to the Picture Chart tab
1. Select the data range (A2:F2)
2. Press ALT F1
3. Click the Select Data button
4. Click the Edit button under Horizontal Axis Labels
5. Select cells (B1:F1)
6. Click OK
This will add the years to the X-Axis
7. Click on OK again
8. Double click on the data series
9. Click the Fill and Line icon
10. Select Picture or Texture fill
This will fill the columns with the default fill
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11. Click on a button to choose an image
12. Click the File… button
13. Locate and select an image file: currency.png
These are best kept as simple and small as possible
14. Select the Stack option to adjust the image
The chart will display the image in the data series column
15. Click the Series Options icon
16. Change the Gap width to 100%
Repeat for 2 other faculties of your choice
17. Click on data series
18. Press CTRL C to copy
19. Click on Business, Economics and Law Chart
20. Repeat for another chart
21. Click Add Chart Element button
22. Click Legend
23. Select Bottom
The icons will be shown in the legend
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Using Graphs
Graphs are only different from charts as they create a diagram of mathematical functions
Differences between Histograms and Bar Charts
There are three principle differences between histograms and bar charts:
1. Histograms are used to show distributions of variables while bar charts are used for
comparison of variables.
2. Histograms plot binned quantitative data while bar charts tend to plot categorical data.
3. Bars can be reordered in bar charts but not in histograms.
Histograms
A histogram is a graph used to display the frequency distribution of data in graphical form. It is able
to show the proportion of data that fits into specific categories or bins. For example, we may want to
find out how many students are a particular age.
1. Select column B
2. Click the Statistic chart on the Insert tab
A histogram will display representing the number of students of
a particular age. Resize and reposition as necessary
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1. Double click the X Axis (horizontal)
2. Change the Number of Bins to 10
3. Press Enter
This will provide 10 columns(bins) in our histogram. The X-Axis
distributions will change automatically to suit.
4. Change the Bin Width to 10
This means the distributions will be in 10 year groupings. This
will also change the number of bins automatically
5. Change the underflow value to 20
This will be the starting age of the distributions. This should be
higher than the minimum and will be the bin starting point
6. Change the overflow value to 60
This will be the last age of the distributions, which will be the bin
ending point
7. Add Data Labels to Outside End
Go to the worksheet “Quadratic Equations”
Solving the equation 3X2 +2X +3
1. Go to cell B5
2. Enter =3*A5^2+2*A5+3
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3. Autofill down to B17
1. Select data range (A5:B17)
2. Click Recommended Chart on the Insert tab
3. Select the Scatter chart
4. Click Chart Title element
5. Enter Equation 1
1. Click Insert tab
2. Select Text box
3. Enter equation: 3X2 + 2X + 3
4. Resize and reposition
5. Select data range (A21:B33)
6. Click Recommended Chart on the Insert tab
7. Select the Scatter chart
8. Click Chart Title element
9. Enter Equation 2
1. Click on Equation 1 Chart
2. Press CTRL D to copy
3. Click on the data series in Equation 2 Chart
4. Press CTRL C to copt data series
5. Click on New chart
6. Press CTRL V to paste data series
7. Click on Chart Tile element
8. Press =
9. Click on cell A1
10. Press Enter
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Specialised Charts
Some charts need to display information for a certain purpose such a project timeframe. Although
Excel may not appear to offer the required chart they can often be created as a variation of another
chart.
Gantt charts tend to be used to illustrate the timeline of a project.
The completion date will be calculated by the number of
workdays from the start date
1. Go to cell D2
2. Enter =WORKDAY(B2,C2)
This will provide the actual completion date not including
weekends
3. Autofill down to D7
4. Go to cell E2
5. Enter =D2-B2
This will calculate the actual number of days between the start
date and completion work date.
6. Autofill down to E7
A Gannt chart cannot be created from the displayed date
formats in column B
7. Select (B2:B7)
8. Change the number format to General
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1. Select range (A1:B7)
2. Hold CTRL and select (E1:E7)
3. Click on Recommended Charts on the Insert tab
4. Select the Stacked Bar chart
5. Select (B2:B7)
6. Change number format to Short Date
1. Double click the Blue bars representing start date
2. Format the Data Series
a. Select No fill
b. Select No line
3. Click the Y-Axis
4. Click the Axis Options icon
5. Expand Axis Options
6. Select Categories in reverse order
1. Click the X axis (now at the top of the chart)
2. Change the Axis Options
3. Bounds Minimum = 1/6/18
4. Click on the data series
5. Click the Series option icon
6. Change the Gap Width to 25%
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7. Click on the Chart Elements icon
8. Clear the Legend option
9. Check Data Labels
10. Click the task data series on the chart
11. Change the font colour to white
12. Click the extra data labels on the chart
13. Press delete
A Butterfly chart is a technique for comparing two data series side by side. Excel doesn’t provide
the option for a butterfly/tornado chart and it is created by adjusting a 100% stacked bar chart.
Poll Results
147 Medi cine 412
274 Non-Faculty 484
837 Sci ence 591
853 Ha SS 495
625 Ha BS 773
959 Archi tecture 463
163 Engi neering 295
393 La w 544
342 Economics 396
463 Bus iness 624
You need to have at least 5 columns of data to create the
tornado chart
1. Go to the Butterfly sheet
2. Go to cell B15
3. Enter the formula =1000-C15
4. Autofill down to B24
5. Go to cell F15
6. Enter the formula =1000-E15
7. Autofill down to cell F24
1. Select the data range (A14:F24)
2. Click on Recommended Charts on the Insert tab
3. Select Stacked Bar chart
4. Click on OK
5. Resize and reposition the chart as necessary
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1. Double-Click on the first data series in the chart
2. Format Data Series
a. No fill
b. No line
3. Repeat for the last data series
4. Repeat for the Gap data series
5. Right click on the Gap data series
6. Select Add Data Labels
7. Right click on a gap data label
8. Select Format Data Labels…
9. Check Category Name
10. Clear Value
The category cannot fit into the gap width and will need adjustment
11. Go to cell D15
12. Change the data to 250 or 300 or 600
13. Autofill down to D24
14. Click on the Y Axis
15. Press delete
16. Repeat for the X Axis
17. Click on the NO data series
18. Click the Series Option icon
19. Reduce the Gap Width to 50%
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20. Click on any data series
21. Click Add Chart Element
22. Hover over Data Labels
23. Select Inside Base
24. Repeat for other data series but choose Inside end
25. Click the Chart Elements icon
26. Clear Gridlines option
27. Click the Chart Title Element
28. Type =
29. Click on cell A14
1. Right click on the butterfly chart
2. Select Save as Template…
3. Enter filename Butterfly.crtx
4. Click on Save
1. Select data range (A28:F38)
2. Click Recommended Charts on insert tab
3. Click All Charts tab
4. Click on Templates
5. Select Butterfly chart template
6. Click on OK
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A Box and whisker chart is the most commonly used in statistical analysis. A box and whisker chart
shows distribution of data into quartiles, highlighting the mean and outliers. The boxes may have
lines extending vertically called “whiskers”.
Go to the Box and Whisker sheet
1. Click a cell in the Faculty Expenses data
2. Click the histogram icon on the Insert tab
3. Select the Box and Whisker chart
Excel scans the data and displays a chart with a data series
for each different category.
• The box represents half the entries in a series.
• The centre line marker represents the average value in a
series.
• The Whiskers represent the largest and smallest entries
in a series
1. Click on the chart elements icon
2. Select Data Labels
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The numbers we see here at the top and bottom of the
box represent the range that covers the middle number of
entries.
The numbers at each end of the whiskers represent the
minimum and maximum values of entries
Charts in Other Applications
There are two main ways to use an excel chart in other files, either as a static image or a dynamic
linked object.
1. Go to the basic chart sheet
2. Right click on the formatted clustered column
3. Select Copy
4. Go to destination application - (Word or Powerpoint)
5. Click on the down arrow on the Paste button
6. Select one option:
a. Use destination theme and embed workbook
b. Keep source formatting and embed workbook
c. Use destination theme and link data
d. Keep source formatting and link data
e. Picture
Any embedded or picture chart will not update. Any linked data will
update if the original excel data changes.
Source: https://web.library.uq.edu.au/files/109045/20200916_Excel_Charting.pdf
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