Game for some charting awesomeness?
Off late, I have been doing a lot of data analysis and visualization on performance ratings, salary hike, gender pay equality etc. Today let me share you an awesome way to visualize massive amounts of data.
Scenario: Your organization of 3,686 people recently went thru annual performance ratings & review process. At the end of it, everyone was offered some salary increase (from $0 to $24,000 per year). You have 7 business groups. How do you tell the story of all these salary hikes in one chart?
How about this one?
Ready to know how to create this in Excel? Read on.
Tutorial: Creating jittered scatter plot in Excel
That is right, what you are seeing above is good old scatter plot with a bit of jitter (random noise added to X values). This way, when too many dots are at a single point, we spread them apart to show more.
Let’s look at data:
Here is a sample of 3,500+ employee’s ratings and salary hikes (randomly made up), with the usual columns:
Convert rating and group names to numbers:
Since we can’t use rating and group names in XY plot (we need numbers, not text), let’s convert these in to numbers using simple MATCH() formula.
We get two new columns, like below:
Creating X & Y values from data:
Next up, we need to generate the X & Y values for our plot.
Y value: This is easy. It is the amount of salary increase with two twists:
- If employee got $0 hike, we want to omit them in the plot. This will remove many of dots from the plot (less clutter)
- If an employee is unrated (even if they got a hike), we want to omit them too. This is because our plot has only 4 rating levels per group. There are very few unrated people and they are not the focus of this chart.
We can create Y value using a simple IF formula like below:
- =IF(OR([@[Salary Increase $]]=0,[@[Rating 17 (number)]]=5),NA(),[@[Salary Increase $]])
X value: This is the tricky bit. Since there are 7 groups, each with 4 ratings (excluding the unrated), we have 28 possible X values. We want to space these out so dots for one group + rating combination don’t encroach other combination.
Let’s say we give 10 units of space per group.
That means, we have 2.5 units of space per rating in that group (and total of 70 units of space).
Now, the dot needs to plotted at the center of this 2.5 unit of space (ie at 1.25)
The basic formula would be: =[@[Business Group]]*10+([@[Rating 17 (number)]]-1)*2.5+1.25
But what about the jitter?
Aah, right. We need to add random noise to X value. Since each rating has 2.5 of space, how about noise between -0.7 to 0.7 ? This still leaves plenty of space on both ends thus keeping the plot clear.
We can use below formula to generate the noise.
=RANDBETWEEN(-700,700)/1000
The final formula for X value goes like this:
=[@[Business Group]]*10+([@[Rating 17 (number)]]-1)*2.5+1.25+[@Noise]
Here is how our X,Y looks at this stage:
Data prep done, let’s move to the plot.
Creating jittered scatter plot
- Select both X & Y values and insert XY plot. We get this.
- Set X axis limits and remove title: As all our dots are between 10 to 80, let’s set them as limits for X axis. Also, let’s remove the chart title.
- Add vertical gridlines: Although our dot towers are separated from each other, adding grid lines makes it easy to read the chart.
- Format the markers: Set fill to solid color and 25% transparency. This makes the dots look nice and shows the density when there are too many people at some co-ords.
- Set Y axis limit: So that we can focus on people getting salary increase of up to $10,000. This zooms the chart to meaty part while showing plenty of outliers. We get this:
- Last step: Remove plot and chart borders, so we can add extra info, labels etc.
Ok, now our chart is almost ready. Next step, making it a story.
Create a wireframe in 10 column area, as shown below:
Next place the chart inside the red box. Adjust plot area size so it fits in to 7 columns. Hold ALT key when adjusting so chart’s plot area would fit in to 7 columns. You need to repeat this step every time you fiddle with the chart. So do it at last.
Add extra story points:
- A clear and descriptive title
- A sub-title explaining what is going on and how to read the chart.
- Group names and rating names. You can use the below trick to align the rating labels inside cell nicely.
- Show some more stats like median hike, median new pay (if you have it), head counts and unrated counts.
- Add any footers, disclaimers (about excluded people in the plot etc.)
- Add a border around this entire wire frame so it all looks like one piece.
- Shade alternative columns in some dull color. This improves the readability. As our chart is transparent, cell fill colors will show up nicely.
We are done.
Inspiration for this – R
That is right. You can create a similar plot quicker and better using R. ggplot, an R library has built-in support for jittering dots on XY plots. So using that, you can create below chart with just 7 lines of code. This is what you get (yes, you can show each rating dots in different color, and yes, you can order the groups by number of people in them).
Here is the R script if you want to experiment.
Download Excel Chart
Click here to download the workbook containing this chart, tutorial and raw data. Try re-creating it in Excel (or your favorite visualization tool) to learn more.
How do you like this chart?
I had lots of fun making and tweaking this chart. It shows some interesting patterns about how salary hikes are distributed across groups and where everyone is.
How do you like this? Do you plan to add some jitter to your busy scatter plots? Please share your thoughts in comments section. And if you want some inspiration, check out more such charts.
Jittery about charts?
If you love story telling and beautiful visualizations but not sure how to get there, consider enrolling in our Excel School or 50 ways to Analyze Data programs. In these powerful courses, I teach you all about awesome data analysis and visualization techniques.
28 Responses to “Pimp your comment boxes [because it is Friday]”
This borders on Excel soft-cell...er, soft-core...porn. My favorite kind.
Wow, that is pimp-TASTIC! I have a question, as a VBA n00b: additional comment boxes stay plain unless I "run" the macro. Is there a way to change all comments, going-forward?
hi Chandoo, well, I like the macro approach. For those who don't like it, there is another way: just add the "draw" toolbar to the shapes toolbar (via Custom etc), click on "edit comment", click on the auto-shape and then choose "draw" drop-down, --> modify auto-shape --> then you even can have a heart or a banner (I like the horizontal banner in in purple :-)) . in excel 2007, you have to add this custom menu that you choose via Excel Options --> Custom --> it is called "change/ modify auto-shape"!!!
best,
@Chandoo. Great Post 🙂
@Tim : the way the macro is coded, it must be run very time.
@Community: If someone has an idea to perform it when opening an existing excel, it should be nice.
@Community: if someone has some code to revamp the commentboxes on all sheets, please share it. 🙂
@Microsoft Excel-progammers: some pimpoptions for the commentboxes should be great.
Cheerio
Tom
For the auto run, please add the codes in workbook:
Private Sub Workbook_SheetActivate(ByVal Sh As Object)
Call Comments_Tom
End Sub
Wow, that was a lot of fun... Thanks Tom!
@Jeff... Now, 5000 people know about your favorite porn... 😛
@Tim ... you can write an event to handle the new comments. I wouldnt recommend it as it is really painful. another option is to use the macro suggested by Yukikomi. It will update comments everytime you activate the sheet.
@laguerriere: very cool 🙂
@Chandoo ... Thanks! This is good stuff. I combined your tip with a tip from Mark O'Brien, then assigned it to a button on Excel 2010's Quick Access Toolbar, to format comments AS I add them. I also like how Mark's code saves me the trouble of backspacing my name out of new comments:
Sub AppendToExistingComment()
'Source: Mark O'Brien at http://www.mrexcel.com/forum/showthread.php?t=57296
Dim oRange As Range
Dim oComment As Comment
Dim sText As String
'Use object variable to hold range.
Set oRange = ActiveCell
'Use object variable for comment
Set oComment = oRange.Comment
'text to be added to the comment box
sText = InputBox("Type text to be added:", "APPEND TO COMMENT TEXT")
If Len(sText) = 0 Then End
'If Active Cell has a comment then append new text to the end of the comment text
If Not oComment Is Nothing Then
sText = oComment.Text & vbNewLine & sText
oRange.Comment.Delete
End If
'Add a comment with the contents of sText
oRange.AddComment sText
DoEvents
Comments_Tom
End Sub
Thank you very much for the code, it seems to be working for the most part; I am having a problem however. Once the routine makes the corrections to the comment, the comment becomes invisible. By invisible, I mean that when I highlight my mouse over it, nothing appears. However, when I right click the cell and click 'edit comment' then the comment becomes visible and I enter edit mode. Upon clicking out of the comment, it simply vanishes again. I've tried to fix this problem by adding a .shape.visible = msoTrue but then every comment is always visible. o_O please advise...
Thank you,
Nick
@Nick- That is because the font color of the comment is white and when you select the color of selection is also white hence you can not see anything. Try to change the color code in the routine to something else. would work
Thanks for that! The code works perfectly!
[...] look at Format Excel Comment Boxes using VBA Macros | Chandoo.org - Learn Microsoft Excel Online [...]
@ Chandoo - code works great and the comments look super cool. But I have ran into a small issue. In the comments, I am inserting pictures. When I run the macro, for all comments which already have pictures; pictures are deleted. Pls help me retain the pics in comments.
[…] posted some code one of his readers submitted, it "pimps" your comment boxes from those boring black-text-on-yellow rectangles to something more professional and eye-pleasing. […]
love in it
Hi Tom,
This looks really excellent. I am however relatively new to macros / VBA codes so having copy pasted your code in the Developer mode of an Excel file, what are the next steps to use them? Can you please help? Just to recap, I opened a blank Excel workbook, clicked on Developer, copy pasted the comments code and saved the file to the desktop.
Now how do I go about using it to add comments to an existing file? My apologies for asking a question which may be basic to you great geniuses, but I am not there yet and aspire to get there.
Many thanks for helping me with next steps that I need to take so that I can now use the code.
Best Wishes
Deepak Dave, CMA, MBA, PMP
Senior Management Consultant
Dear Dave,
The best thing to do is to copy the macro in the personal.xls(x) file. The personal excel file will always be launched when you open excel so you can use it with every excelworkbook.
Read all about it on the page of Microsoft.
https://support.office.com/en-us/article/Copy-your-macros-to-a-Personal-Macro-Workbook-aa439b90-f836-4381-97f0-6e4c3f5ee566
Once you have the macro in the personal, you can 'call' the macro by the keyboardcombination 'alt+f8' and klik on the macroname.
Hope this clarifies the 'how to'. Good luck with your first steps in the wonderfull world of macro's.
Tom
Hi Tom,
Many thanks. I will try that out. Learning is fun and learning this stuff is even more amazing.
Best Wishes
Deepak Dave
There is a line 'Dim LArea As Long' which does not appear to be used. Have I missed something?
Dear Gary,
Correct the 'Dim LArea As Long' is indeed not relevant and can be deleted.
Tom
Excellent hack!
For some reason when I opened my file after using LibreOffice Calc, all comment boxes had changed to some arrow shape.
So this macro helped me from manually changing more than 5000 comments in a worksheet, or having to install some Excel extension.
I used it with the following attributes to get back old style comments:
It helped me from manually changing more than 5000 comments in a worksheet, or having to install some Excel extension.
.Shape.AutoShapeType = msoShapeRectangle
.Shape.TextFrame.Characters.Font.Name = "Calibri"
.Shape.TextFrame.Characters.Font.Size = 10
.Shape.TextFrame.AutoMargins = True
.Shape.TextFrame.AutoSize = True
Thanks a lot!
This was helpful, thank you
I think this is among the most significant
information for me. And i am glad reading your article.
But wanna remark on some general things, The site style is great,
the articles is really great : D. Good job, cheers
Is there code to add to this that will format a particular part of the comment (i.e. make the last sentence in the comment bold and in italics)?
This is fantastic!
How would I add auto-sizing to it?
I tried adding this:
.Shape.AutoSize = True but it gives me an error and as a novice at VBA I can't figure it out.
.Shape.TextFrame.AutoSize = True
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This is GREAT!
How should the code be changed in order to tun once for all worksheets in a workbook?