The right way to Create Excel Charts and Graphs

I nonetheless bear in mind being tremendous intimidated when requested to create a graph in Excel for a shopper‘s month-to-month report. It was my first day at work.

I didn’t need to ask anybody for assist, however I needed to do a incredible job. So, I fastidiously (and discreetly) adopted the steps from completely different sources on find out how to create a graph in Excel.

Since then, I’ve experimented a zillion instances and crafted completely different variations of graphs and charts in Excel that look tremendous polished.

My takeaway? Having an outlined course of all the time helps. So, I now have a go-to, step-by-step course of I swear by when creating Excel charts and graphs.

So you could have one too, I’ve compiled an in depth, actionable information that can assist you visualize knowledge in Excel like a professional. Comply with it, and creating graphs and charts in Excel will turn out to be your second nature.

Desk of Contents

However why visualize in Excel when you’ll be able to merely clarify the numbers? This was my first thought after I was requested to create the graph.

I’ve discovered that including Excel charts helps the viewers perceive and retain the related findings a lot better.

Presenting knowledge as a graph makes info visually digestible and helps talk clearly and effectively, particularly for big knowledge units.

(I’ve seen this firsthand a thousand instances when knowledge from instruments like SEMrush, Ahrefs, and extra.)

Furthermore, when the information has multiple discovering to speak — similar to a comparability or modifications going down over time — Excel charts and graphs provide a number of choices for creating impactful visuals.

Making a graph in Excel is straightforward. Comply with my step-by-step course of or obtain the PDF directions under:

A lot of the buttons and features you will see and skim are very comparable throughout all variations of Excel. Don’t need to begin from scratch and like one thing faster to repair as an alternative? You may leverage Excel Graph Turbines.

Simply plug in your knowledge, tweak the design, and also you’ll get a professional-looking graph with minimal effort. I swear by this when time is tight. However I’m going by way of the whole course of after I need or want one thing absolutely custom-made.

Let me stroll you thru my steps.

1. Enter your knowledge into Excel.

So, I begin by plugging in my knowledge, which I manage into columns and rows. That is fundamental, however it’s all you must begin.

Whether or not you’re importing knowledge from a survey instrument, downloading it out of your advertising platform, or just typing it in manually, the 1st step is manage.

Let me present you a fast instance of how I manage my knowledge.

Let’s say we’re visualizing advertising ROI.

As you’ll be able to see within the spreadsheet above, I’ve organized it as follows:

Column A lists responses to the query, “Did inbound advertising exhibit ROI?” or “Couldn’t or didn’t calculate ROI?”
Columns B and C checklist responses detailing whether or not or not the corporate had a proper sales-marketing settlement.

So, as per my knowledge association, Column B, Row 2 illustrates that 49% of individuals with a service stage settlement (SLA) additionally say that inbound advertising demonstrated ROI.

2. Select your graph or chart sort.

As soon as my knowledge is in and arranged, I select my most popular graph fashion. Excel presents many choices, together with bar charts, line graphs, pie charts, scatter plots, and extra.

I select the sort that greatest tells my story. For instance, when evaluating issues, I’m going for bar graphs. When emphasizing percentages or scatter plots for developments, I have a tendency to make use of pie charts.

There’s no arduous and quick rule right here. I’d say, take into account your viewers and whether or not you need to maintain it easy or add a inventive aptitude. (Extra on this under.)

3. Spotlight knowledge and insert your graph.

As soon as I’ve organized my knowledge and selected my chart sort, I spotlight the cells I need to visualize (together with the headers). Subsequent, I click on on the Insert tab and choose the chart sort I’ve selected within the earlier step.

I’ve chosen a clear, two-dimensional column chart right here as a result of flat bars look sharp {and professional}. See under:

However hey, this isn’t all the time set in stone. I additionally generally customise based mostly on the viewers.

For instance, I as soon as used a three-dimensional chart to imitate skyscrapers when creating charts for a building shopper. This made the information visually related and memorable, they usually liked it.

Working example: Small tweaks go a great distance.

4. Change your axes if wanted.

Typically, after inserting my graph, I really feel the X and Y axes could must be swapped for readability. When this occurs, I right-click on the graph, choose Choose Information, and hit the Change Row/Column button.

Let me clarify this extra by revisiting the SLA knowledge instance.

So, the primary orientation labored nice for common audiences. Nevertheless, if my presentation was all about SLAs and I had been to current it to a room stuffed with executives centered on deciding whether or not or to not safe one, I’d want to flip.

I’d go for the second XY orientation to create one thing just like the one under.

Do you now see the distinction in readability with this one easy change?

5. Customise colours and format.

That is certainly one of my favourite elements, the place I can let my creativity unfastened and decide and select between colours and format. And belief me, these particulars matter.

I often use softer tones for inner displays and daring, branded colours for exterior audiences. I additionally go the additional mile for key shoppers and customise the bar colours to match their model palette, immediately making the chart extra skilled.

I’ve seen this make an enduring impression.

To customise, I click on on the chart and discover the Chart Design tab to regulate layouts, colours, and legend placement.

After I need to format the legend additional, I click on on it and hover over the Format Legend Entry sidebar, as proven under.

Right here, I alter the fill shade of the legend to alter the colour of the columns as I need it. Typically, I additionally format different elements of my chart. For that, I click on on them individually to disclose a corresponding Format window.

6. Regulate label sizes.

Small labels can damage an amazing graph. I all the time test and bump the font measurement for axis and legend labels at any time when wanted. This ensures they’re all the time legible, particularly whereas presenting them.

To do that, I click on on the label, go to the House tab, and alter the font measurement. It is a easy step, however once more, it makes a giant distinction. See under:

7. Refine Y-axis measurements.

I’ve typically encountered conditions the place Excel’s default Y-axis doesn’t reduce it, and deciphering the information turns into complicated.

In these conditions, I customise my Y-axis measurements. To do that, I click on on the Y-axis percentages in my chart, which reveals the Format Axis window.

Right here, I resolve whether or not to show items on the Axis Choices tab and whether or not to point out percentages to 2 or no decimal locations on my Y-axis.

As you’ll be able to see, my graph robotically units the Y axis’ most share to 60%. After I need to change it manually to 100% to signify knowledge on a common scale, I choose the Most possibility (that is two fields down below Bounds within the Format Axis window).

Right here, I’ve modified the worth from 0.6 to 1. This provides a ensuing graph just like the one under:

PS: On this instance, I’ve additionally elevated the font measurement of the Y-axis by way of the House tab with the intention to see the distinction.

8. Reorder your knowledge.

Typically, I really feel it might be higher if my knowledge seems in reverse order.

After I need to kind it that method, I right-click on the graph and click on Choose Information to disclose the identical choices window as in Step 3 above. To reorder, I select the arrow up or right down to reverse the order of my knowledge on the chart.

Re-arranging in ascending or descending order is feasible even when there are greater than two traces of information to regulate. After I need to do that, I spotlight all of my knowledge within the cells above my chart, click on Information, and choose Type, as proven under.

Relying on my desire, I select to kind based mostly on the smallest to largest or vice versa. The ensuing graph appears one thing just like the one under.

It is tremendously higher, proper? As you’ll be able to see, this model displays the development of outcomes and is way more visually persuasive.

9. Add a compelling title.

The title is your graph’s headline — and I strongly really feel you’ve obtained to make it rely. So as to add a title, I click on on the default Chart Title to disclose a typing cursor. Then, I substitute it with one thing particular and fascinating.

As soon as I’ve crammed in what I like, I click on House on the highest navigation bar and use the font formatting choices to provide my title the emphasis it deserves.

See these choices and my remaining graph under:

10. Export your graph like a professional.

Voila! We’re practically achieved and have a tremendous graph.

My subsequent step? I undoubtedly received’t screenshot it. As a substitute, I’ll right-click on the chart and choose Save as Image. This may give me a clear, high-quality picture that I can now use for displays, Canva graphics, and social media posts.

As proven within the picture under, a dialogue field will seem so as to add the file identify, location, and sort whereas saving. I’ve saved this instance as a JPEG in my desktop folder.

Thus far so good? As soon as I’ve obtained any chart prepared, I typically mess around a bit extra. I experiment with differing types to current my story within the best-suited method. Let me take you thru how I try this.

Visualize Information Like a Professional: The right way to Experiment With Chart Sorts

My favourite a part of working with Excel knowledge is deciding find out how to current it visually.

Typically, I begin out pondering a bar graph will do the trick. Nevertheless, after experimenting, I understand a pie chart or line graph would inform the story higher, so I swap it.

PS: Each time I do that, I’m reminded how a lot the suitable graph can elevate the presentation.

Swapping chart sorts in Excel is straightforward. Right here’s exactly how I method it.

Step 1: Choose the chart.

First, I click on on a clean space of my chart to pick out it. As soon as I see the border mild up across the chart, I do know it’s prepared for edits. This ensures that no matter modifications I make apply to the entire graph, not only a particular label or axis.

Step 2: Open the chart design tab.

Subsequent, I head to the ribbon and click on the Chart Design tab. Typically, I take the sooner route and simply right-click on the chart to drag up the identical choices. It’s slightly trick I’ve picked as much as save time, and it really works each time.

Step 3: Change the chart sort.

Right here’s the place issues begin to get enjoyable.

I click on Change Chart Sort, and Excel reveals me all my choices on the left-hand aspect. Bar charts, pie charts, scatter plots — you identify it, and it’s there. On the suitable, a useful preview lets me see how every chart sort would look with my knowledge.

On this step, I take into consideration the story I’m attempting to inform and make my selection. For instance, if I need to emphasize proportions, I could use a pie chart. If I need to present developments over time, I could use a line graph.

Step 4: Store for one of the best match.

This half seems like window purchasing (I’ll admit, I’ve spent extra time right here than I care to confess.) I scroll by way of the Really helpful Charts and All Charts tabs, clicking by way of choices and seeing how my knowledge transforms.

As soon as I discover a chart sort that works — one thing clear, clear, and aligned with my viewers’s wants — I hit OK. Watching the graph change immediately is all the time satisfying and sometimes sparks new concepts for presenting my insights!

As I’ve shared my steps with you, I am certain you may need puzzled in some unspecified time in the future what elements ought to go into selecting the suitable chart or graph to your venture.

So, let’s chat charts now and provide you with concepts about which charts might enable you to inform the tales in your knowledge.

The 18 Sorts of Charts in Excel

Understanding the makes use of of various chart sorts in Excel can put you at an edge in optimizing the way you current info. This may be extremely useful and insightful to your group’s initiatives.

Within the following part, I’ll share my favourite tried-and-tested choices. Then, on the finish, I’ll additionally briefly summarize the superior chart sorts and people who I really feel will not be as helpful to entrepreneurs from my expertise.

Excel Charts Most Helpful to Entrepreneurs

1. Space Chart

Excel space charts can help you see developments over time or different related variables. They’re basically a line graph with colored-in sections emphasizing development and giving a way of quantity.

Then, there are stacked space charts. These denser space charts can help you present extra info directly, similar to evaluating developments in a number of classes or monitoring modifications throughout completely different variables.

Finest for: Demonstrating the magnitude of a development between two or extra values over a given interval.

2. Clustered Bar Graph

An Excel bar graph represents info horizontally and compares completely different knowledge sequence. It permits you to simply see the proportions between varied classes or parts of your knowledge.

For example, you should utilize clustered bar graphs to check the gross sales by completely different brokers throughout places. This may help you perceive how completely different brokers carry out throughout geographies in the identical timeframe.

Finest for: Evaluating the frequency of comparable values between completely different variables.

3. Clustered Column Charts

Supply

Column charts are just like bar graphs, however they differ in a single essential method: they’re vertical, not horizontal. The vertical orientation helps viewers rank completely different knowledge parts.

Like bar graphs, column charts evaluate knowledge, show developments, and present proportions. For example, if you wish to rank your gross sales brokers conversion numbers and look at it throughout completely different places.

You may visualize them in a clustered column chart and see which agent performs greatest in a specific location. This shall be seen because the tallest in that cluster.

Finest for: Displaying varied knowledge parts to rank them visually over time.

Professional tip: I’ve seen firsthand how column charts displaying T-bars of statistical significance are extraordinarily helpful in serving to individuals in management dispel seemingly however finally unfaithful interpretations of information.

Typically, knowledge exhibiting significant change continues to be inside regular parameters. Typically, a slight distinction is critical. Managers and administrators could need assistance seeing these realities so that they don’t oversteer at resolution time.

4. Line Graph

Supply

A line graph is an easy however extremely efficient solution to visually see developments over time — even with out the frills of bars, columns, or additional shading. You too can evaluate a number of knowledge sequence.

As you’ll be able to see within the graph above, the road graph compares modifications in inhabitants over time for bears, dolphins, and whales.

This has thrilling functions within the advertising context. For example, you should utilize it to visualise the variety of natural visits from Google versus Bing over 12 months. You too can see the speed or pace at which your knowledge set modifications.

Within the Google vs. Bing instance, a steep incline would imply a sudden spike in natural visitors, whereas a extra gradual decline might imply visitors is reducing slowly.

Finest for: Illustrating developments over time, similar to spikes or drops in gross sales on account of holidays, climate, or different variables.

5. Pie Chart

Supply

A pie chart is a useful method of seeing how completely different knowledge parts proportionally evaluate, similar to gross sales throughout months, as proven within the chart above.

Like line graphs, that is additionally extensively utilized in advertising. Let’s say you’re curious concerning the share of your natural visitors from Google versus Bing. Or how a lot market share do you could have in comparison with opponents?

A pie chart generally is a becoming solution to visualize that info. It’s additionally an effective way to see and talk progress towards a selected purpose. For example, in case your purpose is to promote a product daily for 30 days in a row, then you definately may create a pie chart with 30 slices and shade a slice every day you promote the product.

Finest for: Exhibiting values as percentages of a complete and viewing knowledge parts proportionately.

6. Radar Chart

Supply

A radar chart may look acquainted to you for those who’ve ever taken a character check, however it’s additionally helpful outdoors of that trade.

Radar charts show knowledge in a closed, multi-pointed form. Every level is known as a spoke, and a number of variables “pull” spokes of the form. Then, shapes may be stacked up for comparability.

This kind of chart is well-designed for evaluating completely different knowledge parts, similar to attributes, entities, individuals, strengths, or weaknesses. It additionally helps you see the distribution of your knowledge and perceive whether or not it is overly skewed.

Finest for: Evaluating the combination values of a number of knowledge sequence directly.

7. Scatter Plot

Supply

Scatter plots look just like line graphs however with one essential distinction: They consider the connection between two variables proven on the X- and Y-axes, enabling you to determine correlations and patterns between them. The scatter plot within the graph above denotes the correlation between age and time.

Within the advertising context, you should utilize scatters in eventualities like evaluating the quantity of natural visitors (X-axis) with the variety of leads and signups (Y-axis).

In the event you see an upward development within the dots the place these two converge, you’ll know the way a rise in natural visitors impacts your leads and signups.

When you’ve got a leads/signups purpose, you’ll be able to create a extra data-driven plan for growing natural visitors.

You may even additional evaluate the variety of leads and signups with every day gross sales or conversions to maintain extra packages on data-driven paths.

Finest for: Visualizing optimistic or damaging relationships between two variables.

8. Funnel Chart

Supply

Funnel charts are extremely well-suited to entrepreneurs who need to optimize processes and pipelines.

Within the picture above, it’s clear that you just drop probably the most candidates between the phases Certified Prospects and Wants Evaluation. So, it might be attention-grabbing to look at that portion of your funnel extra deeply to know why.

Finest for: Visually representing modifications by way of processes helps to make clear the place the most important modifications happen alongside the best way.

Professional tip: My expertise has taught me that for those who solely use two ranges — particularly if there’s no nice change between them, it’s straightforward to mistake this for a bar graph, which features completely in a different way. You’ll need to use at the very least three ranges so it’s extra clearly distinguished as a funnel form.

9. Histogram Chart

Supply

Histograms are a stable possibility when explaining knowledge that happens most usefully in ranges. For example, the graph above reveals the variety of occurrences of a specific occasion, in contrast throughout temperature ranges.

In advertising, you should utilize it for functions like exhibiting your shoppers the shopping for habits of assorted age demographics of their product area of interest. You might discover that the audience has moved, probably even jumped a spread up or down.

If the shopper has bought child merchandise for the final 100 years, you’d see that their audience of first-time dad and mom is getting older as individuals wait longer to have youngsters.

This may increasingly change your advertising methods to fulfill the wants and problems with this older first-time mother or father demographic.

Finest for: Demonstrating knowledge findings which can be most noticeable and helpful when the information is grouped in ranges.

Superior Excel Charts

Excel additionally has superior charts which can be extra sophisticated and higher suited to audiences who can already learn advanced-level charts. A few of these embody:

10. Field and whisker chart.

11. Pareto chart.

12. Floor chart.

13. Sunburst chart.

14. Treemap chart.

Trade-Particular Excel Charts

The remaining Excel chart sorts don’t sometimes lend themselves to advertising. However, hey — in case your area of interest requires it, these charts listed under are there to help you:

15. Inventory chart.

16. Waterfall chart.

17. Stuffed map chart.

18. Combo chart.

Summarizing the Charts

I do know this has been a ton of knowledge. In the event you’re nonetheless uncertain which to decide on, right here’s a concise comparability of the Excel charts I discover most useful to entrepreneurs.

sort of chart

Use

Space

Space charts exhibit the magnitude of a development between two or extra values over a given interval.

ClusteredBar

Clustered bar charts evaluate the frequency of values throughout completely different ranges or variables.

Clustered Column

Clustered column charts show knowledge modifications over a time period to visualise rank amongst knowledge units.

Line

Much like bar charts, they illustrate developments over time.

Pie

Pie charts present values as percentages of a complete.

Radar

Radar charts evaluate the combination worth of a number of knowledge sequence.

Scatter

Scatter charts present the optimistic or damaging relationship between two variables.

Funnel

Funnel charts excel at visualizing modifications to 1 knowledge level over varied processes.

Histogram

Histograms present variations in knowledge which can be greatest represented as a spread of values.

Aspect quest: In the event you’re in search of a deeper dive that can assist you work out which kind of chart/graph is greatest for visualizing your knowledge, take a look at this free e book, The right way to Use Information Visualization to Win Over Your Viewers.

Excel Charting Journey: Confidence and Mastery Await

Trying again on that first day after I scrambled to make my graph, I’m amazed at how far I’ve are available in creating graphs and charts in Excel.

My journey has made me understand that charting successfully shouldn’t be about perfection — it is about course of. Now, with a transparent, step-by-step method, constructing charts has turn out to be my second nature.

Whether or not you‘re simply beginning or refining your expertise, keep in mind that each graph you create will add to your experience. Don’t be afraid to experiment, alter, and make errors.

Excel presents countless potentialities to inform tales by way of knowledge — so belief the method, have enjoyable with it, and watch your expertise develop. You’ve obtained this!

Editor’s word: This submit was initially revealed in April 2013 and has been up to date for comprehensiveness.