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Chapter 10. Presenting Data with Reports > Displaying Data in a Chart - Pg. 361

Presenting Data with Reports 361 8. Simple charts require at least two fields--one field that categorizes the data (country name, years, and so on) and another field that provides the chart's data (the amount of the campaign budget, for example). In some charts, you'll use three fields--one that categorizes data on the chart's vertical axis (the axis field ), another that categorizes data on the chart's horizontal axis (the series field ), and a field whose data is summarized in the chart. In this example, which is a variation of a simple chart, the wizard has selected Country as the field that will provide the labels for the chart's horizontal axis and CampaignBudget for the data field. The vertical axis will show ranges of the data. We'll add SumOfAmountSpent as a second data field so that we can compare budgets and expenses. Using the field buttons on the right in the wizard screen, drag SumOfAmountSpent to the top left of the chart, dropping it in the same area as SumOfCampaignBudget, as shown here: The Chart Wizard sums numerical data by default and counts data that's not numerical. In our example, we don't need CampaignBudget to be summed (with only one value per campaign, the summation would actually make no difference in the values displayed), and SumOfA- mountSpent already contains summary data. You can change the function that Access uses to summarize data (using Avg, Min, or Max, for example, rather than Sum ) by double-clicking the field name in the data area of the chart and then selecting the function you want. Tips about charts The charts you create with the Chart Wizard are associated with an application known as Microsoft Graph. This application displays dummy data rather than actual chart data when you open a chart in Design view. To modify the data the chart displays, change that data in the chart's record source. You can modify the formatting for a chart by double-clicking it when a report is open in Design view. (Be sure to double-click an element in the chart and not the border of the chart control.) You can then change the fonts used in the chart, the placement of labels, the colors displayed, and the scale displayed by a chart's axis. 9. In the data area of the chart, double-click the field button for SumOfCampaignBudget. You'll see the dialog box shown here: