Microsoft Excel is a powerful tool to present data, whether it is a weekly or year-end report and the like. Not only you can create data tables that show valuable information, but you can also visualize them too! You can make these visualizations dynamic and changing from time to time. Soon, you’ll be learning how to do these data visualizations through Microsoft Excel.
This complete guide to data visualization with Excel gives you all the knowledge you need to craft vibrant charts and graphs that dazzle!
An Overview of Microsoft Excel
Microsoft Excel is a spreadsheet tool that’s both available in software and online forms, the latter as Excel online. Excel is a powerful tool that’s handy in data management. You can work with large sets of data with ease through its many features. It’s also quite easy to use, but you’ll get the most out of Excel once you’ve managed to learn the complex functions.
Why visualize data?
Data visualization is one of the topics you should learn from Excel training courses. It gives viewers a clearer understanding of what’s presented before them. Understanding the art of creating data visualizations on Excel helps you use it to its fullest. Data visualization is particularly useful if you’re working with large data sets.
Make a dynamic data set
To create a visualization of the data you gathered in Excel, here are some steps to follow. Don’t skip any of them, it’s important to understand them fully. Try not to also rush your work as the best data visualizations are meticulously done. Here are the steps to visualize your data:
- Set up your spreadsheet. No data visualization is created without foundation. You’ll need to set up an organized spreadsheet with the right labels and information. Organized sheets are easier to turn into visualizations as labels tell where the data are inputted. You are likely to have learned this in the basics to learn to use Excel.
- Prepare your data. Grab the data you want to use. Set it up on the spreadsheet. Copy the data you’re using. You’ll need to paste a duplicate of this data, alongside the labels beneath the original data set.
Once you’ve pasted the data, you’ll remove the numerical values. But, you’ll keep the labels intact. You’ll need to assign a formula to the now-empty cells where the numerical data were once at. For this case, the formula goes like this:
- IF($A$1=1, B3, NA())
NOTE: Your table will likely have a lot of N/A’s in the field for now. Test it out by typing a value or number in the A1 cell to see if it’s working.
- Insert options. You will need to access the developer tab then control then insert and finally, the options button. It must be the Option Button (Form Control), by the way. Insert at least three option buttons, and name them after the labels on your sheet.
Example: You label the option for target and sales made as “Target VS Sales”, then profit and market shares labels will have the same named options.
NOTE: Do not forget to set up format control, you’ll need to link this to cell A1. Make sure that the cell link is $A$1 so that the data can become dynamic. Test the data if they work as intended by clicking on the option buttons you’ve created.
- Verify your data. Make sure that all of your inputted data are working as intended. Check for incorrect information. Detect if there are any duplicates and remove them. A clean and clear data set is crucial for the next phase.
Okay, so you’ve managed to create a data set that changes via options. Pat yourself on the back for learning a somewhat complex procedure in Excel. The next phase we’ll cover shortly is visualizing the data you’ve provided. Visualizing data is very fun to work with and you’ll finally get to learn the ropes of it.
Visualize your data
You might think at first that visualizing your data on Microsoft Excel is a hefty task to do. You’re in for a surprise, it is easier than it looks. It only takes a few steps before you can finally visualize your data. Once you’ve managed to learn this essential Excel skill, you’re set to make great data presentations at your workplace.
- Select your table. Highlight your table then insert a column chart of your choice.
- Change the chart type to your liking. Since a chart has now shown up on your sheet, you might want to change it. Certain charts work better with a specific data set. In this case, if you’re working with metrics and comparisons – bar and line graphs work better. To access this, select the chart, go to the Design tab, then Design and click on Change Chart Type.
- Select the chart that suits your data sets. As said earlier, certain data sets work better with a specific chart. Once you’ve clicked change chart type, select the chart that fits best for your data.
- Align the chart type and the labels – You’d need to match the labels with their respective chart types. The last thing you want to see in your data visualization is that the data are overlapping each other. Set up a secondary axis for the other set of data you’re working with to prevent data overlaps.
Make sure to double-check everything that you’ve set at this point. As said in the previous phase, verify your data. Then check if every item is aligned with the right assignment. Test the visualization if it meets your standards.
Once you’re done with all of those, you may now relax knowing your data presentation is ready. Now gather up that confidence and present them well at your next meeting.
Conclusion
Learning data visualization is an essential skill to learn in Microsoft Excel. It will require a little bit of practice here and there, but you’ll the hang of it soon. However, once you do master this skill; it’s going to help you a lot in the long run. Having a mastery over dynamic data visualization will make you an attractive candidate in many workplaces that you will apply to.
By utilizing the features of Excel, users can easily transform data into visually appealing images that resonate with audiences. Whether you’re a beginner or advanced user, this guide is sure to help you enhance your work and bolster your presentations.