Documentation written by Tony DePirro, Jordan Panich, and Heather Parsons for Tracy Clark's Technical Writing course, Spring 2002

So you want to make a chart using Microsoft Excel 2002?† Here are a few easy steps to help you out.† Included in this tutorial are screen shots of a sample chart making process to guide you through these steps.† Each of the screen shots has significant items labeled using semi-transparent color blocks for easy viewing.

Entering Data

Figure 1

The screen shot above (Figure 1) depicts some sample data entered along with a chart title, column (axis) headings, and also shows where the ìChart Wizardî icon and ìInsertî pull-down menu are located.

a)    To begin, you need to open Microsoft Excel 2002. We are assuming you already know how to open the program.†

b)     Once the spreadsheet has opened, you can enter the data if the data has not been saved earlier.† To enter the data into the Excel spreadsheet, start in cell A3.† In cell A1, you should enter the chart title, and in cells A2 and B2, you should enter column (axis) headings.†

c) Data related to the independent (x-axis) variable should be listed in Column A or the column to the left.†† Data related to the dependent (y-axis) should be listed in Column B or the column to the right.†

d) You may also use data that is already saved to the computer or to a disk.†

e) Once the data is entered or opened from another source you can begin making the graph.† When highlighting data to be included in the graph, make sure the headings for the columns are NOT highlighted.† To highlight the area you need to place the mouse in the cell under the heading to the left.† Hold down the left mouse button and drag it down over the data to be included in the chart.†

Choosing the Chart Type

Figure 2

The screen shot above (Figure 2) indicates the chart types, chart sub-types, and the ìHelpî button.

a)      To begin making the chart, click the ìChart Wizardî icon at the top of the screen or in the ìInsertî pull-down menu in the toolbar, choose the ìChartÖî selection.† Once the Chart Wizard window has opened you can begin to make the chart.†

b) You may choose from many different types of charts in the Chart Wizard. You can choose to create your own ìCustom Typesî Chart, or you can use the ìStandard Typesî list to create your graph.†† In this tutorial we are choosing to make a ìLineî Chart off using the ìStandard Typesî option.†

c) Once you have chosen the chart, you need to click the ìNextî button at the bottom of the Chart Wizard that is located next to the ìFinishî button.††

Selecting Data

Figure 3

The screen shot above (Figure 3) depicts the above step in the chart making process, with relevant items labeled.† Notice that from here on out in the chart making process, a sample view of your chart is provided for your viewing.

a)   If the data is highlighted before you click the Chart Wizard icon the next step should be easy.† The ìData Rangeî should already be entered into the specified area on the next step if the data is highlighted beforehand.†

b) If you did not highlight the data before beginning the Chart Wizard, it may be done now by clicking on the spreadsheet.† Once you have clicked on the spreadsheet you may highlight the data and it will be entered in to the data range.†

c) You may also click on the range selection icon next to the ìData Rangeî to select your data.† If you click on this icon, the Chart Wizard window will disappear and a smaller window will appear that lists the selected data range and also has an icon allowing the user to return to the Chart Wizard window.†

d) You may also select different data in this step just as you did when the data was initially selected.

e) Once the desired data has been selected, the icon indicated above should be clicked on to return to the Chart Wizard window.†

f) If you are a more advanced user of this program and wish to add another data series to your chart, please see the Appendix for more information.†

g) After you return to the Chart Wizard, you may click on the ìNextî button.†

Adding Chart Labels

Figure 4

The screen shot above (Figure 4) shows the Chart Wizard window with the ìTitlesî tab selected.† Sample text is entered in the text boxes and is also visible on the sample view of the chart.†

a) In this next step, the Chart Wizard will allow you to enter a chart title and axis labels by simply typing them into the provided text boxes in the window.†

b) After you have completed this step, proceed by selecting the next tab to the right at the top of the Chart Wizard window, the ìAxesî tab.

Adding Axis Labels

Figure 5

The screen shot above (Figure 5) shows the Chart Wizard window with the ìAxesî tab selected.† In this case, both axis labels have been chosen.†

a) In this step, you are able to choose if you want to have axis labels on your chart or not by making your selections with the check boxes.†

b) After you have completed this step, proceed by selecting the next tab to the right at the top of the Chart Wizard window, the ìGridlinesî tab.

Adding Gridlines

Figure 6

The screen shot above (Figure 6) shows the Chart Wizard window with the ìGridlinesî tab selected.† In this case, major gridlines have been selected for the horizontal (X) and vertical (Y) axes.†

a) In this step, you may choose to add major and minor gridlines on each axis of your chart simply by making your selections with the check boxes.†

b) After you have completed this step, proceed by selecting the next tab to the right at the top of the Chart Wizard window, the ìLegendî tab.

Adding Chart Axes

Figure 7

The screen shot above (Figure 7) shows the Chart Wizard window with the ìLegendî tab selected.† In this case, a legend has been chosen to be shown on the chart, and its placement is to the right.

a) You may choose to show a legend on your chart in this step by selecting the ìShow legendî check box.† A legend is helpful when distinguishing between multiple sets of data on one chart.†

b) If you decide to show a legend on your chart, you may also choose its placement on the chart by selecting one of the placement options provided in this window.†

c) After you have completed this step, proceed by selecting the next tab to the right at the top of the Chart Wizard window, the ìData Labelsî tab.

Adding Data Points or Labels

Figure 8

The screen shot above shows the Chart Wizard window with the ìData Labelsî tab selected.† In this case, no data labels have been selected to be displayed.

a) In this step, you may choose to show data point values or labels by choosing the desired option.† These are often helpful when it is important to know exactly what each data point value is or which point on the chart it is.†

b) After you have completed this step, proceed by clicking on the ìNextî button at the bottom of the Chart Wizard window.†

Choosing Chart Placement

Figure 9

The screen shot above (Figure 9) shows the final step of the Chart Wizard.† In this case, the chart has been chosen to be displayed as an object in Sheet 1.

You are now at the final step of the chart making process.† Here you need to choose where you would like to place your chart, as a new sheet or as an object in an existing sheet.†

a) If you choose to place your chart on a new sheet, you may choose to re-name it by typing in the desired text in the provided text box.†

b) If you choose to place your chart as an object in an existing sheet, you may choose which sheet to place it in from the provided list box.†

c) Once your placement selection has been made, finish the process by clicking on the ìFinishî button at the lower right of the Chart Wizard window.† After clicking this button, you will exit the Chart Wizard, and your newly created chart will be displayed on the screen.†

The screen shots below (Figures 10 and 11) show a chart placed as an object in an existing sheet and as a new sheet.

Figure 10

Figure 11

Congratulations! You have successfully created a chart in Microsoft Excel 2002.†