CREATING DATA FOR CHARTS
Before creating a chart, it is essential to have well-organized data. Typically, this involves rows
and columns of numerical data along with categories or labels for the data.
Steps to Create Data for Charts:
1. Prepare the Data: Ensure your data is organized in rows and columns. For example:
○ Column A: Categories or labels (e.g., months, product names)
○ Column B: Data points (e.g., sales figures, temperature values)
2. Highlight the Data: Select the cells that contain the data you want to visualize.
3. Insert Chart: Go to the “Insert” tab on the Excel ribbon, and choose the type of chart
that best fits your data.
2. Creating a Chart
Once the data is ready, follow these steps to create a chart:
Steps to Create a Chart:
1. Select the Data: Highlight the data range you want to include in the chart.
2. Go to the Insert Tab: Click the “Insert” tab at the top of Excel.
3. Choose a Chart Type: Under the “Charts” group, select the desired chart type:
○ Column or Bar Chart: Best for comparing different categories.
○ Line Chart: Good for showing trends over time.
○ Pie Chart: Ideal for showing proportions.
○ Scatter Plot: Useful for displaying relationships between variables.
4. Insert the Chart: After selecting the chart type, the chart will appear based on the
selected data.
Example:
Using the above example of monthly sales data, you could create a Bar Chart to visualize the
total sales per month.
3. Editing and Formatting Charts
After creating a chart, you can modify its appearance and structure to better communicate your
data.
Editing a Chart:
1. Select the Chart: Click on the chart to activate the editing options.
2. Add or Remove Data:
○ Use the “Chart Tools” tab to adjust the data series.
○ Go to “Select Data” to change the data range or switch the rows and columns.
3. Change Chart Type: You can change the chart type by selecting the chart and going to
the "Design" tab, then clicking "Change Chart Type."
Formatting a Chart:
1. Design Tab:
○ Change the chart style using pre-made styles from the “Chart Styles” group.
○ You can also add chart elements like titles, gridlines, and legends.
2. Format Tab:
○ Modify the chart’s appearance by changing colors, borders, or effects.
○ Format individual data points by selecting them and using the “Format” pane.
3. Resize the Chart: Drag the corners of the chart to resize it.
Examples of Formatting Options:
● Change Chart Colors: Under the "Design" tab, choose different color schemes for
better visual appeal.
● Add Gridlines: Under "Chart Elements," you can add or remove gridlines to make it
easier to read the data.
● Adjust Axis Scale: If your data is uneven, adjust the axis range to make the chart more
readable.
4. Title, Axis, and Labels
Adding a title, axis labels, and data labels can make your chart easier to understand.
Adding a Chart Title:
1. Select the Chart: Click the chart to select it.
2. Go to the Chart Tools Design Tab: Click “Add Chart Element” and choose “Chart
Title.”
3. Type the Title: Add a meaningful title that reflects the content of the chart.
Adding Axis Titles:
1. Select the Chart: Click the chart to select it.
2. Go to Chart Tools Design Tab: Click “Add Chart Element” and choose “Axis Titles.”
3. Add Titles: You can add titles to both the horizontal (x-axis) and vertical (y-axis) axes.
For example, if your chart shows sales over time, the x-axis could be “Month” and the y-
axis could be “Sales ($).”
Adding Data Labels:
Data labels show the exact values of data points on the chart, helping the viewer quickly identify
important data.
1. Select the Chart: Click the chart.
2. Go to Chart Tools Design Tab: Click “Add Chart Element” and choose “Data Labels.”
3. Choose Label Position: Data labels can be placed inside or outside the data points
depending on the chart type.
5. Additional Formatting Options
Changing Axis Options:
1. Select the Axis: Click on the axis you want to format (x-axis or y-axis).
2. Right-Click: Select “Format Axis” from the dropdown menu.
3. Axis Options:
○ Bounds: Set the minimum and maximum values to control the range.
○ Tick Marks: Customize how frequently tick marks appear on the axis.
○ Number Format: Adjust the number formatting to show currency, percentages,
or custom numbers.
Modifying the Legend:
1. Select the Chart: Click the chart to enable the editing options.
2. Add or Remove Legend: Under the “Add Chart Element” menu, select “Legend” to add
or remove it.
3. Position the Legend: Legends can be positioned at the top, bottom, left, or right of the
chart.
Using Trendlines:
Trendlines show trends in the data over time.
1. Select the Chart: Click on a data series in the chart.
2. Go to Chart Tools Design Tab: Click “Add Chart Element” and select “Trendline.”
3. Choose Trendline Type: You can add a linear, exponential, or moving average
trendline depending on the pattern of your data.
