Select the data you want charted, go to Insert > Recommended Charts, click a chart on the Recommended Charts tab to preview it, then select OK. For speed, select the data and press ALT + F1 to create a chart instantly, though the chart it picks might not be the best one for your data.
You don't need to know chart types inside out to get a good one. Excel does most of the choosing, and you stay in charge of the final pick.
The shortcut is fast, but it doesn't think for you
ALT + F1 builds a chart straight away, which makes it tempting for a quick visual. Microsoft's create-a-chart guide says ALT + F1 might not give the best chart for your data, and that's the limit to know. The shortcut picks a chart without asking you anything; Recommended Charts lets you compare and preview before you commit.
Use the shortcut when you need a rough picture of the numbers for yourself. For a report or presentation someone else will read, take the extra few seconds with the steps below.
One way to use both: press ALT + F1 to get a feel for the numbers, delete that chart, then build the version you'll keep through Recommended Charts. You lose nothing, and the chart that ends up in the report is one you chose.
Building the chart through Recommended Charts
- Select the data you want in the chart.
- Select Insert > Recommended Charts.
- On the Recommended Charts tab, select a chart to preview it.
- Select OK to insert the chart.
- To add a trendline, select the chart, then ChartDesign > Add Chart Element, then Trendline.
Step one decides everything after it. Select the figures together with their labels, and leave out any totals or notes you don't want plotted.
Step three is where to slow down. Click through several suggestions and look at each preview. The same numbers can tell a clear story in one chart and a confusing one in another.
Getting your data in shape before you chart it
Different chart types need the data arranged differently, so the layout of your cells matters as much as the chart you pick. Check your layout matches the chart you have in mind before you select anything.
Start by noticing which way your figures run: down a column or across a row. Some chart types want one, some the other, and a pie chart is fussier than most about what goes in.
For step-by-step help with specific types, see making a pie chart in Excel, or a waterfall chart if you're showing how a total builds up or falls away. Planning work against dates is a different job again, and a Gantt chart for a project plan covers it.
Charting for a report? Keep each chart to one point. If you find yourself selecting half the sheet, split it into two charts that each answer one question.
Trendlines: showing where the numbers are heading
A trendline sits on top of the chart and shows the direction of your data. Once the chart is in, select it, go to ChartDesign > Add Chart Element and choose Trendline.
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The types on offer include Linear, Exponential, Linear Forecast and Moving Average. Pick the one that matches the question you're asking of the numbers.
A trendline is only as honest as the data under it. Widen the range first if rows are missing, then add the trendline.
When the chart doesn't come out right
The chart type I wanted isn't suggested
Open the All Charts tab, which shows every chart type, rather than relying on the recommendations.
ALT + F1 picked an odd chart
That's the shortcut's known weakness. Delete it and go through Insert > Recommended Charts so you can preview the options.
I can't find where to add a trendline
Select the chart first, then go to ChartDesign > Add Chart Element > Trendline.
Frequently asked questions
Can I add rows I missed after the chart is made?
Yes. Drag the lower-right corner of the selected data to widen the plotted range and take in the extra cells.
Is a pie chart right for several columns of figures?
No. A pie chart needs one column or row of data and one of labels, so several columns call for a different chart type.
What does the Recommended Charts tab give me?
A shortlist of charts Excel suggests for the data you selected, each of which you can preview before you insert it.
Can I add a forecast line to my chart?
Yes. Linear Forecast is one of the trendline types, so select the chart and add it as a trendline.
Do I have to go through the Insert tab every time?
No. Selecting your data and pressing ALT + F1 creates a chart immediately, though it may not pick the best chart for your data.
