Understanding Formatting and Graphs

Understanding Formatting and Graphs Table of Contents Introduction……………………………………………………………………………………………… 1 Type of Output “Graph”……..…………………………………………………...
Author: Hollie Patrick
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Understanding Formatting and Graphs Table of Contents Introduction……………………………………………………………………………………………… 1 Type of Output “Graph”……..………………………………………………………………………….. 2 Giving the Graph a Title………………………………………………………………………………... 3 Sorting data within a Graph using “Sort By”……………………………………………………………. 4 Grouping by Libraries……………………………………..…………………………………………… 5-6 Grouping by Data Elements…………………………..………………………………………………… 7-8 Grouping by Years……………………………………..………………………………………………. 9-10 Choosing a Data Type (Regular)……………………………………………………………………….. 11-12 Choosing a Data Type (Percentile)……………………………………………………………………… 13-15 Choosing a Data Type (Rank)…………………………………………………………………………. 16-17 Choosing a Data Type (Standardized)........……………………………………………………………… 18-20 Formatting a Standardized Graph………………………………………………………………………... 21-28 Adding “Point Labels” to the Graph…………………………………………………………………….. 29-32 Adding a Title to the X and Y Axis…………………………………………………………………….... 33-34 Changing the Color Scheme or Graph Type…………………………………………………………….. 35-36 Understanding the Toolbar………………………………………………………………………………. 37 Toolbar: Open Icon…..………………………………………………………………………………….. 38 Toolbar: Save / Copy …………………………………………………………………………………. 39-40 Toolbar: Gallery / Color ………….…………………………………………………………………… 41-42 Toolbar: Vertical / Horizontal Grid……………………………………………………………………... 43-44 Toolbar: Legend Box / Data Editor …………………………………………………………………… 45-46 Toolbar: Properties / 2D/3D ………………………………………………………………………….. 47-48 Toolbar: Rotate………………………………………………………………………………………… 49 Toolbar: Z-Clustered…………………………………………………………………………………… 50-51 Toolbar: Zoom………………………………………………………………………………………….. 52-53 Toolbar: Print Preview/ Print ………………………………………………………………………….. 54-55 Toolbar: Tools…………………………………………………………………………………………… 56 Copying a Graph to Microsoft Word…………………………………………………………………… 57-58 Copying a Graph to Microsoft PowerPoint…………………………………………………………….. 59

The Format Screen allows you to setup how you want your results displayed. When working with Tables, you can choose to utilize: Title, Sort By, Group By, and Data Type, X-Axis Title, Y-Axis Title, Color Scheme, Graph Type, Decimal, Labels, and Show Legend.

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For “Type of Output”, click “Graph”.

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Type the title of your graph in the “Title” field.

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You may sort on variable elements selected in the “Data” section. Click the drop down menu next to the “Sort By” box, and choose a variable from the drop down menu. After selecting a variable, choose Ascending or Descending to sort the information.

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You may also choose to “Group By” either Libraries, Data Elements, or Years (if multiple years are selected). When viewing a Graph if you choose to Group By Libraries, the libraries selected will appear along the bottom (or X-Axis) of your graph. (see next slide)

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Since you grouped by Libraries, the names of the libraries appear along the bottom of the graph. The variables(s) selected at the “Data” tab will appear in the Series Legend.

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You have added a graph title called “Total Local Income”. You will now change the Group By to “Data Elements”. This will change your output results to display the data elements along the bottom of the graph and the names of the libraries will appear in the series legend. (see next slide)

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We have the graph title called “Total Local Income” and since you grouped by Data Elements, the data element(s) are displayed along the bottom axis of the graph, and the names of the libraries are in the Series Legend.

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If you selected multiple years at the “Data” tab, “Years” will be displayed in the drop down menu for “Group By”. If you choose to group by Years, the Years selected at the “Data” tab will display along the bottom axis of the graph. (see next slide)

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Since you selected “Group By Years”, the Years appear along the bottom axis of the graph.

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The next option available to you is “Data Type”. You have the option to choose either, Standardized, Percentile, Regular, or Rank. The most commonly used is “Regular”. (see next slide)

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Data Type of “Regular” returns a standard graph that includes the data elements and libraries that have been selected, along with their corresponding values.

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Now select “Percentile”. Selecting “Percentile” will rank all the libraries selected into a percentile based on all the libraries in the selected database. (see next slide)

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Notice that each library now has a “percentile” associated with their Total Circulation. Again, this percentile is based on all the libraries within the dataset selected at “Setup”. Ackley Public Library ranks in the 61st percentile for the entire state. To view the actual number, you can scroll over the bar in the graph to give a pop up window. We will learn in later slides how to have the actual number display above the bar on the graph.

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Percentile data is a broader way of expressing rank, but essentially expresses the same idea of position within a group. On large datasets like FSCS, percentile is often more meaningful than rank. For example, it is more meaningful to know a library is in the 74th percentile on Collection Expenditures than it’s rank of 2,238. However, on smaller datasets, rank might be more useful than percentile.

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In this example, you will select “Rank”. Rank data shows what rank the regular value for that library is within the dataset selected at setup.

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Looking at rank in this example, Ackley Public Library ranks 206th and Agency Public Library ranks 457th in the state in Total Local Government Income.

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The last option for “Data Type” is Standardized. Although standardized data is usually for stat gurus, it is still a very useful type of data. Standardized data tells how many standard deviations away from the average a particular value is.

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In order to understand standardized data we will look at a regular data table for 4 libraries and their total circulation. These 4 libraries circulate an average of 667,408 items. One of them circulates 45,309. Is that low? It depends on what the range of circulation is among the 4 libraries. Lets take a look at the standardized data for these libraries. (see next slide)

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In this example, Arapahoe Library District is almost 2 standard deviations from the mean. By definition of standard deviation, two thirds of all libraries will fall within 1 (plus or minus) of the mean. Ninety-five percent of all libraries will fall within 2 of the mean. Any library with a value outside of 2, is very exceptional.

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Since we are working with standardized data, change the Decimal to 2.

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This will display a standardized graph. The graph however does not display properly. Since we changed our decimals, we do have the decimals formatted properly.

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To format your graph, do the following: Click the “Properties” icon on the tool bar at the top of the page.

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This will display the “Chart FX Properties” box. You can change several properties through this option. You may select to change attributes under the General, Series, Axes, and 3D tabs.

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Click on the Axes Tab. This will display the properties for the Axes.

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Click on the Details Tab.

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This will open up the Y Axis Properties box. Change the Minimum value to “-2” This is where you would change the scale of you graph. If you were dealing with currency, percentages, etc., you could also choose to change the Format. Click OK.

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Click OK again.

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Your graph is now formatted to Scale. To get the values to display at the tops of the bars, do the following: 1. Click on the “Properties” icon on the tool bar. 2. Click on the Series Tab 3. Check the box, “Show Point Labels”

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“Show Point Labels” is now selected. Click OK.

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Now the graph is formatted to scale and has the corresponding associated values.

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One of the best applications of standardized data is comparing two data types that normally are not comparable. For example, you could look at Total Circulation and Circulation per Capita on the same graph to see if a particular library stands out on either of these measures and how far they stand out. Thus, standardized data can help you quickly identify areas where a library stands out from others.

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You may choose to name both the X and Y Axis.

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The X and Y Axes are now labeled.

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You may choose to change the Color Scheme or the Graph Type.

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If you changed your Graph Type to “Pie” on the “Format” tab, a pie chart would display.

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To fully understand the toolbar, it is important to understand how each individual icon works.

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OPEN - This feature allows you to open a chart that you previously saved. You can also open a template that saves your favorite formatting options so you can quickly apply them to a new graph

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SAVE - You have several option when you save a chart. You can save the chart and the data that you currently have displayed on the screen as a ChartFX file that can later be read by Connect. You can also save the formatting that you have applied to the graph into a template. You can save the data behind the chart as a comma delimited text file that can be read by Excel and other programs. You can save the graph as a picture in one of two formats, Metafile (.emf) or Bitmap (.bmp). Both picture file formats are very common and can be read by most programs such as Microsoft Word or Microsoft Power Point.

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COPY - Similar to saving, you can copy the graph to the clipboard in one of several formats. The Bitmap and Metafile are both pictures of the graph as it appears on your screen. The Metafile is resolution independent, so it will resize without becoming pixilated and losing quality.

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GALLERY - The gallery lets you choose from many different chart types. You can choose bar, pie, line, radar, scatter, bubble, etc.

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COLOR - To change the color of your graph, choose a color. This will change the bar beneath the paint bucket on the tool bar. Using your mouse, grab the paint bucket and pull it down onto one of the bars in the graph.

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VERTICLE GRID - The vertical grid will turn on vertical grid lines on the chart. These are helpful for line charts.

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HORIZONTAL GRID - The horizontal grid is turned on by default. It displays faint gray horizontal grid lines to help you determine values.

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LEGEND BOX - The legend box is turned on by default. If you can not see the legend, click this icon to turn it on. The legend will now come back to the top. You can right click on the legend to fix its position on the graph or you can keep it floating. Click it again to turn it off.

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DATA EDITOR - The data editor displays a grid below the chart with the values displayed on the chart. You can not edit the data in the editor because you can not change the values in Connect.

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PROPERTIES - Clicking this icon pulls up a properties window that allows you to change properties on the graph. You can change just about anything you want. Just Click on the General, Series, Axes or 3D tabs.

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2D/3D - This icon turns the 3D view on and off.

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ROTATE - You can rotate the graph to whatever position looks the best. You can also adjust the depth and shadows of the bar.

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Z-CLUSTERED - When you click this icon, the bars are lined up behind one another. By enabling this feature and turning off the 3D view, you can create the equivalent of a stacked bar chart. (see next slide)

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Z-Clustered with 3D turned off.

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ZOOM - The zoom feature allows you to enlarge certain parts of the graph. After you click the Zoom button, move your cursor down to the chart and click and hold. The cursor changes to a magnifying glass. Drag the cursor and you will see a rectangle. When you let go, the chart will zoom to the area that was inside the rectangle. (see next slide)

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The chart is now zoomed in on Burlington Public Library. Click the zoom button again to return to a full view. This feature is especially useful if you want to zoom in on one data element. The areas not in the chart are still there. You just have to scroll over them to see them.

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PRINT PREVIEW - This option allows you to setup the margins, page orientation, etc., prior to printing your chart. There is a Force Colors option that will force the graph to print in grey scale, if you are printing to a black and white printer. If you do not have this option selected, the chart will fill in with textures when printing to a black and white printer.

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PRINT - This option prints the chart. The chart will always print to your default printer. You can not change the printer default from Connect.

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TOOLS - The tools icon turns different tool bars on and off. If you turn off a Toolbar and want to turn it back on, right click on the graph, and click on the Toolbar option.

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To copy a graph into Microsoft Word or Microsoft PowerPoint. The fastest method is: 1. Click on the “Copy to Clipboard” icon. (Choose Bitmap) 2. Open Word or Power Point and

paste into your document.

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Microsoft Word Example: Open your Word document and click the “Paste” icon. This will insert your graph into your document.

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Microsoft PowerPoint Example: Open your PowerPoint presentation and click the “Paste” icon. This will insert your graph into your presentation.