When faced with a set of numerical data in Excel, the need to display them effectively is almost immediate. However, the wide range of graphics options available in Microsoft software can often generate confusion. Although there are numerous types of graphics, the key is to select what best represents the relationships and trends in your data. This article will guide you through the choice and creation of different types of graphics, with a particular focus on line charts and their variants, as well as explain how to create a column chart, illustrating the steps for both the desktop version of Excel (Windows and macOS), both for Excel Online and mobile application.
The Chart to Lines: When to Use it and How to Create it
The line chart is an excellent choice when you want to display the trend of one or more data sets over time or through sorted categories. Imagine having a table where the first column contains labels or categories (such as months, years or products) and adjacent columns contain the numerical values corresponding to each label. In this scenario, the line chart is almost always the most appropriate solution, because it allows to clearly highlight trends, peaks and flexions.
Basic features of the Chart in Lines
- Horizontal axis (X): It houses categories or data labels (e.g. time, products).
- Vertical Axis (Y): It represents the numerical values associated with each category.
- Representative: The data are united by a continuous line, facilitating the perception of evolution.
Preparation of Data for a Line Chart
Before proceeding with creation, it is essential that the data be properly organized. Generally, you should have a column for categories (e.g. Column A) and one or more columns for numerical values (e.g. Column B, C, etc.). It is good practice to also include column headers in the first row, as Excel will use them for chart legend.
Create a Chart at Base Lines: Step After Step
The procedure for inserting a line chart is intuitive and similar on all platforms, with slight differences in the user interface.
On Excel Desktop (Windows and macOS):
- Data selection: Examine the entire range of data you want to include in the chart. This must include the column of categories and all the data columns you want to represent, including column titles. You can do this by clicking on the first cell (e.g. A1) and dragging the mouse to the last cell of data (e.g. B10). Alternatively, click on the first cell, hold Shift/Maiusc key on the keyboard and click on the last cell you want.
- Insertion of the chart: Go to the tab Enter in the multifunction bar.
- Type choice: Section Graphs, look for the icon that represents lines. Click on it and, in the opening pane, select one of the options 2D lines (avoiding those ‘in the stack’ for a standard line chart).
- Recommended Graphics (Alternative): If you are not sure, you can click on Recommended graphs, move to the card All graphs and choose the desired line chart from the list.
- Confirmation: Click on OK. The chart will appear directly on your spreadsheet and you can place it where you prefer.
About Excel Online:
The methodology is almost identical to that desktop. After selecting the data, go to the tab Enter top and click on the button Lines.
On the Microsoft Excel App (Android and iOS/iPadOS):
Through the app, the process is slightly adapted to the mobile interface. Select the desired data, then tap the drop down menu (often labeled as ‘Home’ or similar) and choose Enter. From there, select Graph and then Lines.
Represent More Data Series: Graph to Multiple Lines
Often the need to compare the trend of multiple variables on the same time or category axis. A multiple-line chart is perfect for this purpose. The principle is the same as the single line chart, but the amount of drawn lines will depend on the number of numerical data sets you have selected.
How does a Chart work in Multiple Lines
If, for example, your table has Column A for categories, Column B for the first set of data and Column C for the second set of data, selecting all three columns (A, B and C), Excel will automatically generate a graph with two distinct lines. Each line will represent the trend of a specific set of data (B or C), using Column A as a common reference for the horizontal axis.
The creation procedure does not change from the one described for the chart to a line. The only crucial difference lies in the initial selection of data: make sure to highlight all columns containing the numerical values you want to compare, in addition to the column of categories.
Improve Clarity: Line Graphics with Indicators
For greater visual accuracy and to highlight the exact points of each value, you can choose a line chart with indicators. These indicators are small symbols (such as squares, circles or triangles) placed on each data point along the line.
How to Create Lines with Indicators
The steps for creation are identical to those of a standard line chart. The only difference is when selecting the chart type: when you explore the options in the “Lines” section (or “Recommended Graphics”), choose specifically the variant that includes indicators. It is easily recognizable by a line with small markers visible on each data point.
This option is available for both single and multiple line charts, on all Excel platforms. If you have multiple data sets, each line will have its own indicators, keeping clear the distinction between different trends.
Soft lines and Continuous Trends: The Dispersion Chart with Curve Lines
Another very useful type, although less known with its technical name, is the dispersion chart with curved lines. This type of chart is distinguished by the traditional line charts because it is not limited to connecting discrete categories on the X axis, but connects a series of X-Y points with a soft and rounded line, with no straight angles. It is particularly suitable when you have to represent data that follows a regular variation, mathematical models or continuous phenomena.
When to Use a Dispersion Chart with Curve Lines
- To show relationships between continuous numerical variables.
- To display fluid or trajectory trends.
- In scientific or engineering contexts for experimental data.
Preparation of Data and Creation
For this type of chart, the data layout is crucial: the first column must contain values for the X axis and the second column values for the Y axis.
- Data selection: Evide the two data columns (X and Y).
- Insertion of the chart: In the tab Enter, look for the icon of Dispersion chart (often depicted with scattered points).
- Choice of Variant: From the drop-down menu, select the option Dispersion with curved lines.
- Optional: You can also choose the version Dispersion with curves and indicators if you want to highlight individual data points.
The procedure is the same for Excel desktop, Online and mobile app (remember that on the app the Insert tab is located in the menu below).
Comparison of distinct values: Graph in Columns (or “Vertical Lines”)
Many users look for a way to create a “vertical line chart” when, in reality, the best option and the correct term is column chart (or istogram). This type of chart is extremely effective to compare numerical values between different discrete categories.
Characteristics of the Chart at Colonne
- Each vertical column represents a specific value for a category.
- The column height is directly proportional to the value it represents.
- Ideal for direct and fast comparisons between non-continuous elements.
How to Create a Graph in Columns
Also for column chart, data preparation is standard: one column for categories and one or more for numerical values.
On Excel Desktop (Windows and macOS):
- Data selection: Evide the data columns you want to represent.
- Insertion of the chart: Go to the tab Enter.
- Type choice: Section Graphs, click on the icon Bar chart or chart.
- Selection of the Variant: In the menu, under the section Columns 2D, choose Grouped columns.
About Excel Online:
After selecting the data, go to the tab Enter and click on the button Istogram, then choosing the variant “Colonne grouped”.
On the Microsoft Excel App (Android and iOS/iPadOS):
Select the data, then go to Enter -> Graph -> Columns and choose the first option in the list.
Customization and Finishing Your Excel Graphics
Once the graph is inserted, Excel offers ample customization possibilities to make it lighter, aesthetically pleasing and suitable for your specific needs. Whether you're using the desktop or online version, clicking on the chart will activate a context card (often called Instruments or Graphic Design/Form) from which you can access different options:
- Colors: Edit the colors of the elements of the chart, lines or columns.
- Legend: Add, hide or reposition the legend to clearly identify the different data sets.
- Data labels: Enter the numerical values directly on the data points or columns for immediate reading.
- Title and Assi: Customize the chart title and axle labels to give context.
- Graph styles: Apply predefined styles for quick change of overall appearance.
It is important to note that the Excel desktop version generally offers a more robust customization feature set than Excel Online, although both allow essential changes to improve chart readability.
Conclusion
Mastering the creation of graphs in Excel is a fundamental competence for anyone working with data. Whether it’s a simple line chart to show time evolution, a multiple line chart for complex comparisons, a scatter chart for smooth trends or a column chart for categorical comparisons, Excel provides the tools needed to transform crude numbers into powerful visual narratives. Experience the different options and techniques described to find out which fits your viewing and communication needs better.
