Getting Started In This Chapter

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Inserting Graphs

Using graphs in Individual Reports will allow you to give a visual representation of your data. Graphs let you see both individual and related data, enabling you to quickly identify trends. They can also add emphasis to your individual reports, consolidate facts and allow the big picture to be more easily grasped. You could use graphs, for example, to effectively display Target-Outcome comparisons or to track year to year progress.

A wizard is used to make the design of the graph as simple as possible. As you make your way through the wizard, you will be able to select the graph type (column or line), graph title, label the axes and data series and insert the pupil/student results to be displayed in the graph. You will also be able to format features such as foreground and background colour and the display of the legend.

Once inserted into the graph, the Edit Graph function enables you to subsequently change the settings you applied in the wizard. This is the editing route that is advised for most users, but it is possible for advanced users to use Word’s chart editing functionality.

Before designing an Individual Report graph you should make sure that you are comparing results of the same type and range. Clearly, it makes little sense to compare an Age result with a grade result. It would also be misleading to compare two marks when one is within the range 0 –100 and the other within the range 0 –75, for example.

Graphs work with numbers, so some conversion of results may be needed:

Grade Aspects - the value of each grade is used to plot the graph. However, if you select grade results with no value as data in the Graph, on running Verify Template you will receive a warning message. If you then proceed to use those results they will be assigned a value of zero for the purposes of the graph.

Age Aspects - the value of the age in months is used to plot the graph.

Marks Aspects – the actual mark achieved is used.

Comment Aspects – you cannot use these in graphs.

You have the freedom to display the graph as you wish. For example, you can include the graph as a smaller part of a Report, or perhaps the graph will constitute a report in itself, with only a small amount of accompanying text. Therefore, before inserting the graph you may want to edit or delete the default text (although this can still be done after the graph has been inserted).

To insert a graph in an Individual Report:

  1. From within Word, place the cursor where you wish the graph to be positioned.

  2. Right-click and select Insert Graph from the pop-up menu to display the Graph Wizard.

The Graph Type page enables you to choose between two graph types: a Bar Graph or a Line Graph. The illustration of a graph on the right-hand side will reflect some of the choices you make as you progress through the wizard.

  1. Select the required Graph Type radio button and click the Next button to continue.

  1. Enter a Graph Title, Horizontal Axis Label and Vertical Axis Label, as well as the relevant figures for the Minimum, Maximum and Interval Vertical Axis values.

  2. Click the Next button to continue.

In the Graph Data page you select the data you wish to be represented in the graph, as well as naming the Data Series and the Horizontal Axis Intervals. You can also set advanced properties, such as colour settings, gridlines etc. Finally, you can select a pupil/student and see a preview of the graph you have designed.

By default, the data table provided contains two rows and three columns. You can add or delete rows and columns, as required, by clicking in a data cell, right-clicking and then selecting add, insert or delete row or column from the drop-down list. Adding will position the new row or column at the end, whilst inserting will place it immediately before the row or column in which the cursor has been positioned.

As you can see, the graph illustration reflects the choices you have already made in the wizard. However, as you have yet to input your own choices, you will also see that the Data Series and Horizontal Axis intervals still display the names provided by default.

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