Microsoft PowerPoint

4 Creating Charts and Tables

The skills tested in this section of the Microsoft Office Specialist exam for Microsoft PowerPoint 2010 relate to the creation of charts and tables.


Specifically, the following objectives are associated with this set of skills:

4.1   Construct and Modify Tables

4.2   Insert and Modify Charts

4.3   Apply Chart Elements

4.4   Manipulate Chart Layouts

4.5   Manipulate Chart Elements

It is hard to convey numeric data effectively in a presentation. If you have a small set of data and examining the numbers is important, you can use a formatted table to show clear correlations. If you have a large set of data, or if relationships or trends are more important than actual numbers, you can use a chart to visually represent the data.

This chapter guides you in studying the PowerPoint tools available to help you create tables and charts. You first learn how to create tables, edit their data, modify their structure, and format them appropriately. You’ll also see how to incorporate information already available in a Microsoft Excel worksheet in a slide. Then you’ll take a look at ways to create charts; change their data, type, and layout; and work with their elements to achieve exactly the effect you want.

Practice Files Before you can complete the practice tasks in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to com- plete the tasks in this chapter are in the PowerPoint\Objective4 practice file folder. A complete list of practice files is provided in “Using the Book’s Companion Content” at the beginning of this book .

4 .1  Construct and Modify Tables

Inserting Tables and Editing Table Content

When you want to present a lot of data in an organized and easy-to-read format, a table is often your best choice. You can create a table in one of the following ways:

+ Have PowerPoint insert a table with the number of columns and rows you specify.

+ Draw the table by dragging cells the size and shape you need.

+ If the table already exists in a Microsoft Access database or a Word document, or on an Excel worksheet, you can copy and paste that table into a slide, rather than re-creating it.

See Also  For information about inserting an Excel worksheet, see the “Inserting and Modifying Excel Worksheets” topic later in this section .

To enter information in a table, you simply click a cell and then type. You can also move the insertion point from cell to cell by pressing the Tab key.

When a table is active on a slide, the Table Tools Design and Table Tools Layout contextual tabs are available on the ribbon.

To insert a table

1. In a content placeholder, click the Insert Table button.

2. In the Insert Table dialog box, specify the number of columns and rows, and then click OK .

3. Enter or copy and paste the information into the table structure.


1. On the Insert tab, in the Tables group, click the Table button.

2. In the grid, point to the upper-left cell, move the pointer across and down to select the number of columns and rows you want, and click the lower-right cell in the selection.

3. Enter or copy and paste the information into the table structure.

To draw a table

1. On the Insert tab, in the Tables group, click the Table arrow, and then click Draw Table .

2. Position the pencil cursor, and drag down and to the right to create a cell the size you want.

3. On the Table Tools Design contextual tab, in the Draw Borders group, click the Draw Table button, and draw the next cell.

4. Repeat step 3 to draw as many cells as you need.

5. Enter the information into the table structure.

To edit table content

➜  Use normal editing techniques to change the data within a cell.

To delete a table


➜  On the Table Tools Layout contextual tab, in the Rows & Columns group, click the Delete button, and then click Delete Table .