Do you ever need to present a chart
or a graph in a meeting?
The way you set up that slide matters.
Let's do a test.
You're the manager, I'm presenting to you.
I'm going to do two different
slides, same story, ready?
Here's presentation number one.
Let's have a look at our sales
volume for this year so far.
The countries with the highest sales
are USA, Germany, and India.
Although USA is the
highest in absolute terms,
there is a big negative deviation
to budget due to an unplanned shutdown.
Germany is also behind budget,
but India is ahead of budget
by more than 20% due to a
successful product launch.
You got that?
Here's number two.
Let's have a look at our sales
volume for this year so far.
The countries with the highest sales
are USA, Germany, and India.
Although USA is the
highest in absolute terms,
there is a big negative
deviation to budget
due to an unplanned shutdown.
Germany is also behind budget
but India is ahead of budget
by more than 20% due to a
successful product launch.
Notice the difference?
I know a lot of people
are against animations
in business presentations
they can be seen as
unprofessional or distracting,
but not when they are there
to emphasize the points in your story.
You see, when you put up a visualization
that has a lot of information,
your audience's attention
goes from you to the slide.
They stop listening to you,
and they start figuring out
on their own what's on that slide.
When your chart animation
supports your story,
you keep them with you fully engaged.
Let me show you how to
animate your Excel charts
in PowerPoint.
Our starting point is Excel.
We're first going to
create the charts in Excel,
then we're going to
animate with PowerPoint.
Let's first insert the
chart for the actual data,
highlight country and actual column,
go to Insert and insert
a clustered column chart.
Select the series, right mouse click
and add data labels to this,
now we can remove the y-axis.
Let's also remove the
grid lines and the title,
we're going to have our own title
in the PowerPoint presentation.
I'm also going to reduce the Gap Width
just to make the bars thicker
and bring them closer together.
Let's also change the bar
color to a grey color,
which is my favorite color.
Now the next step: we need to
add a second series to this
to dynamically highlight the
three largest sales values.
We're going to do this
through a separate series
because that's basically
the main trick in Excel.
Whenever you work with charts,
and you want to conditionally
format the data in the chart,
you need to add a new series.
That new series is also going to enable us
to do our animation in PowerPoint.
So all we need to do for this
is to come up with a formula
that enables us to get
the three largest numbers
out of this data set.
Let's start off with the IF function,
we're going to check if cell
B4 is greater or equal to
the third largest number in this data set.
So here, we can use the large function,
highlight our data set here,
don't forget to press F4
to fix the referencing
because we don't want that to shift
when we pull our formula down,
we want to get the
third largest number out
and if the value is true, so
if that value is greater than
or equal to the third largest number,
then we want to see that number.
Otherwise, we want to see nothing
or zero and send this down.
We get our three top numbers.
Now all we have to do is add
this new series to our chart,
right mouse click,
Select Data, Add series,
series name is the title
here, and the series values
are our values that we just calculated.
Now, first thing I'm going to do
since I'm already in the Fill options,
let's just change the fill
color to a nice green.
And now, of course, we
want this to overlap.
So we need to adjust the series overlap
and change this to 100%, that's
our conditional formatting.
Now as the last step, let's
just remove the border
around this chart, Shape
Outline, No Outline.
Our first chart is completed.
Let's add our second chart,
where we want to calculate the
variance from actual to budget.
That's a simple formula,
actual minus budget,
and send the formula down.
Now let's insert a column
chart for this as well.
So highlight the Country
column, hold down Control key
and highlight the Change column,
go to Insert and insert a column chart.
Now this doesn't look nice,
so let's just do some formatting to this.
I'm going to take away the shape fill
so that I can easily check if the columns
for the change are below
the original series.
Let's remove the axis and
add data labels to this.
Now the other thing I don't need
are the horizontal axis labels,
so I'm going to remove them
by going to axis options
under Labels, Label Position,
change this to None, this keeps
the line, hides the labels.
Now the other thing I'm going
to do to make this look neater,
is to increase the Gap Width to the max.
This is going to give
me much thinner bars,
and then all I have to do is position them
underneath my actual chart.
Now it would also be nice
to have the negative bars
formatted in a different
color to the positive bars
and have this in a dynamic way.
There is a great feature for this,
it's in the Fill options,
Invert if negative.
The moment you activate this
and you select your first color,
you get the option to
select the second color.
So the first color is
for the positive series
and the second color is
the color you want to have
for your negative series.
Now if I was keeping this in Excel,
I would group these two
different charts together
so I can move them as one object
but since we're taking them to PowerPoint,
we can't group them because
moving a grouped chart object
to PowerPoint is going
to change it to an image.
So activate the first
chart and press Control + C
or right mouse click Copy.
Let's go to PowerPoint, so I've
prepared an empty slide here
with a header that I want.
And then right mouse click
and paste it as a link.
And I've kept a source
formatting in this case.
Do the same thing for the second chart
and keep the source formatting.
Now I'm just going to expand
them and make them bigger here,
you're free on the PowerPoint side
to change the color of your chart,
to add or remove elements from here.
They're not going to
impact your Excel chart.
What is connected between
the two is the data set.
So the moment the numbers
change on the Excel side,
they're going to pull through
on the PowerPoint side.
So let's just make some
cosmetic changes to this
so that the numbers and
the labels are easy to see
even if there are people
sitting further away
in the audience.
Now our chart is done, let's
just take a look at it.
It's without animation.
If you just show this,
there is a lot of information to take in,
so it would be better
to pace the information.
Let's start off with the actual chart.
Go to the Animations tab,
we can pick an animation from here.
Now I usually either go with Appear, Fade
or if I'm working with
charts, I like to use Wipe
that's going to give me this
type of effect, which I like.
The default effect option for charts
is to bring it in as one object,
but we don't want it as one
object, we want it by series.
So remember, we have two
different series here.
The original one for actual,
series number two is the
top three sales numbers.
Okay, so that's the
animation for chart one done.
It's really easy.
For chart two, I'm going to
do it slightly different.
I'm going to animate it by category,
I just have one series in there,
but I don't want to bring all
the information in in one go.
I want to pace the
information based on my story.
So let's just check this out.
First comes actual, then
comes to top three numbers,
then comes each category
one after another.
So every time I'm
pressing the mouse click,
the next category is coming on.
Now, if you have a lot of data,
this might be too much clicking.
So let's just change this a bit
and make it match our story.
So I concentrate first on USA,
and that has the biggest negative impact,
so I want to give that a
separate type of animation,
I'm going to use Wipe,
but because my data is
going the other way around,
I want the effect to go from top to bottom
instead of bottom to up,
which is the default for Wipe.
Now for the other four categories,
there isn't much to explain about those.
So I want them to appear at the same time
and I can do that by
clicking the number seven,
eight and nine because those
are the ones I want to appear
the moment number six appear.
So I'm going to highlight
them, right mouse click
and start with previous.
The India category,
that's the one that I want
to talk about separately.
So I'm going to apply Wipe to this
and just keep the default effect option.
So now let's check this out.
That's our actual numbers first,
bringing attention to top three
numbers, talking about USA,
mentioning Germany while we
show all the four countries
and then talking about India.
Okay, so that's it.
Now as the last test,
let's just make sure that this is dynamic.
Let's go and change the
number for India to 9,200.
So that reduces our change to 200.
Let's switch to PowerPoint,
it's already updated.
And notice that our actual
numbers, the top three countries,
have changed to USA, Canada, and Germany.
Now in case your link doesn't
refresh automatically,
you can go to the Chart Design tab
and click on refresh data.
I encourage you to test
different charts animations,
just make sure they're not distracting.
Instead, they should help
emphasize your story.
As Simon Sinek says, "Start
with the end goal in mind".
In his course, Presentation Essentials,
available in Skillshare,
he takes us through
the storytelling aspect
of the presentation and gives
us tips on designing the talk.
Now, because this class is in Skillshare,
which is an online learning
community, once you register,
you get access to more than 25,000 classes
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