Using Minitab Graphs in Presentations and Reports
Maintaining Clarity When It Matters Most
When copied into a report or presentation that colleagues or clients will see, a graph's appearance is critical. But without the proper attention, image quality can suffer in the process. Fortunately, it doesn't have to be that way. In this short article, we'll cover some of the keys to ensuring that your Minitab graphs look as good in your report as they do in Minitab.
Know your options
Getting Minitab output into another application isn't difficult, but with a little effort you can change a perfectly adequate image into a perfect one. There are two rules of thumb for ensuring graph image quality outside Minitab:
- Choose an appropriate image file format. If you copy and then use Edit > Paste Special to add a graph to your report, you can choose from a number of different image formats, each with unique attributes that may make it the ideal choice in your circumstance.
- Make edits and utilize settings to optimize image quality in the target application. Many image quality issues can be avoided by preparing the graph in Minitab with simple edits, or by selecting application specific options.
So what file format is best, and what edits should you make? Here are three areas to consider in every application, with tips and tricks to help you make the best choices for your special report.
Image size
The dimensions of a Minitab graph can pose a challenge to assembling a report. While you might be tempted to click and drag a graph image in your report application to make it fit the layout, this method can easily distort the image. Here's how to achieve the image size you need without losing detail:
- Set the appropriate size in Minitab before copying the graph. Because Minitab will automatically redraw the elements of the graph (such as the title, symbols, and so on), you don't need to worry that they'll become distorted by resizing in the target application. Just double-click the graph region (in Minitab) and click the Graph Size tab to change its dimensions.
- When creating a report in PowerPoint, use its Best scale for slide show option to optimize the size of a graph at a given screen resolution. Simply double-click the item (within PowerPoint) and from the Size tab, check Best scale for slide show.
Making it fit In this example, a square graph fits the layout of the report better than the default rectangle. To prevent distortion, the graph's shape and size were set in Minitab rather than by clicking and dragging the graph in Word. |  |
Clarity
In Minitab, the default graph displays are always clear and crisp. But when shrunk and resized to fit your report, graphs may not look as good. Here are two solutions to maintain clarity no matter what:
- Resize critical elements in Minitab before copying. Enlarging the font size of detailed tables and labels can keep them legible in situations where a graph must be dramatically reduced in size.
- Use a file format that maximizes clarity. Though resizing by clicking and dragging within your report isn't recommended, you can minimize its negative effects by using one of the following file formats when you paste your graph using Edit > Paste Special: the Enhanced Metafile to maintain the clearest graph text, or the Bitmap format to retain the crispness of graph points and symbols.
Staying sharp The text of these graph tables was enlarged beyond its default size to ensure that it would still be easy to read after being copied into this report. |  |
Mtb Graph Object: The flexible format
You've seen that in most cases it's best to optimize the look of a graph before copying it into your report. But sometimes, the best size, font, color, and so on, isn't clear until you see the graph in context. If you can't determine the best edits to make to your graph without copying it into your report, you can use the Mtb Graph Object format. Available with Paste Special, this format allows you to edit a Minitab graph in your report's application just as you would in Minitab. The only downside is that the resulting file size is quite large compared to the other available options.
Ultimate adaptability Thanks to the editing capabilities associated with the Mtb Graph Object file format, the font, symbols, and color of this graph were edited to match this slide after the graph was added to PowerPoint. |  |
Try it yourself
Here's an example of applying these concepts to achieve excellent results when integrating a Minitab graph into a PowerPoint presentation.
Suppose you created this graph to include in a summary presentation. Pasting the graph in your project as a Mtb Graph Object enables you to make most any change you like within PowerPoint. 1. Select the graph and choose Edit > Copy Graph. |  |
2. In PowerPoint, choose Edit > Paste Special > Mtb Graph Object. The graph is now in PowerPoint, but you don't like the way it looks against the slide, so you decide to make its background transparent. |  |
3. Double-click the graph. 4. Double-click the graph region. 5. Under Fill Pattern, choose Custom. 6. From Type, choose  . 7. Under Borders and Fill Lines, choose Custom. 8. From Type, choose None and click OK. A perfect match! |  |
Putting It to Use
Minitab output is meant to be shared, and that's why Minitab gives you the control you need to ensure that it blends seamlessly into your final report. Consider the role that Minitab output will play in your report, and the adjustments you'll need to make, then decide how to proceed. With this in mind, you'll find all the tools you need to produce first-class Minitab reports every time.