This article shows you how to create a chart using Microsoft Excel. You can create a graphical representation of a dataset using either the Windows or Mac versions of Excel.
Steps
Step 1. Launch the Microsoft Excel program
It features a green icon with a white "X" inside.
Step 2. Choose the Blank Workbook option
It features a white icon located in the upper left of the window.
Step 3. Evaluate the type of chart you want to use to represent the data
There are three basic types into which all the chart models present in Excel are divided; each is intended for a certain type of data:
- Bar charts: use vertical bars to visually represent one or more data series. This type of chart is useful for highlighting data trends over time or for comparing similar data sets.
- Line charts: use horizontal lines to visually represent one or more data series. This type of graph is perfect for highlighting the growth or decrease of the analyzed values over time.
- Pie chart: in this case the data is represented as a percentage. This type of chart is ideal for visually representing the distribution of data within a set.
Step 4. Add the data headers
They represent the names that will be assigned to the individual data series to be represented visually and should always occupy the first row of the worksheet. Start entering them in the cell B1 and continue moving to the right.
- For example, to create a data series called "Number of lights" and one called "Electricity bill amount", you will need to enter the text Number of lights in the cell B1 and the Electricity Bill Amount string in the cell C1.
- Always leave the cell A1 empty.
Step 5. Add data labels
The items that identify the rows of data to be displayed in the chart must be entered in the cells of the column TO (starts from the cell A2). Typically, labels referring to time are used to divide the data (for example "Day 1", "Day 2" etc.).
- For example, if you want to compare the trend of your budget against that of your friends over time using a bar chart, the labels that identify the individual rows of data will represent the weeks or months of the year.
- Each individual row of the dataset should have its own label.
Step 6. Enter the data to be graphed
Start with the first empty cell of the first column you created on the right of the first label (most likely it will be the cell B2). Enter the values you want to represent in the chart.
If you need to enter multiple values within the cells of a single row, you can press the Tab ↹ key on the keyboard to move right one cell at a time
Step 7. Select the dataset to display in the chart
Select the first cell at the top left of the data group (in our example the cell A1), then drag the mouse pointer to the last cell in the lower right corner of the table. Make sure you select both column and row headers.
Step 8. Go to the Insert tab
It is located at the top of the Excel window. This will display the toolbar of the same name.
Step 9. Select the type of chart you want to create
Within the "Charts" group of the tab insert there are icons relating to the types of graphs that can be used within Excel. A drop-down menu with different options will appear.
- The graphs icon a bars it is characterized by a series of vertical bars.
- The graphs icon a lines it is characterized by a series of broken lines.
- The graphs icon a cake it is characterized by a circle divided into several sections.
Step 10. Choose the chart format
The list of available graphic formats is visible inside the drop-down menu (for example 3D) that you can use within your Excel document. Once the desired template is selected, the chart will be inserted into the worksheet.
Move your mouse cursor over a chart template to preview how the data within it will visually appear
Step 11. Add a title to the chart
Double-click the "Title" text field, replace the text inside it with the title you want to assign to the graph, then click an empty point on the graph.
If you are using a Mac, you will need to access the tab Design, choose the option Add graphic element, select the item Title of the chart, choose where to insert it and type the text you prefer.
Step 12. Save the document by following these instructions:
- Windows systems: access the menu File, choose the option Save with name, select the option This PC with a double click of the mouse, choose the folder in which to save the file using the left sidebar of the window, assign a name to the document using the "File name" field and finally press the button Save.
- Mac: access the menu File, choose the option Save with name, assign a name to the document using the "File name" field, select the destination folder using the appropriate drop-down menu and finally press the button Save.
Advice
- You can change the appearance of a chart using the tools on the tab Design.
- If you don't know which type of chart to choose, you can select the link Recommended charts to have access to the range of graph types chosen by Excel based on the data to be represented.
