How to Edit a Graph in Excel

Editing a graph in Excel is a straightforward process, but it can make a big difference in how your data is presented. By following a few simple steps, you can customize your graph to better convey the message you want to share. This guide will walk you through the process step-by-step, ensuring you can confidently edit any graph you create in Excel.

Step-by-Step Tutorial on How to Edit a Graph in Excel

In this tutorial, we’ll go through each step needed to edit a graph in Excel, from selecting the graph to adding labels and changing colors. These steps will help you make your graph more informative and visually appealing.

Step 1: Select the Graph

First, click on the graph you wish to edit.

When you select the graph, you’ll notice that it is highlighted, and a new set of options appear in the Excel toolbar. This indicates that the graph is ready for editing.

Step 2: Access the Chart Tools

Next, look at the ribbon. Two extra tabs appear while a chart is selected: Chart Design and Format. (In Excel 2016 and 2019 these sit under a Chart Tools heading and the first one is just called Design.)

These tabs offer a variety of options, allowing you to modify the design and format of your graph. On Chart Design, you can change the chart type, switch rows and columns, and select different styles. The “Format” section lets you adjust the layout and appearance of chart elements.

Step 3: Edit Chart Elements

Click on “Add Chart Element” to insert or modify elements like titles, labels, and legend.

Adding and editing chart elements can make your graph easier to read and understand. For example, adding axis titles helps clarify what each axis represents, while a chart title can provide an overview of what the graph depicts. If the graph needs two chart types at once, such as columns and a line, you can combine two charts in Excel.

Step 4: Change Colors and Styles

Go to the “Chart Design” tab, and select “Change Colors” or “Chart Styles” to customize the appearance.

Changing the colors and styles of your graph can make it more visually appealing and help highlight important data points. Excel offers various predefined color schemes and styles, but you can also customize individual elements for a unique look.

Step 5: Update Data Series

Right-click on a data series, then select “Select Data” to add, remove, or edit data points.

Updating the data series allows you to keep your graph current without creating a new one from scratch. You can adjust the range of data being displayed, add new series, or remove outdated ones.

Step 6: Format Axis

Click on either the horizontal or vertical axis, then choose “Format Axis” to adjust settings like scale, units, and labels.

Formatting the axis ensures that your graph accurately represents the data. You can adjust the scale to zoom in on particular data ranges or change the units to make the graph easier to read.

Step 7: Save Your Changes

After making all necessary edits, save your Excel file to keep your changes.

Saving your changes ensures that all the hard work you’ve put into editing your graph isn’t lost. You can also save different versions if you need to present the data in multiple ways.

After you complete these steps, your graph will be updated to reflect the changes you made. Whether you added new data points, changed colors, or updated labels, your graph should now be more informative and visually appealing.

Quick Edits with the Chart Buttons

When you click a chart in Excel for Windows, three small buttons appear beside its top-right corner. They are often faster than the ribbon:

• Chart Elements (+) turns titles, axis titles, data labels, gridlines, the legend and trendlines on or off with a checkbox. Hover over an item and click its arrow for more placement options.
• Chart Styles (paintbrush) shows a gallery of styles and a Color tab with ready-made palettes.
• Chart Filters (funnel) lets you hide individual series or categories without deleting them from the worksheet.

On a Mac, these buttons don’t appear. Use the Chart Design tab instead, which has the same options under Add Chart Element, Quick Layout and Change Colors.

Use the Format Pane for Detailed Changes

Double-click almost any part of a chart, or right-click it and choose Format, to open the Format pane on the right. From there you can change fill and border colors, line thickness, marker style, label number formats and axis bounds. Click a different chart element while the pane is open and it switches to that element’s settings, so you can work through the whole chart without closing it.

Other Common Chart Edits

Change the chart type

Select the chart, go to Chart Design > Change Chart Type and pick a new type. To mix types, choose Combo on the All Charts tab and set a type for each series.

Swap rows and columns

If your categories and series are the wrong way around, click Chart Design > Switch Row/Column. Excel flips which data runs along the horizontal axis and which appears in the legend.

Edit the data directly

Change the numbers in the worksheet cells the chart is built from and the chart updates instantly. To add or remove rows, drag the colored range handles in the worksheet or use Select Data. Microsoft walks through this in its guide to updating the data in an existing chart.

Move or resize the chart

Drag the chart border to move it, or drag a corner handle to resize it. To give it its own tab, go to Chart Design > Move Chart and choose New sheet.

Save your formatting as a template

Right-click a chart you like and choose Save as Template. Next time, pick it from the Templates folder in the Insert Chart dialog so every new chart starts with the same look.

Troubleshooting Chart Edits

• The Chart Design tab is missing. It only appears while the chart is selected. Click inside the chart area, not on a cell behind it.
• New rows don’t show up in the chart. The chart range doesn’t include them. Extend it with Select Data, or convert your data to a table (Ctrl + T) so the chart grows automatically.
• A series disappeared. Check the Chart Filters button or Select Data, where the series may simply be unchecked.
• Formatting resets after you change chart type. Some custom formatting is lost when switching types. Make the type change first and the formatting changes last.
• You can’t edit the chart at all. The sheet may be protected, or the file may be open in Protected View. Click Enable Editing or unprotect the sheet from the Review tab.

Tips for Editing a Graph in Excel

• Use Consistent Colors: Keep your color scheme consistent throughout the graph to avoid confusing your audience.
• Limit Data Points: Too much information can clutter your graph. Focus on key data points to keep it clear.
• Use Descriptive Titles: Ensure your titles and labels are descriptive enough to convey the necessary information.
• Utilize Templates: Excel offers many templates that can serve as a great starting point for your graph.
• Preview Changes: Always preview your changes before finalizing to ensure they look as expected.

Frequently Asked Questions

How do I add a trendline to my graph?

To add a trendline, click on the data series in your graph, then go to “Chart Design” > “Add Chart Element” > “Trendline.”

Can I change the graph type after creating it?

Yes, you can change the graph type by selecting the graph and then going to “Chart Design” > “Change Chart Type.”

How do I add a secondary axis?

Right-click on the data series you want to add to a secondary axis, then select “Format Data Series” > “Series Options” > “Secondary Axis.”

How can I edit the gridlines?

Click on the gridlines you wish to edit, then choose “Format Gridlines” from the right-click menu to adjust their appearance.

What is the easiest way to update data in a graph?

The easiest way to update data in a graph is to change the data in the Excel cells directly linked to your graph. The graph will update automatically.

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