Data Visualization in Excel

If you want to present a data set you've collected, you can use Microsoft Excel to create spreadsheets and corresponding visualizations. Understanding how to create a data visualization in Excel can help you clearly represent a data set and show your findings to others in a professional environment.

In this article, we explain what data visualizations are and the different types, show you how to create a data visualization step-by-step and provide tips to help you get the most out of your data visualizations in Excel.

What are data visualizations in Excel?

Data visualizations in Excel are representations of numerical data in a visual format. You can organize data in a spreadsheet into a more accessible and organized format like a line graph, Gantt chart or bar graph. Data visualization can help you view larger data sets, interpret complex data and show trends and patterns within a data set, which can help companies or individuals make more informed decisions. For example, you can use a data visualization like a bar graph to compare the number of interviews you've attended each month of the year during your job search.

Types of data visualizations in Excel

Excel provides the tools to create various data visualizations for different purposes, including:

?? Bar Graphs :- A bar graph or a bar chart has an x and y-axis and is a great data visualization tool for displaying data sets with positive or negative values and changes over time. You can also use this kind of graph to better visualize data sets with different categories or one or more series of data.

??Pie charts:- Pie charts are circular charts that show different values, usually as a percentage of 100, and the chart represents each value by a section of the pie. Complex pie charts can have overlapping slices that show additional data, which can help you instantly see a comparison to help you analyze or understand that data.

??Line graphs:- Line graphs have an x and y-axis and typically represent trends or patterns in data sets and are often used to track changes over time for more than one group of data. Line graphs connect data points with lines, making it easier to see the connections between numerical values.

??Histograms:- This chart is similar to a bar graph, as it has an x- and y-axis and colored bars, and analysts use them to summarize continuous data that is measured on an interval scale. Histograms typically display the distribution of different or large data sets, focusing more on quantitative data, while bar graphs focus on qualitative data.

??Timelines:- Timelines are horizontal graphs that show different events or values at different points in time. They often have only an x-axis but can have both an x-axis and a y-axis for certain data sets.

??Heat maps:- A heat map is a visual representation of the concentration of certain data in different areas, usually with different segments of data being represented with different colors. For example, you might use a heat map to show the crime hotspots in a city or to determine where users are spending most of their time on a company's website.

How to create a data visualization in Excel

Follow these steps to create a data visualization in Excel:

1. Create an organized spreadsheet

Create an organized spreadsheet with correct labels and information. Organized spreadsheets can be easier to turn into visualizations because the software uses labels and positioning to determine where to position your data in the visualization.

Give each column in your spreadsheet a title and arrange your data so each number is in a separate column. Different charts arrange titles in different areas, so you can run a test to see where your columns' titles appear on your visualization. You can also edit the titles of your charts later in the process.

2. Highlight the relevant data

Once you create your organized data, you're ready to create a visualization for that data set. Drag your cursor across the data you want to visualize to highlight it. Highlighting your information tells the software what to include in the visualization and provides a reference for arranging it in the final visualization.

For example, if you have three columns you want to arrange into a bar graph, highlight the columns as a group instead of individually. You could also create individual visualizations for each chart by highlighting a single column or row instead.

3. Select "Insert" and choose a visualization type

Once you highlight your data, you can select a visualization type. Think about what kind of visualization works best with the data you have before you select a type. For example, comparable data may work well with a graph chart, while a line graph can help you visualize trends and differences between values.

After you decide what kind of visualization to use, navigate to the "Insert" tab at the top of your Excel spreadsheet. Choose one of several options under the "Charts" section and click on your desired option.

4. Edit the details and verify the accuracy

Once you generate your visualization, all of your data appears next to your original columns as a visualization. You can edit this visualization, including titles, axes and numerical details.

Review your visualization to ensure the data it generates matches the original data set. You can also change the name of your chart, add information to each axis or section and send the chart to others. If you want to share your chart, you can save it and email it using a cloud or email service.