Charting in Microsoft Excel

You must select the range containing the data to be charted first! When you select the data to be charted, be sure to include the labels as well as the numbers themselves. The labels in the worksheet will become axis labels and/or legend labels in the chart.

Selecting the Data to Chart The Steps to Construct a Chart Modifying a Completed Chart

An Overview of Charting

Before you begin the charting process, ask yourself one simple, but critical question. Is the data to be charted contiguous or not?

If the Data to be Charted Contiguous …

For example, in the worksheet shown to the right, if you wanted to construct a chart to compare the activities for North, Midwest, and South for January, February and March, you would note the data is contiguous. Consequently, you would select the range A1:D4 simply by “dragging” over the range (click in A1 and “drag” diagonally through to D4). The month names (B1:D1) and the regions (A2:A4) will become labels in the chart. Finally, note that you do not select the totals row!

If the Data to be Charted Not Contiguous …

Using the same example shown above, suppose instead that you wanted to construct a chart to compare the activities for North, Midwest, and South for January and March only. In this case, the data is not contiguous. Consequently, you would do the following:

“drag” over the first part of the data, that is, the range A1:B4
then press <Ctrl> in Windows or <Cmd> in Macintosh and “drag” over second part, that is, the range D1:D4

The key point is that to select noncontiguous data ranges to be charted, after you select the first data range, you must then press <Ctrl> in Windows or <Cmd> in Macintosh before you “drag” over second data range. You can repeat the same process to select a third, noncontiguous data range, a fourth, and so forth.

The steps for making a new chart:

Select the range(s) of cells containing the data to be charted
then choose Insert Chart … or click on <Chart Wizard> button(Windows)
or (Macintosh)
the Chart Wizard Dialog Box will appear
select the type of chart you wish from the [Chart type:] scrollable list
select the sub-type for the selected type from the [Chart sub-type] set of pictures
1. note the descriptive information about the chart sub-type below the pictures
2. note the “press and hold” button below the description; press and hold this button to see a sample of your chart
press the <Next> button to proceed to step 2 of the Chart Wizard
1. if your chart appears correct so far, press the <Next> button to proceed to step 3
2. if not, do as needed any combination of the following
  1. press the <Back> button to return to step 1 and make new selections
  2. and/or change from Rows to Columns, or Columns to Rows, by clicking the radio buttons in the [Series In] section of step 2
  3. and/or reselect the Data range
    1. click on the box containing the red arrow at the end of the [Data range] box to collapse the Chart Wizard dialog box
    2. reselect the data to be charted in the spreadsheet
    3. click on the box containing the red arrow at the end of the [Data range] box to expand the Chart Wizard dialog box
  4. clicking the [Series] tab of step 2 is not usually necessary
  5. and then press the <Next> button to proceed to step 3
Step #3 allows you to add various options to your chart. Explore this tab thoroughly. Be sure to watch your changes in the preview box.
1. select the [Titles] tab to add a chart title, label for the X-axis, label for the Y-axis
2. select the [Axes] tab to control if and how information is displayed on the axes
3. select the [Gridlines] tab to add or delete gridlines in the chart
4. select the [Legend] tab to show/hide a legend and also to set the position of your legend
5. select the [Data Labels] tab to display the data value and/or percent in the chart (very useful for pie charts!)
6. select the [Data Table] to show the data table (the portion of the spreadsheet that you charted) below the chart itself (great for handouts, if the chart is to placed on a sheet separate from the data, etc.)
Press the <Next> button to proceed to step 4 and choose where you would like your new chart to appear
1. select [As new sheet] and a chart sheet will be added to your workbook containing your chart
2. select [As object in] and the chart will be added as an object to your current worksheet
click the <Finish> button
the chart will be placed as directed (on the current sheet or a new sheet), the chart will be selected as an object, and the Chart toolbar will now be displayed (if it was not already visible)

To modify a chart once it is completed:

Any chart added to a worksheet is an object. Click on it once and you can drag it to reposition it on the sheet.