How to make a chart in Excel: visualize your data

Numbers in a table can be overwhelming. A chart, on the other hand, tells a story at a glance. With Microsoft Excel you can easily create professional charts from your data. In this article you'll learn step by step how to create different types of charts and customize them to your needs.

Why use charts?

Charts turn dry numbers into visual insights. They help you:

  • Recognize trends over time
  • Make comparisons between categories
  • Spot outliers right away
  • Present complex data in an understandable way
  • Convince your audience with clear visuals

A well-chosen chart communicates in seconds what a table of numbers would take minutes to convey.

Preparation: structuring your data

Before you create a chart, your data needs to be structured correctly.

The ideal layout

  • Column A contains the categories or labels (for example months, product names, regions)
  • The following columns contain the numeric values
  • The first row contains column headers
  • No empty rows or columns in the data

Example of good data

A table with monthly sales figures could look like this:

Month Sales
January 12500
February 14200
March 15800
April 13900

This structure is perfect for a chart.

Creating your first chart

Let's create a chart step by step.

Step 1: Select your data

Click and drag to select all the data you want to show in the chart, including the header row and category labels. In our example, you select from cell A1 to B13.

Step 2: Go to Insert

Click the Insert tab in the ribbon at the top.

Step 3: Choose a chart type

In the Charts group you'll see icons for different chart types. The most important ones are:

  • Column chart: vertical bars
  • Bar chart: horizontal bars
  • Line chart: points connected by lines
  • Pie chart: a pie for showing proportions
  • Scatter chart: individual points for correlations

Click the type you want and select a specific variant.

Step 4: The chart appears

Excel places the chart directly in your worksheet. You can drag it to the position you want and resize it by dragging the corners.

Choosing the right chart type

Every chart type has its strengths. Choose deliberately.

Column chart

Use this to compare values between categories. Ideal for sales figures per product, scores per department, or visitors per location. The vertical bars make comparisons intuitive.

Line chart

Perfect for trends over time. Monthly revenue, daily temperatures, annual growth: anything where you want to see how things develop. The line connects the points and makes the trend visible.

Pie chart

Use this to show the proportions of a whole. The market share of competitors, the breakdown of your budget, or the composition of your membership. Note: it only works well with a maximum of 6 to 7 categories.

Bar chart

Similar to a column chart, but with horizontal bars. Handy when category names are long, or when you have many categories.

Combo chart

Combines two chart types, for example columns with a line. Handy for showing different kinds of data in one chart, such as sales volumes (columns) and profit percentage (line).

Customizing the chart

A default chart is a start. Now let's improve it.

Changing the chart title

Click the title and type a new, descriptive title. A good title tells you right away what the chart shows, for example "Monthly sales trend 2024".

Adding axis titles

Click the chart and then the plus sign (+) that appears. Check Axis Titles. You can now add titles to the horizontal and vertical axis, such as "Month" and "Revenue in euros".

Adding data labels

Using the same plus sign, you can turn on Data Labels. This shows the exact values next to each column or point. Handy when precision matters.

Moving or removing the legend

The legend explains what each color means. Click it to move it, or remove it through the plus menu if it's unnecessary (for example with a single data series).

Customizing colors and styles

Give your chart a professional or personal look.

Chart styles

Click the chart and go to the Chart Design tab. Here you'll find predesigned styles. Click a style to apply it immediately.

Changing colors

Also on the Chart Design tab you'll find the Change Colors button. Choose a color scheme that matches your document or your company's brand style.

Customizing individual elements

Click a specific element (for example a column) and then right-click for Format. You can then change the fill color, border and other properties.

Changing fonts

Select text in the chart and use the regular font options on the Home tab.

Adding or changing data

Your chart is linked to the source data. Changes in the table are automatically reflected in the chart.

Adding new data

If you add data directly below your existing table, Excel may include it automatically. If not, adjust the data range:

  1. Right-click the chart
  2. Choose Select Data
  3. Adjust the range to include the new data
  4. Click OK

Adding data series

Want to add a second data series, for example to compare sales and costs?

  1. Add the new column to your source table
  2. Right-click the chart
  3. Choose Select Data
  4. Click Add and select the new series

Advanced options

For those who want to go further, Excel offers extra options.

Secondary axis

If you have two data series with very different scales (for example quantities from 1 to 100 and amounts from 10,000 to 50,000), you can add a secondary axis:

  1. Right-click the data series
  2. Choose Format Data Series
  3. Select Secondary Axis

The chart now has two vertical axes, each with its own scale.

Adding a trendline

A trendline shows the general direction of your data:

  1. Click a data series
  2. Click the plus sign
  3. Check Trendline
  4. Choose the type (linear is the most common)

The trendline helps you predict future developments.

Error bars

For scientific or statistical presentations, you can add error bars that show the uncertainty or variation.

Using the chart

Your chart is ready. Now you can use it in several ways.

Copying to Word or PowerPoint

Click the chart and press Ctrl+C. Go to Word or PowerPoint and press Ctrl+V. You can choose whether the chart stays linked to Excel or is pasted as a picture.

Saving as a picture

Right-click the chart and choose Save as Picture. Choose a format (PNG for the web, EMF for high quality) and a location.

Printing

Want to print only the chart? Select the chart and go to Print. Excel then prints just the chart on one page.

Tips for convincing charts

Tip 1: Start the y-axis at zero

A y-axis that doesn't start at zero can exaggerate differences and be misleading. Start at zero for a fair picture, unless you have specific reasons not to.

Tip 2: Avoid 3D effects

3D charts look spectacular, but they make it harder to judge values correctly. Stick with 2D for clarity.

Tip 3: Limit the number of data series

More than 4 to 5 series in one chart becomes cluttered. Split complex data into multiple charts.

Tip 4: Choose logical colors

Use shades of red for negative things and green for positive ones. Keep colors consistent throughout your whole presentation.

Tip 5: Add context

A chart without context is worthless. Add a clear title, axis titles and, if needed, annotations that explain what the viewer is looking at.

Frequently asked questions

How do I make a chart with two different data types, such as revenue and percentage?

First create a chart with both data series. Then right-click the series that needs a different scale and choose Format Data Series. Select Secondary Axis. You now have two y-axes. You can also change the chart type per series by right-clicking and choosing Change Series Chart Type to create a combo chart.

Why doesn't my chart change when I change the data?

First check whether your new data falls within the selected source range. Right-click the chart and choose Select Data to check and adjust the range. If the chart doesn't respond at all, it may have been pasted as a picture instead of as a linked chart.

Can I make a chart from data on different worksheets?

Yes, but it takes a few extra steps. First create the chart using data from one worksheet. Then right-click and choose Select Data. Under Add, you can enter a range from another worksheet by typing the sheet name followed by an exclamation mark and the cell range, for example Sheet2!A1:B12.

How do I get the chart on its own page when printing?

Select the chart, right-click and choose Move Chart. Select New sheet and give it a name. The chart is now on its own tab and automatically prints at full-page size. This is ideal for reports where the chart needs to fill an entire page.