Changing the order of the legend in Excel might sound tricky, but it’s actually quite simple. You’ll just need to regroup the data in your chart or modify the series order through the Select Data Source dialog box. This will help you arrange the legend to your liking. Let’s dive into the details.
How to Change Order of Legend in Excel
In this section, we’ll walk you through the steps to change the order of the legend in Excel. By the end of these steps, you’ll be able to customize the legend to reflect the arrangement that best suits your needs.
Step 1: Open Your Excel File
Open the Excel file that contains the chart whose legend you want to change.
Ensure that the chart is already created and visible. You need to have the chart handy to make the necessary adjustments in the legend order.
Step 2: Click on the Chart
Select the chart by clicking anywhere within its borders.
This action makes the chart active, which will allow you to see the Chart Tools on the ribbon.
Step 3: Go to the Design Tab
Navigate to the Design tab under Chart Tools on the Excel ribbon.
The Design tab contains various options for customizing your chart, including the option to change the order of the legend entries.
Step 4: Click on Select Data
In the Design tab, click on the "Select Data" button.
This opens the Select Data Source dialog box, where you can manage the data series in your chart.
Step 5: Move Series Up or Down
In the Select Data Source dialog box, select the series you want to move and use the Up or Down arrows to change its order.
You’ll see the order of the series change in the Legend Entries (Series) list as you move them around.
Step 6: Click OK
Once you’ve arranged the series to your liking, click the OK button to apply the changes.
Your chart will now reflect the new order of the legend.
After completing these steps, your chart’s legend will display the entries in the order you specified. This gives you the flexibility to present the data in a way that makes the most sense for your analysis.
Tips for Changing Order of Legend in Excel
- Check Your Data: Ensure your data is correctly grouped before you start rearranging the legend.
- Preview Changes: Preview how the new legend order looks on your chart before finalizing.
- Use Descriptive Labels: Make sure your series labels are clear to avoid confusion after reordering.
- Save Your Work: Save your Excel file before making changes to avoid losing any data.
- Practice: Experiment with different legend orders to see which one best conveys your information.
Frequently Asked Questions
Why can’t I see the Select Data button?
Ensure you have clicked on the chart and that you are in the Design tab under Chart Tools.
Can I change the legend order in a pie chart?
Yes, you can change the legend order in any chart type by following the same steps.
What if my legend entries are not showing up?
Check your data range and ensure that the series names are correctly specified in the Select Data Source dialog box.
Can I automate the legend order change?
While Excel doesn’t offer a built-in automation for legend order, you can use Excel VBA to script the changes.
Does changing the legend order affect the data itself?
No, changing the legend order only affects the display in the chart, not the underlying data.
Summary
- Open your Excel file.
- Click on the chart.
- Go to the Design tab.
- Click on Select Data.
- Move series up or down.
- Click OK.
Conclusion
Changing the order of the legend in Excel is a straightforward process that can significantly impact how your data is presented and understood. By following the steps outlined above, you can easily customize the legend to better reflect the story you’re trying to tell with your data. Whether you’re prepping for a presentation or just organizing your data for clarity, these adjustments can make a world of difference.
For further reading, you might explore other chart customization options in Excel such as changing chart types, adding data labels, or modifying axis options. And if you encounter any roadblocks, don’t hesitate to revisit the FAQs or tips sections in this guide. Now, go ahead and make your charts as clear and effective as possible!
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.