Table of Contents

Charts in Microsoft Excel are visual tools that turn numerical data into easy-to-understand graphics. They help users quickly spot patterns, compare values, and track changes over time without reading long tables. Excel offers different chart types—such as column, line, pie, and bar charts—so data can be presented in the most suitable way. Using charts makes data analysis clearer, faster, and more effective.


Components of a Chart:

Components of a chart include: -


1. Chart Area –

  1. Chart Title: Gives the chart a name, describing the overall topic.
  2. Plot Area: The rectangular region within the chart that contains the actual data points.


2. Axes and Labels –

  1. X-axis (Category Axis): The horizontal axis, typically displaying categories of data.
  2. Y-axis (Value Axis): The vertical axis, showing numerical values.
  3. Axis Titles: Text that explains what each axis represents.
  4. Data Labels: Provide additional information, like the exact value, for a data marker.


3. Data Visualisation –

  1. Data Series: A set of related values that are plotted on the chart, such as all the bars or lines for one category.
  2. Data Markers: The individual symbols on the chart that represent a single data value (e.g., a bar, dot, or slice of a pie).


4. Supporting Elements –

  1. Legend: Identifies the colours or patterns used to represent different data series.
  2. Gridlines: Horizontal or vertical lines extending across the plot area, making it easier to read values.
  3. Trendlines: Lines added to a chart to show a trend in the data, such as a moving average.


Types of a Chart:

Various types of charts in MS Excel include: -


1. Column Chart - Column charts are used when you want to compare different values vertically side-by-side. Each value is represented in the chart by a vertical bar. If there are several series, each series is represented by a different colour.


2. Line Chart - Line charts are used to illustrate trends over time. Each value is plotted as a point on the chart and is connected to other values by a line. Multiple items are plotted using different lines.


3. Pie Chart - Pie charts are useful for showing values as a percentage of a whole. The values for each item are represented by different colours. Limit pie charts to eight sections.


4. Bar Chart - Bar charts are just like column charts, except they display information in horizontal bars rather than in vertical columns.


5. Area Chart - Area charts are the same as line charts, except the area beneath the lines is filled with colour.


6. XY (Scatter) Chart - Scatter charts are used to plot clusters of values using single points. Multiple items can be plotted by using different coloured points or different point symbols.


7. Stock Chart - Stock charts are effective for reporting the fluctuation of stock prices, such as the high, low, and closing points for a certain day.


8. Surface Chart - A surface chart is useful for finding optimum combinations between two sets of data. Colours and patterns indicate values that are in the same range.


9. Doughnut Chart - A doughnut chart shows the relationship of parts to a whole, but it can contain more than one data series.


10. Bubble Chart - Bubble charts are similar to XY Scatter charts, but they compare three sets of values instead of two, with the third set determining the size of the bubble.


11. Radar Chart - Radar charts compare the aggregate values of a number of data series.


Creating Charts:

Steps to create/insert a chart are as follows: -


  1. Make sure the cell range containing the data and labels you want to chart are selected.
  2. Click the Insert tab on the Ribbon. In the Charts group, there are several chart types to choose from. Each of the chart types then has several charts to choose from.
  3. Click a chart type button in the Charts group. A list of charts for the selected chart type appears.
  4. Select the chart you want to use from the list. The chart appears in the worksheet and the Chart Tools appear on the Ribbon. The Chart Tools include three new tabs (Design, Layout and Format) that help you modify and format the chart.


Moving and Resizing Chart:

You may move a chart within a worksheet or to another worksheet.


Steps to move a chart within a worksheet include: -

  1. Select the chart.
  2. Point to the chart’s border. The pointer changes to a cross-arrow pointer.
  3. Click and drag the chart in the worksheet.


Steps to move a chart to another worksheet include: -

You can move a chart to another worksheet as an embedded object or move it to its own worksheet.


1. Under Chart Tools on the Ribbon, click the Design tab and click the Move Chart button in the Location group.

The Move Chart dialog box appears, displaying two options:

  1. New sheet: Moves the chart to its own worksheet.
  2. Object in: Allows you to embed the chart in another existing worksheet.


2. Select the option you want to use and enter or select a worksheet name.


3. Click OK.


Steps to resize a chart include: -

1. Select the chart.

Eight sizing handles appear along the chart edges once it is selected. Sizing handles are used to change the size of charts and other objects.


2. Click a sizing handle and drag it to resize the chart.

(A faint outline appears as you drag the chart border so that you can preview the size of the chart before releasing the mouse button.)


The chart is resized.


Alternatively,

Under Chart Tools on the Ribbon, click the Format tab and use the Height and Width fields in the Size group.


Saving and Retrieving Charts:

There are three ways to save charts in MS Excel, which are as follows: -


1. Save as a Picture (Individual Chart) –

  1. Right-click on the chart you want to save.
  2. From the context menu, select "Save as Picture".
  3. In the dialog box that appears, choose a file name, select a location to save, and pick a desired file format (like PNG, JPG, GIF, or BMP).
  4. Click "Save".


2. Save as Web Page (Multiple Charts) –

  1. Go to File > Save As.
  2. Select a destination folder.
  3. In the "Save as type" dropdown, choose "Web Page (.htm;.html)".
  4. Click "Save".
  5. Navigate to the folder where you saved the file. You'll find a subfolder containing all your charts saved as PNG images.


3. Save as Template (For Reusability) –

  1. Right-click on the chart.
  2. Select "Save as Template" from the menu.
  3. Give your template a name and click "Save".
  4. You can then find and apply this saved template when creating new charts in other Excel workbooks.


For the purpose of retrieving charts,


  1. For saved image files: Navigate to the folder on your computer where you saved the chart (using "Save as Picture" or "Web Page") and open the image file directly.
  2. For saved chart templates: When you create a new chart in Excel, you can access your saved templates from the "Insert" tab or the "Recommended Charts" dialog under "All Charts" to apply them to new data.


Using Chart Wizard:

The Chart Wizard is a spreadsheet feature that guides users through the process of creating charts and graphs. It provides a step-by-step interface to help users select data and chart types and customize various aspects of the chart’s appearance depending on the selected data. The Chart Wizard is designed to make the charting process more intuitive and accessible.


Recent versions of Excel (2013 and later) don’t have a tool literally called “Chart Wizard,” the functionality is still there, just in a more streamlined, modern form.