Download the free workbook 👉 HERE and follow along.
What is a Chart or Graph in Excel?
A chart or graph in Excel is a visual tool that makes data easier to understand. These tools help you see trends and compare data quickly. Excel offers many types of charts like bar, line, pie, and scatter plots. Each type is useful for different kinds of data and analysis.
Chart vs Graph
People often use “chart” and “graph” to mean the same thing, but they are different.
- A chart is a broad term that includes various ways to show data, like pie charts, Gantt charts, and flow charts.
- A graph is a type of chart. It shows math relationships using data points on axes. It can be a line or bar graph.
Graphs are best for numbers trends. Charts can also show timelines and structures.. In Excel, you can find both under the Charts section.
In this tutorial, I’ll show you how to make a graph in Excel. But first, let’s take a quick look at the different types of charts available.
Types of Charts in Excel
- Bar Chart / Column Chart: Use horizontal bars or vertical columns to compare categories, like sales of different products. Learn how to create bar and column charts in Excel.
- Line Chart / Area Chart: Show trends over time by connecting data points with lines. Area charts also fill in the space under the line. Perfect for tracking changes, like stock prices or website traffic. Discover how to make a line chart.
- Pie Chart / Donut Chart: Visualize parts of a whole. Pie charts use slices, while donut charts use rings. Ideal for displaying proportions, like market share or budget breakdowns. Find out how to build pie and donut charts.
- Scatter Plot: Use dots to show relationships between two variables. Great for spotting patterns, like age versus income.
- Radar Chart: Compare multiple variables visually by plotting data on axes that radiate from a center point. It’s great for comparing skills or performance metrics, like employee assessments.
- Waterfall Chart: Illustrate changes over time with this chart. It shows how positive or negative values impact a starting point, like monthly cash flow. See how to create a waterfall chart.
- Histogram: Understand how data is distributed with a histogram. It shows the frequency of values, making it useful for test scores or survey results. Learn how to create a histogram in Excel.
- Treemap: Display hierarchical data as rectangles within rectangles. Great for visualizing budgets or resource allocation.
- Map Chart: Display data by location with map charts. Perfect for showing geographic trends, like sales by region. Learn how to create a map chart in Excel.
If the many chart options seem overwhelming, don’t worry. Excel has a Recommended Charts feature that can suggest the best chart type for your data.
Featured Course
Professional Excel Charts for Business Reports
How to Make a Graph in Excel
Here are three easy methods to create a graph in Excel.
Method 1: Insert Chart from Selected Data
- Select Your Data: Highlight your entire table, including headers.
- Go to Insert Tab: Click on the “Insert” tab.
- Choose a Chart: Select the chart type you want. If unsure, click on “Recommended Charts” for suggestions. Choose one and click “OK”.
- Choose one and click “OK”.
Method 2: Insert a Blank Chart
- Go to an Empty Cell: Click on an empty cell.
- Go to Insert Tab: Click on the “Insert” tab and select your preferred chart type. Excel will insert an empty chart canvas.
In this example, I will be using a column chart.
- Select Data: To add data to your chart, select the empty chart and go to the “Chart Design” tab. Click on “Select Data”.
- Alternatively, right-click on the empty chart and select “Select Data”.
- Add Data: In the “Select Data” window:
- Click “Add” under “Legend Entries (Series)” to add your data series.
- For “Series name“, either type a name or reference a cell (e.g., B5).
- For “Series values“, highlight your data values.
- Click “Edit” under “Horizontal Axis (Category) Labels” to add labels.
- You can also select the entire data range (e.g., A5:B10) for Excel to automatically generate the chart.
Method 3: Use Shortcut Keys to Insert Default Chart Type
- Highlight Data: Select your data range (e.g., A5:B10).
- Use Keyboard Shortcut: Press Alt + F1 to insert a chart based on the default chart type.
- Change Default Chart Type: To change the default chart type, go to the “Insert” tab and click the small icon at the bottom right of the “Charts” group.
- In the “Change Chart Type” window, find your preferred chart, right-click it, and select “Set as Default”.
Featured Course
Excel Essentials for the Real World
Format a Chart in Excel
In this section, we will format a bar graph. While some options are specific to certain chart types, most formatting elements are common across different charts.
Chart Elements
A chart has various elements like axes, gridlines, data labels, and titles. You can add or remove these by clicking the “+” sign at the top right of the chart. This opens the Chart Elements menu, where you can select and customize options.
Data Labels
To customize data labels:
- Click on the data labels in your chart.
- Select the alignment or click “More options” for further customization.
- The Format Data Labels pane will open on the right, giving you full control over the settings.
Format Pane
You can open the Format pane for different chart elements by:
- Double-clicking the chart element.
- Pressing Ctrl + 1.
- Right-clicking the element and selecting “Format…”
The Format pane will show relevant options for any chart element you click on.
Axis Options
By default, bar charts display data in reverse order. To match the order of your source data:
- Double-click the chart axis to open the Format Axis pane.
- Go to Axis Options, and select the last tab.
- Expand Axis Options and check the box for “Categories in reverse order.”
Series Options
For bar or column charts, you can adjust:
- Series Overlap: Controls how much bars overlap each other.
- Gap Width: Adjusts the space between bars.
Removing a Chart Element
To remove a chart element:
- Click the element and press the DELETE key.
- Untick the element in the Chart Elements list by clicking the “+” button.
Improving Chart Design in Excel
Here are simple ways to enhance the design of your Excel charts.
Using the Format Sidebar:
- Click on a chart element.
- Adjust settings in the Format sidebar.
Using the Format Tab:
- Click on the chart element.
- Go to the “Format” tab.
- Customize options under “Shape Styles”.
- Pro Tip: Add frequently used options to the Quick Access Toolbar. Right-click the option and select “Add to Quick Access Toolbar”.
Using Right-Click Menu:
- Right-click the chart element.
- Choose your preferred colors from the menu.
Formatting Axis Lines
To thicken axis lines:
- Select the vertical axis in your bar graph.
- Open the Format Axis sidebar.
- Go to the “Fill and Line” tab (first tab).
- Under “Line”, specify the color and width.
Format axis labels
To format axis labels:
- Click on the axis labels.
- Go to the “Home” tab.
- Adjust font type, size, color, and style in the Font group.
Alternatively, right-click the axis labels and select “Font”.
💡 Keep your chart design simple, clear, and consistent for the best visual impact.
How to Add a New Series to a Chart
Sometimes you need to add a new data series to your chart. Here’s how to do it:
Method 1: Drag to Include New Data
- Select the Chart: Click on your chart. The chart data range will be highlighted.
- Expand Data Range: Hover over the dot between the Sales header and values. Your cursor will change to a double-arrow. Click and drag to include the Budget column.
Make sure you select the chart area before expanding the selection. If the columns are selected first, you might not be able to expand the entire data set correctly.
Method 2: Using Select Data Option
- Right-Click on the Chart: Select “Select Data” from the context menu.
- Add New Series:
- In the “Select Data Source” window, click “Add” under “Legend Entries (Series)”.
- In the “Edit Series” window, specify the Series name (e.g., Budget) and the Series values (e.g., Budget values).
Change the Series Order
To rearrange series on your chart:
- Select the Series: Click on the series you want to move (e.g. “budgetduplicate”).
- Rearrange: Use the arrows beside the “Remove” button to move the series up or down.
- For example, moving a series up will change the order in which it appears on the chart.
Remove Unwanted Series
- Select the Series: Click on the series you want to remove.
- Click Remove: Use the “Remove” button to delete the series.
Switch Axes
To switch data between the x (horizontal) and y (vertical) axes:
- Select Data Source: In the “Select Data Source” dialog box, click the “Switch Row/Column” button.
Troubleshooting Missing Data Series
If a data series doesn’t appear on the chart:
- Check the Format: Go to the Format sidebar.
- Select the Missing Series: Use the dropdown to find and select the missing series.
- Adjust Formatting: Ensure the series is properly formatted (e.g., fill color).
Template Download
Excel Waterfall Charts
Creating Combination (Combo) Charts
Sometimes, you need to show different data series using various chart types, like comparing actuals to budget. You can do this with a combination chart (combo chart) in Excel. Here’s how:
Step 1: Select Your Series:
- Click on the bars representing the series you want to change.
- Right-click and select “Change Series Chart Type”.
Step 2: Open Combo View:
- Excel will take you to the Combo view in the Change Chart Type window, where you can change each series type individually.
- Note: Right-click directly on the series for a shortcut to the Combo section. Right-clicking elsewhere will require an extra step to navigate to the Combo section.
Step 3: Change Chart Type:
- For the Budget series, select a line graph with markers from the dropdown.
- Click “OK”.
Step 4: Format the Series:
- To remove the line, go to the Format Data Series pane and select “No Line” under Series Line Options.
- Customize the markers in the “Marker” tab. Choose “Built-in” for Marker Options, select “dash” for Type, and adjust the size.
Step 5: Add Data Labels
- Right-click on the series and select “Add Data Labels”.
- In the Format Data Labels sidebar, choose the position for the labels. For example, place Sales labels on the Inside Base and Budget labels above.
Step 6: Add a Legend
- Click the “+” sign at the top right of the chart and tick the “Legend” box.
- Specify the position (e.g., top).
- To change a name in the legend, update the series name in your source table header.
Step 7: Add a Chart Title
- Tick the “Chart Title” box from the chart elements list.
- Enter a clear and informative title, like “Sales Actual vs Budget”.
Download the Workbook
Enhance your learning experience by downloading our workbook. Practice the techniques discussed in real-time and master how to make a graph in Excel with hands-on examples. Download the workbook here and start applying what you’ve learned directly in Excel.
More Learning
I hope this article helped you learn how to make a graph in Excel and understand the various chart elements and options.
For more examples and chart tips, check out these resources:
- Expert Tips and Tricks to Transform Your Excel Charts
- Conditional Formatting for Charts in Excel
- Highlight Max & Min Values in an Excel Line Chart
- How to Present Survey Results in Excel with a Chart
- How to Create Professional Excel Column Charts
- Excel Dynamic Map with Drop-Down
- How to Create Excel Interactive Charts
- How to Best Present Charts in PowerPoint
Explore these articles to enhance your Excel charting skills and present your data effectively!
Featured Bundle
Black Belt Excel Bundle
Leila Gharani
I’ve spent over 20 years helping businesses use data to improve their results. I've worked as an economist and a consultant. I spent 12 years in corporate roles across finance, operations, and IT—managing SAP and Oracle projects.
As a 7-time Microsoft MVP, I have deep knowledge of tools like Excel and Power BI.
I love making complex tech topics easy to understand. There’s nothing better than helping someone realize they can do it themselves. I’m always learning new things too and finding better ways to help others succeed.
