Use charts and graphs in your e-mail message
Important: If Microsoft Office Excel 2007 is installed on your computer, you can take advantage of the advanced charting capabilities in the 2007 Microsoft Office system. If Office Excel 2007 is not installed when you create a new chart in Microsoft Office Outlook 2007, Microsoft Graph opens. A chart then appears with its associated data in a table called a datasheet. You can enter your own data in the datasheet, import data from a text file to the datasheet, or paste data from another program to the datasheet.
In this article
About charts and graphs in Outlook 2007
Office Outlook 2007 includes many different types of charts and graphs that you can use to inform your audience about inventory levels, organizational changes, sales figures, and much more. Charts are fully integrated with Office Outlook 2007. When you have Excel installed, you can create Excel charts in Outlook by clicking the Chart button on the Ribbon, which is a part of the Microsoft Office Fluent user interface (Insert tab, Illustrations group), and then by using the chart tools to modify or format the chart. Charts that you create will be embedded in Outlook, and the chart data is stored in an Excel worksheet that is incorporated in the Outlook file.
You can also copy a chart from Excel to Outlook. When you copy a chart, it can either be embedded as static data or linked to the workbook. For a chart that is linked to a workbook that you have access to, you can specify that it automatically check for changes in the linked workbook whenever the chart is opened.
You can add a chart or graph to your e-mail message in one of two ways:
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You can insert a chart in your e-mail message by embedding it When you embed data from an Excel chart in Outlook, you edit that data in Outlook, and the worksheet is saved with the e-mail message.
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You can paste an Excel chart into your message and link to data in Outlook When you copy a chart from Outlook and paste it into your e-mail message, the data in the chart is linked to the Excel worksheet. The Excel worksheet is a separate file and is not saved with the e-mail message. In this case, because the Excel worksheet is not part of the e-mail message, if you want to change the data in the chart, you must make your changes to the linked worksheet in Outlook.
Notes:
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For more information about charts, see Overview of charting.
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To learn about the different types of charts that you can add to your e-mail message, see Available chart types.
Choose a chart or graph type and insert data
Insert a chart by embedding it in your message
Do the following when you want to maintain the data that is associated with the chart in Outlook:
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In Outlook, click where you want to insert the chart.
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On the Insert tab, in the Illustrations group, click Chart.
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In the Insert Chart dialog box, click a chart, and then click OK.
Office Excel 2007 opens in a split window and displays sample data on a worksheet.
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In Excel, replace the sample data by clicking a cell on the worksheet and then typing the data that you want.
You can also replace the sample axis labels in Column A and the legend entry name in Row 1.
Note: After you update the worksheet, the chart in Outlook will be updated automatically with the new data.
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In Excel, click the Microsoft Office Button
, and then click Save As. -
In the Save As dialog box, in the Save in list, select the folder or drive that you want to save the worksheet to.
Tip: To save the worksheet to a new folder, click Create New Folder
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In the File name box, type a new name for the file.
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Click Save.
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In Excel, click the Microsoft Office Button
, and then click Close.
Paste an Excel chart into your e-mail message and link to data in Excel
You can create an Excel worksheet that links to an e-mail message. When you update data on the Excel worksheet, the data is also updated in the e-mail message.
Follow this procedure when you want to link to data on an external Office Excel 2007 worksheet. You create and copy the chart in Office Excel 2007 and then paste it into your e-mail message. When you update the data in Office Excel 2007, the chart in Outlook is updated as well.
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In Excel, select the chart by clicking its border, and then on the Home tab, in the Clipboard group, click Cut.
The chart is removed, but the data remains in Excel.
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In Outlook, click where you want to insert the chart in the e-mail message.
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On the Message tab, in the Clipboard group, click Paste.
The Paste Options button indicates that the chart is linked to data in Excel.
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Save the e-mail message with the chart that you linked to data in Excel.
When you reopen the e-mail message, click Yes to update the Excel data.
Note: You can also create visual representations of information by using SmartArt graphics. For more information, see Create a SmartArt graphic.
Arrange data for a chart or graph
For most charts, such as column and bar charts, you can plot the data that you arrange in rows or columns on an Excel worksheet in a chart. Some chart types, however, such as pie and bubble charts, require a specific data arrangement.
| For this chart | Arrange the data | ||||||||||||||||||
| Column Bar Line Area Surface Radar | In columns or rows, for example:
Or:
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| Pie Doughnut (with one series) | In one column or row of data and one column or row of data labels, for example:
Or:
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| Pie Doughnut (with more than one series) | In multiple columns or rows of data and one column or row of data labels, for example:
Or:
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| XY (scatter) Bubble | In columns, placing x values in the first column and corresponding y values and/or bubble size values in adjacent columns, for example:
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| Stock | In columns or rows in the following order, using names or dates as labels: High values, low values, and closing values, for example:
Or:
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