Preparing Effective Charts and Graphs
SECTION 1A: Analyze Your Audience and Purpose

As you think about what information to present in a graphic, analyze your audience and purpose. Why is your audience reading your document? What point you are trying to make with this graphic? What types of charts and graphs do your readers understand? Your answers will help you choose the most effective kind of graphic to convey your point and will help you determine the level of detail to use when explaining the graphic in your text.

General audiences
General audiences know how to read common graphics such as bar graphs and pie charts. Because these types of graphics appear frequently in newspapers and magazines, they are good choices for the general public.

Figure 1. Average Number of Credit Hours Taken by a Student Each Semester, by Class Standing

Expert audiences
Expert audiences have experience interpreting specialized types of graphics used in their field, such as scatter plots and logarithmic graphs. A meteorologist, for example, would likely be able to understand the following scatter plot that shows how rainfall influences runoff in a particular watershed.

Figure 17. Effect of Rainfall on Runoff in the Wrangell Watershed over a Two-Week Period

HOME: Introduction to this tutorial
1. Overview of the Process
  1. Analyze Your Audience and Purpose
  2. Understand the Limitations of Spreadsheet Programs
  3. Enter Data into a Spreadsheet Program
  4. Select Data to Include in a Graphic
  5. Choose the Appropriate Kind of Graphic
  6. Customize the Graphic for Your Audience and Purpose
  7. Select Where to Place the Graphic in the Spreadsheet
  8. Insert the Graphic into a Word-Processing or Presentation Program
  9. Integrate the Graphic and the Text
2. Designing Effective Charts & Graphs
  1. Make Sure Your Graphic Has a Purpose
  2. Aim for Simplicity
  3. Be Honest
  4. Present a Manageable Amount of Information
  5. Follow Common Conventions for Graphics
  6. Label Your Graphic
3. Sample Graphics for Analysis
  1. Pie Chart
  2. Gantt Chart
  3. 100-Percent Horizontal Bar Graph
  4. Vertical Bar Graph
  5. Line Graph


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