Microsoft Excel is an extremely powerful spreadsheet program commonly used for keeping track of accounts and performing complex calculations. Among its extensive range of features is the charting function which can create simple or complex graphs. Microsoft Excel 2007 has made creating graphs extremely easy where with just a few clicks of the mouse, an uninspiring or boring set of numbers can quickly be transformed into an interesting and meaningful pictorial representation.


Types of Excel graph

Excel provides the tools for creating eleven basic types of graph ranging from simple bar and column charts to more complicated scatter and radar graphs. And within each of these chart types are further opportunities for creativity. For example, the basic column chart can be created in 3-D, or shaped as a cone, pyramid or cylinder. The easiest and most common graphs used are generally the bar, column, line and pie charts.

Choosing the best graph type

Before creating any graph, it’s worthwhile spending a little time considering what you want your data to show. This is because each graph type can display certain sets of data better than others. For instance, pie charts are useful for comparing up to five or six categories, but any more than this and the segments become too cluttered. Bar charts are best for comparing multiple values and line charts are useful for showing how trends change over time. Sometimes it helps to plot the chart first to see whether it works and if not, delete it and try another one.

Setting up the data

When you’re ready to begin creating a chart, open up a Microsoft Excel spreadsheet. This could be a new sheet just for your graphs or the same sheet as your existing data. When entering your data, make sure you don’t leave any blank rows or columns as your graph won’t plot correctly. The exact format of the data isn’t too important at this stage as the axes can always be switched once the graph is created. Generally though, labels are entered along the top row or down the left hand column with the relevant data in the corresponding cells.

Creating the graph

Once all the information to be included in the graph has been entered into the spreadsheet, highlight the entire section then browse up to the tabs at the top of the sheet and click on the ‘Insert’ tab. Now click on the type of graph you want to create from the selection of graph icons which appear within the ‘Charts’ group. Once you’ve selected the graph type, a drop down menu will display the available forms of that graph. Next, simply click on your graph of choice and your new graph will be displayed on the spreadsheet.
 
Formatting

The resulting graph is formatted according to the default settings which may or may not be to your preference. Fortunately, Excel has an extensive range of formatting options which you can explore by clicking on various sections of the graph. In response, the relevant formatting group will open at the top of the page so you can make your changes. Alternatively you can right click the mouse to bring up the same options.

Resizing

The easiest way of altering the size of the graph is to click anywhere on the chart then select one of the edges or corners. From here you can drag the graph inwards or outwards depending on whether you wish to shrink or enlarge it.

Once your graph has been created and you’re happy with the formatting, it can be copied and pasted onto another spreadsheet or into another software program such as Microsoft Word or PowerPoint. And while you are creating your graph, don’t forget to regularly save your work so you don’t lose anything.

Making graphs with Microsoft Excel has never been easier. With its user friendly icons and helpful menus, even beginners can quickly pick up the skills necessary for producing informative and professional looking graphs.