How to Create a Graph in Excel: A Step-by-Step Guide

What Are Graphs and Charts in Microsoft Excel?

Graphs and charts in Microsoft Excel are visual representations of spreadsheet data that make trends, patterns, and relationships easier to read at a glance. Excel supports column, bar, line, pie, area, scatter, radar, bubble, and combo charts, and each one is built to fit a specific type of data question. The main benefit is that a well-chosen chart lets a reader understand in three seconds what would take three paragraphs to describe in words.

Over 1 billion people use Microsoft Office worldwide, and Excel is one of the most widely deployed data analysis tools in business. Modern Excel now includes more than 17 built-in chart types, but most users work with only 3 or 4. Picking the right chart type is often the difference between a report that lands and one that gets skimmed.

For broader guidance on choosing the right chart, see our guides on the pie chart and the bar graph.

Common Excel Chart Types Explained

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To create a graph or chart in Excel, you typically start by selecting your data and then choosing the chart type that best fits your needs.

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For more, see our guides on the pie chart, the bar graph, and how to build one with the pie chart maker or bar graph maker.

How Can I Make a Chart in Excel: Step by Step Guide

The 6-Step Excel Graph Creation Framework

Use this 6-step framework to build any Excel chart from a blank spreadsheet.

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Detailed Step-by-Step Guide to Building an Excel Chart

Step 1: Open Microsoft Excel

Create a blank workbook, or open an existing file with your data. Make sure your data is organized in a clean grid: headers in the first row, categories in the first column, values in the cells.

Step 2: Choose the Right Chart Type

Pick the chart type that matches your question:

• Bar or column chart for comparing values across categories

• Line chart for showing change over time

• Pie chart for showing parts of a whole

• Scatter plot for showing relationships between two variables

• Combo chart when you want to overlay two chart types (like bars and a line)

Match the chart to the question, not the aesthetic.

Step 3: Add Data Headers

Clean headers make a chart readable. Enter your data with:

1. A clear header row (e.g., “Month,” “Revenue,” “Expenses”)

2. Consistent formatting (currency, percentage, dates)

3. No blank rows or merged cells inside the data range

4. Category labels in the first column

Chart titles come after the chart is inserted. Right-click the chart, select Add Chart Element, then Chart Title, and type your title.

Step 4: Insert the Chart

Highlight your data range. Click the Insert tab in the ribbon. In the Charts section, choose your chart type from the icons. Hover over any option to preview how it will look with your data.

Step 5: Select the Chart Format

Excel offers several visual formats for each chart type (2D, 3D, stacked, 100% stacked). Choose the format that best represents your data. Skip 3D unless you have a strong reason — 3D formats often distort proportions.

Step 6: Finalize the Chart

Click the Chart Design tab at the top of the ribbon to adjust:

• Chart style (background, gridlines, color palette)

• Chart layout (positions of legend, labels, titles)

• Colors (built-in palettes or custom)

Use the Format tab on the right sidebar to fine-tune fonts, shapes, and individual elements. Double-click or right-click any chart element to open its customization panel directly.

Once the chart looks right, right-click and choose Save as Picture to export as a PNG, or copy and paste directly into your slide deck.

Excel vs. Decktopus AI for Chart Creation

Excel is powerful for data analysis. But when the goal is a chart that lives inside a presentation, Excel adds friction: exporting images, resizing them, matching colors to your brand, and re-exporting every time the data changes.

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Use Excel when you need heavy data analysis, pivot tables, or advanced formulas.

Use Decktopus when the chart is going into a presentation and you want it built, styled, and shared in one flow.

How to Build Presentation-Ready Charts with Decktopus AI

Skip the Excel-to-slide back and forth. Decktopus generates full presentations with clean, on-brand charts in minutes.

1. Describe your topic. Type something like “Q3 sales performance report with monthly revenue trends.” Or upload your Excel file, CSV, or notes as a supporting file. If you already have an older deck, Decktopus’s Beautify feature can redesign it or use it as a source.

2. Choose your style. Pick a brand, reuse a saved look, or start fresh with AI. Decktopus will ask how you want your presentation to look. You can apply a saved brand, import your brand directly from your company website URL (which pulls in your logo, colors, and fonts), or let AI generate a style from scratch.

3. Review the outline. Decktopus generates a slide-by-slide structure. Add chart slides where you need them by choosing Add Slide and selecting the chart type (bar, line, pie, donut, and more).

4. Refine with Edit with AI. Click Edit with AI and type instructions like “add a bar chart showing revenue by product line,” “change the pie chart to a donut with the total in the center,” or “match all chart colors to my brand palette.” All edits are tracked with unlimited version history.

5. Export or share. Download as PDF, PPT, or PNG. Share via live link (any data updates you make afterward automatically appear at the same link, so your audience always sees the latest chart). Or present directly.

You can also use the Loop AI Delivery Coach during rehearsal to get real-time feedback on how you talk through your charts.

For broader guidance, see our roundup of the best AI presentation tools and our guide on how to do a presentation.

Ready to build presentation-ready charts fast? Get started with Decktopus.

Frequently Asked Questions

How do you create a graph in Excel step by step?

Enter your data in a clean grid. Select the data range. Click the Insert tab, then choose the chart type that fits your data. Excel generates the chart. Then use the Chart Design and Format tabs to adjust titles, colors, and layout.

How do you make an XY scatter graph in Excel?

Enter your X values in one column and Y values in a second column. Highlight both columns. Go to the Insert tab and choose Scatter from the chart options. Customize labels, axis titles, and formatting from the Chart Design tab.

How do I create a chart in Excel with multiple data series?

Enter all your data with headers, keeping each series in its own column. Highlight the entire range including headers. Go to the Insert tab and pick a chart type like clustered column, line with markers, or combo chart. Excel will plot each series automatically.

What is the difference between a chart and a graph in Excel?

In Excel, chart and graph are used interchangeably. Both refer to any visual representation of data. Some fields use graph for line-based visuals and chart for everything else, but Excel treats them as the same.

How do I plot a graph in Excel?

Enter your data. Select it. Go to the Insert tab. Choose a chart type (line, bar, pie, scatter). Excel builds the chart. Adjust titles, colors, and axis labels from the Chart Design and Format panels.

What is the best chart type for showing trends over time?

Line charts are the best fit for time-based trends. They make direction, acceleration, and turning points easy to see. Use column charts if you have very few time periods, or area charts if you want to emphasize cumulative totals. For a step-by-step build, see our guide on how to create a line graph in Excel.

How do I make an Excel chart look professional?

Pick two or three brand colors. Remove chart junk (extra gridlines, unnecessary borders). Use consistent font family and size. Add a clear title. Skip 3D unless you have a specific reason. Ideally, use a tool like Decktopus that applies your brand style automatically.

Can I insert an Excel chart into a Decktopus presentation?

Yes. Export the chart from Excel as PNG or copy the chart directly, then paste it into your Decktopus slide. Or skip Excel and build the chart natively in Decktopus so it stays on-brand and updates live when you edit the data.

What are the most common Excel charts and how do I build each one?

The three most common Excel charts are the line graph, the bar graph, and the pie chart. Each has its own step-by-step build process. For detailed tutorials, see our guides on how to create a line graph in Excel, how to make a bar graph in Excel, and how to make a pie chart in Excel.