Dynamic Chart Switcher
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This document describes how to create a dynamic chart in Microsoft Excel that updates based on a selection from a dropdown list. The chart shows quarterly spending figures. Named ranges are used to link chart data to the dropdown selection, such that the chart data source changes automatically when the user selects a different quarter. Formulas combine text with the dropdown selection index to generate the dynamic named range for the chart data series. This allows the chart to update visually without changing the underlying formulas.
Dynamic Chart Switcher
- 1. Dynamic Chart with Dropdown List ControlFebruary 18, 2011
- 2. OverviewWe will create a chart in Microsoft Excel that updates automatically based on a selection from an in-cell dropdown listThis chart will function based on quarterly figures as its data sourceThe main purpose is to show users the dynamic functionality of Microsoft Excel without using macrosCopyright © 2011 Techronology. All rights reserved.
- 3. Quick GlanceThe componentsDropdown selection listCategories and dataDynamic chartThe ideaTo be able to change the chart's data source based a user's selectionAgain, we will not show you how to create the dropdown list itself, which is covered in a separate lessonCopyright © 2011 Techronology. All rights reserved.
- 4. RequirementsMicrosoft Excel 2007You may be able to apply the instructions in this tutorial to other versions of Microsoft ExcelOptionalCheck out the tutorials below on creating dropdown lists in Microsoft Excel(We will not cover the creation of dropdown lists in this tutorial)Copyright © 2011 Techronology. All rights reserved.Tutorial Linkshttp://www.slideshare.net/techron/incell-interactivity-dropdown-box-in-excelhttp://www.techronology.com/index.php?pageID=007002&lessonID=excel0001&lessonType=pres
- 5. Get the Data ReadyThis data refers to the amount of money spent on business supplies and stationary for a particular businessBelow is the data you should use in this lessonCopyright © 2011 Techronology. All rights reserved.We have our data organized in cells D5 to H8, as shown below
- 6. Enter the DataEnter the data (in cells D5 to H8) for your chart using the same numbers as belowCopyright © 2011 Techronology. All rights reserved.
- 7. Create the In-cell Dropdown ListIn cell B6, create an in-cell dropdown list with four choices1st Quarter2nd Quarter3rd Quarter4th QuarterCopyright © 2011 Techronology. All rights reserved.
- 8. Select Your Data and Prepare to Create ChartCopyright © 2011 Techronology. All rights reserved.11Select cells D5 to E8, which will serve as your initial data for your chartClick on the Insertmenu22
- 9. Create a Standard Pie ChartClick on the Pie iconClick on the first pie icon in the 2-D Pie sectionCopyright © 2011 Techronology. All rights reserved.
- 10. Chart DisplayYou can move the chart around, resize it, etc., but it is time to make the chart more dynamicNow that the chart is created, let's make some named ranges that will work with the chartCopyright © 2011 Techronology. All rights reserved.
- 11. Create the Named Ranges for First Two QuartersCopyright © 2011 Techronology. All rights reserved.11Select cells E6 to E8Type qtrData1 in the Name Box and press EnterSelect cells F6 to F8Type qtrData2 in the Name Box and press EnterWe cover named ranges in a previous tutorial, which is listed on the Requirements page in the beginning of this tutorial22
- 12. Finish Creating the Named RangesCopyright © 2011 Techronology. All rights reserved.11Select cells G6 to G8Type qtrData3 in the Name Box and press EnterSelect cells H6 to H8Type qtrData4 in the Name Box and press Enter22
- 13. Test the Dropdown ListWe now want to supply a number based on the user's selectionBelow are the index values we want to use for the dropdown list1st Quarter = 12nd Quarter = 23rd Quarter = 34th Quarter = 4So, when a user selects 3rd Quarter, for example, the value 3 should be appliedCopyright © 2011 Techronology. All rights reserved.
- 14. Match Up Your ChoiceType the formula shown above in cell B8 and press EnterThe MATCH function searches for a specified item in a range and then returns the relative position of that item in the rangeIn our case, the range is {"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"}Copyright © 2011 Techronology. All rights reserved.
- 15. Our Match Formula BreakdownCopyright © 2011 Techronology. All rights reserved.=MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)This is the value in cell B6 we want to lookupThese are the range of values to check B6 againstThe zero value in MATCH looks for an exact matchThe final result should be 1, 2, 3, or 4 in cell B6If a match cannot be found, an error is displayedOur dropdown list should only allow the values listed in the match range; therefore, an error should not occur
- 16. Creating the Series Names from User SelectionsWe can now append the number produced in B6 to the text "qtrData"For example, if the user selects "2nd Quarter" then B6 will equal 2 and the text "qtrData" will become "qtrData2"Below are the text values that we want to create based on the user selection1st Quarter = "qtrData1"2nd Quarter = "qtrData2"3rd Quarter = "qtrData3"4th Quarter = "qtrData4"Copyright © 2011 Techronology. All rights reserved.
- 17. Test the Series Text NameIn cell B9, enter the follow formula (including the quotations)…="qtrData"&B8…which will produce qrtData1, qrtData2, qrtData3, or qrtData4Copyright © 2011 Techronology. All rights reserved.Remember, cell B8 is the same as…=MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)
- 18. Finalize Series NameIn cell B10, combine cell B8 and B9 using the following formula…="qtrData"&MATCH($B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0)This will become our master named range for the chart seriesCopyright © 2011 Techronology. All rights reserved.
- 19. Get the Formula for the Series NameCopyright © 2011 Techronology. All rights reserved.11Click on cell B10Press function key 2 (F2) to go into edit moreSelect all the text, including the equal signPress Ctrl-C to copy the formulaOr…Select and copy the formula from the formula toolbar22
- 20. Create the Series Named RangeCopyright © 2011 Techronology. All rights reserved.11Click Formulas from the menuClick Define Name from the Formulas ribbonType seriesData as the NamePaste in the formula you copied from cell B10 to the Refers to boxPress Enter or click OKYou may need to try this twice or type in the formula directly to get use to the procedure22
- 21. Make the New Range Name an Indirect RangeOpen the Name Manager by pressing Ctrl-F3 or by clicking Name Manager from the Formulas ribbon (see previous page)Click on seriesDataIn the Refers to box, enclose everything in parenthesisBefore the first parenthesis, type INDIRECT See the complete formula belowCopyright © 2011 Techronology. All rights reserved.=INDIRECT("qtrData"&MATCH(Sheet1!$B$6,{"1st Quarter","2nd Quarter","3rd Quarter","4th Quarter"},0))
- 22. INDIRECT Function NoteINDIRECT returns the reference specified by a text string. References are immediately evaluated to display their contents. Use INDIRECT when you want to change the reference to a cell within a formula without changing the formula itself.Copyright © 2011 Techronology. All rights reserved.
- 23. Apply Your New Range Name to the ChartRight-click on a white area on the chart to view the shortcut menuClick Select Data from the shortcut menuYou can also click on the chart, select Design from Chart Tools, and click on the Select Data iconCopyright © 2011 Techronology. All rights reserved.
- 24. Create New Data SourceCopyright © 2011 Techronology. All rights reserved.11Click on 1st Qtr and then click the Edit optionUnder Edit Series, type Sheet1!seriesData in the Series values boxPress Enter or click OKBasically, what you are doing is typing the name of your sheet, the exclamation point, and the named rangeIf your sheet's name is not "Sheet1" replace "Sheet1" with the name of your sheet22
- 25. Test Your ChartNow when you select an option from the dropdown, the chart will update automatically according to your selectionOn the other hand, the series name or title will not change because you did not create a dynamic range name for them yetYou really do not need to unless you plan on displaying a chart or series titleSimply click on the chart title and press deleteCopyright © 2011 Techronology. All rights reserved.
- 26. End NotesYou can now delete the contents of the test cells (B8, B9, and B10)This technique can work with almost any kind of chartOnce you get really good, you can create charts that automatically adjust to the size of a rangeYou can get the supporting Microsoft Excel file from the following site:http://www.techronology.com/products.php?prodID=less002Copyright © 2011 Techronology. All rights reserved.