How to Add and Format Charts in Excel 2016

Edited 1 week ago by ExtremeHow Editorial Team

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Microsoft Excel 2016 is a powerful spreadsheet application that allows users to easily perform financial calculations, data analysis, and visualization. One of Excel's most useful features is the ability to create charts, which can help you better understand your data and share insights with others. In this guide, we'll explore how to add and format charts in Excel 2016, including steps for creating charts, customizing their appearance, and making sure your charts effectively communicate your data story.

Adding a chart

Step 1: Prepare your data

Before you can create a chart, you must organize your data in a way that Excel can recognize. Your data should be in table format, with headers in the first row and data entries below them. For example:

| Month | Sales (in thousands) |
,
| January | 10 |
| February | 12 |
| March | 15 |
| April | 13 |
| May | 17 |

This table shows monthly sales data, where "Month" and "Sales (in thousands)" are column headings.

Step 2: Selecting your data

To create a chart, you first need to select the data you want to include. Click and drag the mouse across the data cells you want to appear in the chart. Be sure to include headers, as they will be used to label your axes.

Step 3: Inserting the Chart

With your data selected, go to the "Insert" tab on the ribbon. Here, you'll see a group called "Charts." Excel 2016 offers several chart types, including column, line, pie, bar, area, scatter, and more. Choose the chart that best represents your data:

• Column Chart: Ideal for comparing values across different categories.
• Line charts: Suitable for displaying trends over time.
• Pie charts: Useful for showing ratios or percentages.
• Bar charts: Good for comparing quantities in different categories.
• Scatter charts: Excellent for showing the relationship between two variables.

Click the icon for the chart type you want to create. Excel will insert the chart into your worksheet using the data you selected.

Formatting your chart

Once you add a chart to your Excel worksheet, you may want to customize its appearance to make it more informative and attractive. Excel 2016 provides various formatting tools that allow you to modify chart elements. Let's explore these options.

Step 4: Customizing the Chart Elements

Chart title

The chart title helps explain what the chart is about. To add or modify a chart title, click the Title text box in the chart. You can then type a new title or format an existing title using the "Home" tab options for font size, color, and style.

Axis Title

Axis titles provide context for the data being displayed on the chart's axes. To add axis titles, select your chart and click the "+" button (Chart Elements) in the upper-right corner of the chart. Then, check the "Axis Titles" option. Click the axis titles in the chart to edit or format them as needed.

Data Labels

Data labels can make your chart more understandable by displaying the actual values on chart elements, such as bars or lines. To add data labels, click the "+" button and enable the "Data Labels" option. You can further customize their placement and appearance by right-clicking on them and choosing "Format Data Labels."

Legend

The legend helps identify what each color or pattern in the chart represents. You can format the legend by clicking it and using the options provided. You can change its position by clicking the "+" button and selecting a different position for the legend.

Gridlines

Gridlines help with visual context by expanding the values in the chart. To adjust the gridlines, go to the "+" button and check or uncheck "Gridlines." You can also format them by right-clicking on them and choosing "Format Gridlines."

Chart styles and colors

To change the overall appearance of your chart, select it and go to the "Chart Tools Design" tab on the ribbon. Here, you can find a variety of predefined chart styles and colors. Hover over a style or color to preview it on your chart, and click to apply it. This can enhance the visual impact of your chart and make it consistent with the theme of your document.

Step 5: Improve the look of the chart

Sometimes, basic customization of chart elements is not enough to create the desired effect. Excel allows you to make more specific modifications:

Changing the chart type

If you think a different type of chart is better for your data, you can change it without starting over. Right-click on your chart, select "Change Chart Type", and choose a new chart type from the window that appears.

Formatting Axis

You can change the scale, padding, and other attributes of your chart axes by right-clicking the axis and choosing "Format Axis." This opens a panel where you can make advanced adjustments such as chart units, interval values, and more.

Highlighting specific data points

If some data points are particularly important, you can highlight them to draw attention. To do this, click on a data point, and use the formatting options to change its color, size, or border.

Step 6: Rendering Your Chart

After you've designed your chart, consider your audience and how you'll present your data insights. Make sure your chart is clear and the key points are easy to understand. Here are some tips:

Ensure clarity

Make sure all text and data in your chart is readable. Use a font size and color scheme that provides good contrast with the chart background and don't fill your chart with too much data.

Consistency with the format

If you use multiple charts in your presentation, maintain consistency across charts. This includes using the same font types, color schemes, and styles.

Focus on the important data

Use graphical elements sparingly to highlight important parts of the chart. Avoid filling your chart with unnecessary graphical details, which can distract from the main message your data is trying to convey.

Rehearse your presentation

If your chart will be accompanied by an oral presentation, practice how you will explain it. Make sure you can speak confidently about the data and what the chart shows.

Conclusion

Creating and formatting charts in Excel 2016 is a straightforward process once you understand the tools available. By carefully choosing the type of chart, customizing its elements, and ensuring a clear presentation, you can create charts that are not only visually appealing but also effective in communicating your data insights. Charts can be powerful tools for making data-driven decisions, and mastering the art of chart formatting in Excel can greatly enhance your data analysis capabilities.

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