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How to Customize Charts in Excel 2021
Edited 3 weeks ago by ExtremeHow Editorial Team
Microsoft OfficeExcelChartsCustomizationData VisualizationWindowsMacProfessionalProductivity
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Microsoft Excel 2021 offers a powerful array of charting tools that allow you to present your data in a visually appealing way. Charts are a great way to visualize data, identify trends, and communicate findings with your audience. This article walks you through the steps to customize charts in Excel 2021, ensuring you can take full advantage of Excel's chart features. We'll cover the basics of creating charts, the customization options available, and some practical examples to strengthen your understanding.
Creating a basic chart
Before diving into customization, it is important to understand how to create a basic chart in Excel 2021. Follow these steps:
Step 1: Enter your data
Start by entering data into an Excel worksheet. Make sure your data is organized with labels in the first row or column, depending on whether you want to plot columns or rows. For example, if you are tracking monthly sales data, you might enter the month in the first column and the sales figures in the second column.
Step 2: Select your data
Highlight the data you want to include in your chart. This should include both labels and values.
Step 3: Insert the chart
Go to the "Insert" tab and choose from different chart types under the "Chart" group. Options include bar charts, pie charts, line charts, and more. Click the chart type you want. Excel will automatically create a chart based on the data you selected.
Customizing your chart
Once you have your basic chart, Excel 2021 offers many customization options to make your chart more informative and visually appealing.
Chart title
Every good chart has a clear and informative title. To add or edit a chart title, click the chart to activate the "Chart Tools" menu, which includes "Design," "Layout," and "Format" tabs. Go to the "Design" tab and choose "Add Chart Element," then select "Chart Title" and choose "Above Chart" to add a title. You can click directly on the title area to enter or edit your text.
Axis titles
Axis titles provide important context for your data. To add axis titles, go to "Chart Tools" in the "Design" tab, click "Add Chart Element," then select "Axis Titles" and choose the primary horizontal or vertical axis title. Click Title and type the text you want.
Data labels
Data labels show specific values on your chart, making it easier for your audience to interpret the data. To add labels, click the "Design" tab under "Chart Tools," then "Add Chart Element" and select "Data Labels." You can choose their position: center, inside base, inside end, outside end, etc.
Legend
The legend helps readers understand what each color or shape in your chart represents. You can reposition it or adjust its format by clicking the "Design" tab, choosing "Add a Chart Element," and then "Legend." Here, you can choose different locations, such as "right," "top," "left," or "bottom."
Chart styles and colors
Excel provides pre-designed chart styles and color schemes to quickly enhance the look of your chart. Under the "Design" tab, browse the "Chart Styles" gallery to choose the style that best suits your needs. You can also click "Change Colors" for the palette to suit your theme or presentation needs.
Adjusting chart elements
You can adjust specific chart elements for more detailed customization. Right-click any chart element, such as a bar or line, and choose "Format" " (for example, "Format Data Series"). Here, you'll find options to personalize colors, lines, fills, shadows, and more.
Gridlines and background
Gridlines and background provide context for your data. Under "Chart Tools" in the "Design" tab, go to "Add Chart Element" and select "Gridlines" or "Chart Area", then choose specific items such as "Primary Major Horizontal" or "Primary Major Vertical" gridlines. For the chart background, click the chart area, right-click and select "Format Chart Area" where you can add a fill or style.
Advanced optimization with data series
For those who want to dig deeper, customizing a data series gives more control over how the data is displayed.
Change the chart type
You can change the type of a chart even after you create it. Right-click the chart area and select "Change Chart Type." Choose another chart type from the available options. Be careful to choose a type that accurately reflects your data.
Adding a secondary axis
When dealing with different data ranges, adding a secondary axis can be helpful. Click on the data series you want to plot against the secondary axis, then go to "Format Data Series". In the "Series Options" section, select "Secondary Axis".
Using a combination chart
Combination charts allow you to display different types of data on the same chart, such as combining bar and line charts. Select your chart, then go to the "Design" tab, and choose "Change Chart Type." Under the "All Charts" tab, select "Combo." Here, you can assign each series its own chart type and axis.
Practical examples of customizing charts
Here are some examples of how these optimizations work in practice:
Example 1: Sales data over time
Imagine you are presenting monthly sales data. Start with a basic line chart. To better differentiate between months, add data labels to show the exact figures, such as “Monthly Sales for 2021” and axis titles such as “Month” and “Sales in USD”. Change the line color to a bold color using “Format Data Series” to make the trend visible. Add gridlines for better data understanding.
Example 2: Market share by region
For market share data, a pie chart is effective. After inserting your chart, customize the slices by adding data labels showing percentages. Include a legend for clarity and use contrasting colors for each slice via "Chart Tools" under the "Format" tab. This helps to easily distinguish regions.
Example 3: Financial performance comparison
To compare financial data such as revenue and profit, a combo chart is beneficial. Plot revenue as a column chart and profit as a line chart on the secondary axis. Give your chart a descriptive title and use specific colors for each data series. Add gridlines and adjust the axes so viewers can easily assess financial performance over time.
Collaboration and sharing
Excel 2021 also includes collaboration features that make it easy to share and co-author charts. After customizing your chart, you may want to share it with colleagues or stakeholders. Excel allows you to send your workbook via email or share a link directly from the "File" tab under "Share."
Tips for effective chart optimization
- Avoid clutter: Include only the most important elements to avoid overwhelming the audience.
- Consistent formatting: Use consistent color schemes and fonts for consistency across charts.
- Clear labeling: Make sure all axes, data points, and chart titles are clearly labeled.
- Data accuracy: Double-check that the data submitted is accurate and up-to-date.
Conclusion
Customizing charts in Excel 2021 is a powerful way to bring your data to life. From setting titles and formatting data points to taking advantage of advanced features like secondary axes and combination charts, Excel offers a rich set of tools. By following these steps and tips, you'll be able to create charts that not only look good but also make complex data more understandable to your audience. Whether you're creating a simple sales chart or a complex financial performance comparison, knowing how to effectively customize your charts will greatly enhance your data storytelling abilities.
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