Excel can turn a table into a chart in one click. Making that chart clear and professional takes a few more minutes. This guide covers both.
Create a chart in 3 steps
- Select your data, including the header row. Example: months in column A and sales in column B.
- Go to Insert → Recommended Charts.
- Pick a chart and click OK.
Shortcut: select the data and press Alt + F1 to insert a default chart instantly, or F11 to put it on a new sheet.
Choose the right chart type
| You want to show | Use |
|---|---|
| A comparison between categories | Column or bar chart |
| A trend over time | Line chart |
| Long category names | Horizontal bar chart |
| Parts of a whole (2–5 parts) | Pie or doughnut chart |
| Relationship between two numbers | Scatter chart |
| Actual vs target | Combo chart (columns + line) |
When in doubt, a column chart or a line chart is almost always a safe choice. Avoid 3D charts: they distort the values and make comparisons harder.
8 tips to make your chart look professional
1. Write a title that tells the story
Replace “Chart Title” or “Sales” with the message: “Sales grew 25% in Q3”. Click the title and type.
2. Remove clutter
Click the + button next to the chart and untick anything you don’t need, such as gridlines or the legend when there’s only one series.
3. Sort bars from largest to smallest
Sort the source data before charting so readers can compare quickly. (For time-based data, keep it in date order.)
4. Use one highlight colour
Make all bars grey and colour only the one that matters, such as this month or your team. Click a single bar twice to select just that bar, then change its fill.
5. Add data labels instead of gridlines
Use + → Data Labels to show values on the bars. Readers no longer need to trace across to the axis.
6. Format axis numbers
Right-click the axis → Format Axis → Number. Show large values as thousands (for example 12K) and remove unnecessary decimals.
7. Start column charts at zero
Bars that start above zero exaggerate differences. Excel usually starts at zero, but check the axis minimum if it has been changed.
8. Keep line charts to a few lines
More than four or five lines turns into spaghetti. Split them into separate small charts or highlight one line and grey the rest.
Build a chart from an Excel table
Convert your data to a table first (Ctrl + T). When you add new rows, the chart updates automatically, which is ideal for monthly reports.
Save your design as a template
Once a chart looks right, right-click it and choose Save as Template. Next time, choose Insert → Recommended Charts → All Charts → Templates to reuse the same style.
Copy a chart into PowerPoint or Word
Copy the chart, then in PowerPoint use Paste Special. Choose Picture for a fixed image, or keep the default to paste an editable chart linked to the workbook.
In Google Sheets
Select your data and choose Insert → Chart. Use the Customize tab in the Chart editor for titles, colours, labels and axis formats. The same design tips apply.
Next steps
Combine several charts into one page with our guide on building a simple Excel dashboard, or summarise your data first with a pivot table.