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Labeling incremental amounts within each total bar/column

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    Labeling incremental amounts within each total bar/column

    This is a bit difficult to describe, but easy to understand when seen, so the best bet is to look at the data file with the hand drawn chart example inserted as a picture, but here goes...
    NOTE: As this is intended for Mac users, we're locked to Office 2011 (not 2013) for now.
    Basically, it is a multiple column/bar chart in a timeline-based X-axis; however, the real trick to accomplish is getting incremental labels to show the individual data points as they are "stacked" to make the total/whole column or bar. IOW, getting the otherwise simple (total) column/bar to label the individual data points that make-up the whole column/bar, such as labeling data point A @ position A; data point B @ position A+B; data point C @ position A+B+C and so on in any/each column or bar. The closest so far is to merely label the grand total of each, but the segmented aspect seems much more complex than it would appear from the mockup drawing.
    We want to be able to enter the date, category, description and amount (each row) and have the chart update automatically (the label column is actually formulaic and would be hidden with a narrow cell width and/or fill, but it gets the label text as pictured). The data will be sparse, but we understand there may be label layout and overlap issues if data falls too close together in amount and time. The real roadblock issue is the concept of labeling the increments of a total column/bar chart. Again, I hope that makes sense in writing, but it should be perfectly clear, visually, via the sample file.
    Many thanks for any solutions, ideas or even confirmation that this is a bit crazier than it looks (barring VBA expertise?)! StackingAmounts.xlsx

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    Re: Labeling incremental amounts within each total bar/column

    I'd do it the following way:
    Add two columns one with calculated month:
    =DATE(YEAR(A2),MONTH(A2),1)
    next with cumulative amount:
    =SUMIF(E$2:E2,E2,D$2:D2)
    (note relative and mixed addressing in ranges)

    Then draw a line chart from this two, format to show only points, no lines and X axis as date/time axis - start/end to taste, main unit - 1 month.

    That was simple. Now a bit tricky part:

    Add error bars - only negative and with custom values - custom range -> the column with cumulative values.
    Add labels from your Column E (now is G because I insterted these two new) with (freeware, available also for Mac) The XY Chart Labeler from http://www.appspro.com/Utilities/ChartLabeler.htm

    Chart ready - see attached file. Of course some final touches shall/can be done like line (errorbars) colors, series markers etc.
    Attached Files Attached Files
    Best Regards,

    Kaper

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    Re: Labeling incremental amounts within each total bar/column

    Very nice!
    The issue I run into is that I have a second variable of "Category" for which I hope to see different "lines".
    For example, if I change the date of the donation for Charity D from October to September (along with the two for Charity A), it gets added to the same "line" as the donations to Charity A, instead of two lines - one for each Charity (A & D).

    I can get the multiple lines (actually, columns/bars) in the attached, which is another version I have been working on (same idea, but different sheets for each month vs. one sheet for all, since I also like the drill-down for each monthly timeline view - "September" and "October" are not showing anything b/c I have them set to 2013, but the dates I entered are from 2014...). The issue I have with the attached is the incremental labeling you achieved with error bars and points.

    If error bars are the solution, and I am not familiar with their use, it may mean even trickier work to add the Category variable to the mix?

    DonationTimeline.xlsx
    Last edited by Chartastic; 03-29-2014 at 05:26 PM.

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    Re: Labeling incremental amounts within each total bar/column

    Well, the data layout is quite different, so let ne stay with the first one, just taking care of splitting it into different charities.
    so first cumulative series and months as previously
    then labels with XY chart labeller


    now 2 columns for each charity - in first values from cumulative column (this will be point in new "helper" series) and in second column values from Amount column. Both cumulative and amount only if it was that particular charity. so formulas like
    =IF($B3=G$2,$F3,NA())
    or
    =IF($B3=K$2,$D3,NA())

    in attached file you have three steps.
    first is after adding labels
    second after adding series and error bars for first charity
    third steps after adding series and error bars for second charity

    so your training will be to do two next steps for third and fourth charity.

    Of course normally you would do all this on one chart, I "freezed" earlier stages and copied chart down for easier understanding.
    Attached Files Attached Files

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    Re: Labeling incremental amounts within each total bar/column

    You'll want to take another look at the chart on the first sheet in the second file I uploaded.
    Then, look at the lines for Lut (Feb) in your last chart - the one category is floating above the other and is still adding itself to another category in terms of the Y-axis, since they both/all are of the same month and even though they are from two different categories with two lines that are not connected and are of different colors. The 50,00 data point plotted at the 100,00 Y-axis level is an issue, since it is a first for that category for that month. The two category lines should be next to each other to start at 0 and then increment separately. Is this perhaps a limitation of the error bar method or perhaps it can be solved with additional charts and/or more complex alterations to the current charting?
    Last edited by Chartastic; 03-29-2014 at 11:01 PM.

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    Re: Labeling incremental amounts within each total bar/column

    Well, I like this idea you presented in original question.
    And as for me - if it is presented this way (of course after adding series for 2 other charities) it is informative.
    You have month and total for that month, each event amount with label and the charity recognized by color.

    Of course, one can achieve similar result with bar chart. But I think you will be missing some information. For instance for such table as presented in your second file - you are missing info about each single event. As there is no info in the table, it can be plotted. And with just formula, it will not be easy to gather for instance info for september with details of this $150 bar as
    Charity A Walkathon $50,00
    Charity A Telethon $100,00
    It would be easy with VBA but you don't want it.


    PS. as Lut (instead of Feb) issue - change formatting in column E - I haven't noted that I used nationalized version of mmm yy from general data formats, instead of general (local settings dependant).
    if you choose cell format -> custom, you will see [$-415]mmm yy while without country information it would look mmm yy and Canadian one would be [$-1009]mmm yy So format to your taste
    Last edited by Kaper; 03-30-2014 at 02:55 AM.

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    Re: Labeling incremental amounts within each total bar/column

    Yes, we have a few working ways to kind of do it, and I agree that the one may be more informative. Unfortunately, it is the request of others, and my own curiosity/determination to solve that, which brings me here. My first example was too simplistic (albeit elegant), which is why I added the second to fully explain not only the monthly aspect, but also the per charity aspect and to show what would be needed if there were donations to more than one charity in any given month. Of course, I foresaw a potential label overlap issue, but the entries will be sparse enough that that should not be a major issue - even if it requires a minor tweak of manually moving a label out of the way if/as needed, since we know Excel cannot tell that and switch one label to right-justify and another to left-justify to avoid that.

    I also have found this duality of variables/views/foci for charting to be maddening, and that's how I got completely stuck with the second sample and its multiple bars/columns, which is only missing the incremental labeling. If we keep the bars/columns, it seems impossible to add more than just the total labels, but if we switch to error bars, it may be impossible to separate the charities in any given month and get the individual values/labels to align with the Y-axis as well.
    It seems that we might use error bars for labeling (if we can avoid/fix that Y-axis value is seen in Lut/Feb where the labels do not match the Y-axis) but still need on the bar/column chart for separate charity totals properly or some other crazy solution, if any.

    Also, I said "barring VBA" in terms of my thoughts that this may only be possible with VBA, so if that's a solution, I am *definitely* open to using VBA if that would solve it!

    As for the international stuff, no worries at all! I saw you are using Polish, which is fine - BTW, greetings from a partial Pole. Ellis Island mangled our original family name of Kozlouska/i as per an old birth certificate I have from my great aunt and her birth - supposedly meaning a family of sheep herders or such, as I have been told?). Unfortunately, I never learned Polish (the only word I now remember was for chalk, kreda, from some lessons at a Polish club when I was too young to recall all that was going on - I also recall banging Easter eggs together at Easter -the winner was the one whose shell did not crack- and some guy who I later learned had used a painted, egg-shaped, smooth rock always won - lol!)
    Last edited by Chartastic; 03-30-2014 at 10:01 AM.

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    Re: Labeling incremental amounts within each total bar/column

    Someone has suggested that this might be of some relevance:
    http://peltiertech.com/WordPress/clu...umn-bar-charts

    What do you think?

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    Re: Labeling incremental amounts within each total bar/column

    Surely, you can use similar approach,
    The key point in the procedure described on peltiertech is adding extra empty data (As a matter of fact it was also used in my previous one). And for sure if you you shall not used aggregated data (as in Annual sheet in your DonationTimeline workbook).
    See for instance attached - data is redistributed to have rows in every month for each charity (E17 and copy cown/right is an array formula).
    As sometimes it happens that some charity is repeated, each occurence goes into separate column (I assumed that 4 will be enough here)
    If you just draw stacked bar from such data you could have a good basis.
    To keep an eye on grandtotal each month I added separate column. This grandtotal is drawn on primary axis and all other series on secondary. If grandtotal is not needed - would be a bit easier.
    The horizontal axis is based on two columns to have nice location for month names on axis.
    Then the coloring of four charities is made with simple VBA code - select a chart and run it:
    Please Login or Register  to view this content.
    Have a closer look from your distant location (I noticed changes in profile :-)))))) )

    Of course, wa are again on the stage of no labels, but before preparing them would be nice to know if the graphical side is OK. Of course colours shall be taher changed - I used pretty basic, and nocesserilly nicely composed ones.
    Attached Files Attached Files

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    Re: Labeling incremental amounts within each total bar/column

    Wow - that's looking great!
    The background grand totals in light gray behind the individual colored columns is genius (especially as its width is the whole month and it rises above all the graphs with the monthly total) and definitely desirable, and I see the increments within the columns that show where the labels will go. Obviously, there is the potential for label layout overlap issues, but the hope is that the data will be sparse enough (and amounts different enough) to make that less of an issue. I assume worst case, we may have to manually move a label as needed.

    Since the expected data is relatively sparse, choosing up to four donations (series) per month for each of the four charities is a good call.

    Yes, the graphical side is looking fantastic - thanks!

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    Re: Labeling incremental amounts within each total bar/column

    OK, so only labels shall be added. I did it again with XY Chart Labeller - texts of labels are prepared with similar (again - array) formula, as values for series. Ny the way - to make life easier I changed this formula a bit and it now lists events sorted downwards with time (for given month and charity - the old one listed them in amount order).

    For bar graph, there is no "right to" option for label placement, but in Labeller there is option to move all labels for series.
    For test data I also moved some labels manually as they were really clustered (especially september).
    Attached Files Attached Files

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    Re: Labeling incremental amounts within each total bar/column

    This may seem minor or obvious, but I'm a bit confused.

    If I cut and paste the data (columns A through E) up and down rows, all is well, but if I do likewise to move it over a column (make it B through F or such), even though the formulae all seem to update and the letters all move up by one as expected, the series columns with the amounts fail to calculate properly (the series 1 first entry of $50 turns to N/A) and so the graph breaks. If the formulae are the same and the letters all adjust properly as expected, why are the values not also staying correct?

    For example, N2 (first cell under "series 1") is originally as follows (and shows $50):
    =IFERROR(INDIRECT("D" &SMALL(IF(($B$2:$B$11=$K2)*($E$2:$E$11=$J2),ROW($B$2:$B$11),""),COLUMN(A$1))),NA())

    If I move all of the data (A through E) over (B through F), the formula becomes as follows (and shows #N/A):
    =IFERROR(INDIRECT("D" &SMALL(IF(($C$2:$C$11=$K2)*($F$2:$F$11=$J2),ROW($C$2:$C$11),""),COLUMN(B$1))),NA())
    Last edited by Chartastic; 03-31-2014 at 11:58 PM.

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    Re: Labeling incremental amounts within each total bar/column

    The column letters inside INDIRECT - they are just texts, so ypu have to change them manually,
    Moreover, in SMALL there is reference to Column number (I know, we normally use letters to designate them ;-) ). this way we can have small(values,1) then small(values,2) etc. so in first column with series it shall be COLUMN(A$1)

    So:
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    Similar comments also to helper columns with labels.

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    Re: Labeling incremental amounts within each total bar/column

    Sorry for the delay - sick kids and out of work and then catching back up...
    Ah - yes, I got the INDIRECT one, but the SMALL one staying with A is what threw me!
    So, I am back on track at understanding what you've laid out, which is wonderful.

    Dzięki!

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    Re: Labeling incremental amounts within each total bar/column

    Proszę bardzo

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    Re: Labeling incremental amounts within each total bar/column

    OK, there seems to be more to it?
    I moved the data to a new sheet and the chart is still fine, but the below happens even on your original before I move anything...

    So, even if I do not move the data, if I click on the second cell under series 1 (value of 75) and just click once in the formula field at the top of the sheet and then hit enter/return, the value turns into 50 from 75 - I haven't *changed* anything?

    If I move the data inputs over to be B thru F from A thru D, I then go to the formulae area and change the INDIRECT reference to "E" and the other reference from COLUMN(B$1) back to COLUMN(A$1) for that first value under series 1 and it changes from #N/A back to 50, but if I do likewise for the second entry, it does not change back from #N/A to 75 but also goes to 50 again (as above) - HUH? Since the J & K values increment, I'm not sure why this would go to 50 instead of 75?
    BTW, the first cell under series 2 does not go back to 100, but stays #N/A even if I change its formula correctly, so there's apparently something else going on here.

    I have done undo/redo back and forth as I look at what is changing and don't see anything else, but one visual clue, which may be a red herring, is that when I select the cell with a formula in it, such as the first or second cell under series 1, it shows curly brackets, {}, around the whole thing, but those disappear when I go back and look at it again after I click in the formula text at the top and then simply hit enter/return to exit without making any changes.

    The same thing happens in Excel 2013, so this is not an Excel 2011 issue...
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    Last edited by Chartastic; 04-03-2014 at 11:03 PM.

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    Re: Labeling incremental amounts within each total bar/column

    Added file and edited the prior post...

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    Re: Labeling incremental amounts within each total bar/column

    If we can resolve the issue of the confusing fragility of the formulae, I'm also trying to figure out how we might add a legend to show what each colored line represents. I can add one, but not change the Series 1, total, Series 2, etc. labels it uses.
    So far, this looks great and is so very close!

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    Re: Labeling incremental amounts within each total bar/column

    I'm trying to reverse engineer what you've done and can't even click in a formula without it falling apart and changing values from what it was prior. Why would curly brackets be there and then disappear and change the value and then even putting them back not work - again, I merely click the formula up at the top and change nothing, but the second Series 1 value goes from 75 to 50 and other values go to #N/A and nothing seems to work right?
    This is bizarre, and I'm afraid I'm getting nowhere after all of this work you've done.
    Any ideas at all?
    Last edited by Chartastic; 04-15-2014 at 08:27 AM.

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    Re: Labeling incremental amounts within each total bar/column

    I tried to emphasize it already before:
    array formula
    in most cases it is comitted with Ctrl+Shift+Enter (not just Enter).

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    Re: Labeling incremental amounts within each total bar/column

    Ah - I see what you mean.
    Never heard of them before, so the prior reference escaped me.

    Thanks again!

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    Re: Labeling incremental amounts within each total bar/column

    OK, I'm on a roll.
    I've expanded to a full year, formatted the X-Axis a bit more, expanded the Data to the full 48 entries (up to 4 per month @ 12 months) and prettied that sheet up a bit.
    I fixed the formulae (thanks to careful find/replace and lots of copy/paste down the rows of each column) and labels to match, including changing the formulae to be able to get rid of the "helper" column for the month and also putting that all on its own Formulae sheet.
    However, playing with adding/removing data works great, except for this weird bar coloring issue...?
    I tried changing the RGB entries in the VBA script to no avail (no colors change) and the fact that I now have five colors really throws me for a loop, since the VBA script has four RGB color entries. If I try to run (with or without changes) the VBA script, it throws a variable undefined error for "series_count"? The VBA seems simple enough, but I'm not sure what to do with it aside from trying to change RGB values and run it.
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    Last edited by Chartastic; 04-16-2014 at 10:20 PM.

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    Re: Labeling incremental amounts within each total bar/column

    Speaking of which, I'm also looking for a way to add a legend that matches the bars, once I sort out the coloring.

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    Re: Labeling incremental amounts within each total bar/column

    Hi,

    By series_count J mean what we wee as series (charity number).
    Have a look on the arrached file and below code.
    I added series names as names of charities (relating directly to cells in your formulae sheet so, once changed there should also change in legend. It seems wrong, because real series are "event in month numbers, but all setup of the chart is far from beeing strightforward :lol:
    By the way - added also a legend
    It can be done either manually or with short macro:
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    Note the commented line - if total is obvious enough, you can uncomment the line with delete and the top entry in legend will be removed.

    As for colors - they are defined as RGB so select a set which suits you by selecting propoer composition of red green and blue intensities for each color. Nice helper for those not dealing with rgb notation could be http://www.rapidtables.com/web/color/RGB_Color.htm and similar pages.
    Below I left colors unchanged. Note (may be you noted earlier with series names - we start from charity D because of legend layout - I assume CharityA which is leftmost each month shall be topmost in the legend.
    So first we color each series (just to have right color of legend entry, because later on each point will be anyway colored separately).
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    Attached Files Attached Files

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    Re: Labeling incremental amounts within each total bar/column

    I have since been able to move everything over to a new workbook (including macros), and have only one last quick question (yes, kind of cheating since the Legend issue was added late)...

    So, the errors with the macros seemed to be b/c I tried to run the macro when I was not literally open to the chart (so it was not "active"), although the other was when I manually changed the legend from RightOverlay to Top or such. Speaking of which, the legend macro was set to overlap right, so if I choose to move to top, I can change the msoElementLegend in the macro, but why is it that total is on top of the legend list (total, Charity A, B, C & D) when right/left (overlay or otherwise), but if I change to top/bottom then they are all mixed-up (Charity A, total, Charity D, C & B)? Is there a way to fix that, since we definitely want a top legend to keep it out of the way of a potentially large donation in August 2014 or July 2015 (and neatly under any title)?
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    Last edited by Chartastic; 04-18-2014 at 12:45 AM.

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    Re: Labeling incremental amounts within each total bar/column

    Any IT process (and obviously this thread falls into this category) is neverending story. :lol:

    Click on the chart, and either from additional ribbon, or from context (right click) menu select Data Source.
    Make sure that behind your dialog you can see the chart legend.
    Then play with the series sequence, observing changes in legend.
    See screenshot (It's Polish version, but location of controls is the same).
    Attached Images Attached Images

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    Re: Labeling incremental amounts within each total bar/column

    Yeah, that's apparently *not* an option in Excel 2011 (already looked there)?

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    Re: Labeling incremental amounts within each total bar/column

    Apparently, it's just in a different place (I assume "Select Data" is the equivalent in Excel 2011 of "Data Source" in Excel 20xx on Windows?), and you have to select a specific series to get at it:
    http://office.microsoft.com/en-us/ma...7334.aspx#BMxl

    I see that the issue is that if I reorder for a top/bottom legend, then the bars show the amounts in reverse order, and you had set the order in the bars from oldest at bottom to newest at the top. SO, I have to choose between an ordered legend vs. the order of multiple amounts in any given bar. Too bad we can't have it both ways and just change the order for the legend at the top and still keep your chosen ordering of amounts within a single bar.

    Thanks again so much - this is SOLVED and you went above and beyond. Hopefully others find our thread helpful.

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    Re: Labeling incremental amounts within each total bar/column

    ADDENDUM: The fix for the legend is to leave your better "sort" of series order for the bars and then just manually move the right overlay legend to the top and stretch it out thin enough to make it to look like a "top" legend. Voila (I added a Title via VBA and some Easter colors - bonus)!

    Dziękuję, nauczyciel!
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