Introduction: How to Create a Graph in MS Excel 2016
These step-by-step instructions explain how to create a graph using Microsoft Excel. Any user with a set of data and access to the Excel program will be able to produce a graph by closely following these instructions. Each written instruction is accompanied by a picture to provide a visual aid. The set of data used in this example is number of M&Ms in a bag, but any quantitative data can be used to produce a graph by following these instructions.
Step 1: Startup Excel 2016
While this tutorial will work for most modern versions of Excel, we will be using the most recent 2016 edition.
For OS X:
- Open launch pad
- Open Excel
- Create a blank workbook
For Windows:
- Press start button
- Type Excel
- Open Excel
- Create a blank worksheet
Step 2: Record and Input Data
While you can use any simple quantitative data, for this example we will be counting the ratio of different colors of M&Ms.
For both OS X and Windows:
- Enter the categories of data into column A, beginning with the label in box A1. In this example, the label "colors" goes in box A1, and the colors of M&Ms are in boxes A2 - A6.
- Enter the corresponding data into column B, beginning with the label in box B1. In this example, the label "Number of M&Ms" goes in box B1, and the amounts of each corresponding color of M&Ms are in boxes B2 - B6.
Step 3: Produce the Graph
For OS X:
- Highlight the data, including the labels for each column by clicking and dragging while holding down the left mouse button.
- Click on the "Charts" tab at the top of the program.
- Choose the type of graph you wish to produce by clicking on one of the options under the heading "Insert Chart". For this example, we have chosen a pie chart.
- Choose the display style of your graph on the drop down menu that appears.
For Windows:
- Highlight the data, including the labels for each column by click and dragging while holding down the left mouse button.
- Click on the "Insert" tab at the top of the program.
- Choose the type of graph you wish to produce by clicking on one of the options under "recommended charts"
- Choose the display style for your graph on the menu that appears
Step 4: Add a Title and Labels
For OS X:
- Click anywhere within the boundaries of your chart to highlight it.
- Click on the "Chart Layout" tab at the top, then choose "Chart Title". Select a title style from the dropdown menu.
- Edit your title by clicking once on the actual chart title to highlight the text box, then again to allow the cursor to appear.
- Choose "Legend" (under "Chart Layout"). Select a legend style from the dropdown menu.
- Choose "Data Labels" (under "Chart Layout"). Select a label style from the dropdown menu.
For Windows:
- Simply double click on any of the pregenerated titles or labels to edit them.
- To add new labels, click the 'Add Chart Element' tab at the top left corner
Step 5: Edit Color Scheme
In this example, we will be matching the colors in the graph to the colors of M&Ms represented.
For OS X:
- Click on the "Format" tab, next to "Chart Layout" at the top.
- Click once on the pie graph to highlight the whole pie, then click on one "piece" of the pie to highlight that piece.
- To change the color of that piece, click on the drop down arrow next to the word "Fill", then choose a color.
- Repeat steps 2 and 3 for each piece of the pie.
For Windows:
- Click on the "Format" tab right of the "Design" tab.
- Double click on the part of the graph you want to change.
- Select "Shape Fill" in the top-middle-right and choose the desired color
- Repeat steps 2 and 3 for each piece of the pie
Step 6: Save the Graph
For OS X:
- Right click (or two-finger click) anywhere within the boundaries of the graph.
- Choose "Save as Picture" from the drop-down menu that appears.
- Save the graph as an image to your computer for printing, emailing, uploading, etc.
For Windows:
- Right click anywhere within the boundaries of the graph.
- Choose "Save as template" from the drop-down menu that appears
- Select the location you want to save the graph.