Module 6 - Lesson 16
Customizing Charts in Excel: Titles, Labels, Colors, and Professional Styling
Transform basic charts into polished, professional visualizations. Learn to add descriptive titles, informative data labels, and clear axis labels. Master color customization, chart styles, and formatting techniques that make your charts communicate effectively and look impressive.
In This Lesson
Chart Customization Tools
When you select a chart in Excel, several customization tools become available. Understanding where these tools are located and what each offers is the first step to transforming default charts into professional visualizations. Excel provides multiple ways to access the same customization features, giving you flexibility in how you work.
The Chart Design Tab
When you click on a chart, the Chart Design tab appears on the Ribbon. This tab contains the primary tools for modifying your chart at a high level, including options to change chart type, modify data source, apply quick layouts, select chart styles, and adjust colors.
The Format Tab
Next to Chart Design, the Format tab provides tools for formatting individual chart elements. Here you find options for shapes, text effects, and precise sizing. This tab becomes essential when you want to customize specific parts of your chart like individual bars, lines, or labels.
The Three Chart Buttons
When a chart is selected, three small buttons appear at its upper right corner. These provide quick access to the most common customization tasks.
Chart Elements (+)
Add or remove titles, labels, legend, gridlines, and other elements
Chart Styles (paintbrush)
Apply preset styles and color schemes to the entire chart
Chart Filters (funnel)
Show or hide specific data series or categories
Right-Click Context Menus
Right-clicking on any chart element opens a context menu with formatting options specific to that element. This is often the fastest way to access detailed formatting controls for a particular part of your chart.
Excel offers several ways to accomplish most chart customizations. You might add a title using the plus button, the Chart Design tab, or a right-click menu. Choose whichever method feels most natural for your workflow. As you become more experienced, you will develop preferences for certain approaches.
Adding and Formatting Chart Titles
A chart title tells viewers what they are looking at and provides context for the data. Without a clear title, even the most beautifully designed chart can leave viewers confused about its purpose. Every chart you create should have a meaningful title that describes the data being presented.
Adding a Chart Title
- Click the chart to select it
- Click the plus button at the top right corner of the chart
- Check Chart Title to add a title placeholder
- Click the arrow next to Chart Title to choose a position: Above Chart or Centered Overlay
- Click the placeholder text that says Chart Title and type your own title
Writing Effective Chart Titles
A good chart title is descriptive, specific, and concise. It should tell viewers exactly what data the chart presents without being so long that it dominates the visualization.
| Weak Title | Strong Title | Why Better |
|---|---|---|
| Sales Data | Quarterly Sales by Region, 2024 | Specifies time period and breakdown |
| Chart 1 | Customer Satisfaction Scores | Describes actual content |
| Revenue | Monthly Revenue Growth, Jan-Dec | Adds timeframe and context |
| Budget | Marketing Budget Allocation by Channel | Explains what budget refers to |
Formatting the Title
After adding a title, you can format it to match your presentation style. Click on the title to select it, then use the Font group on the Home tab to change font, size, color, and style. You can also right-click the title and select Format Chart Title for more options including fill, border, and text effects.
Above Chart places the title at the top of the chart area, pushing the plot area down slightly. Centered Overlay places the title on top of the plot area, which saves space but may overlap data. Choose Above Chart when space is available, and use Centered Overlay for compact presentations where the title will not obstruct important data points.
Data Labels
Data labels display the actual values directly on your chart elements, making it easy for viewers to read precise numbers without having to estimate from the axis scale. Data labels are especially valuable in presentations where viewers cannot interact with the chart or when exact values matter more than general trends.
Adding Data Labels
- Click the chart to select it
- Click the plus button at the top right of the chart
- Check Data Labels to add labels to all data points
- Click the arrow next to Data Labels to choose label position
Data Label Position Options
| Position | Description | Best For |
|---|---|---|
| Center | Labels appear in the middle of bars or columns | Wide bars with contrasting colors |
| Inside End | Labels appear inside the bar near the end | Moderate-sized bars |
| Inside Base | Labels appear inside the bar near the axis | Highlighting starting points |
| Outside End | Labels appear outside the bar at the end | Narrow bars, avoiding overlap |
| Data Callout | Labels with pointer lines | Pie charts, scattered data |
Formatting Data Labels
To format data labels, right-click on any label and select Format Data Labels. This opens the Format Data Labels pane where you can change what values display, adjust number formatting, modify font properties, and add backgrounds or borders to labels.
What to Show in Labels
- Value: The actual number from your data
- Series Name: The name of the data series
- Category Name: The category label
- Percentage: For pie charts, the percentage of total
- Show Leader Lines: Lines connecting labels to data points
Adding data labels to every point can create visual clutter, especially with many data points. Consider adding labels only to specific points you want to highlight, or use labels only when exact values are necessary. For trend-focused charts where approximate values suffice, gridlines may be cleaner than labels.
Axis Titles and Formatting
Axis titles explain what each axis represents, adding clarity to your chart. While the chart title describes the overall content, axis titles specify the units or categories being measured. For charts with obvious axes, titles may be optional, but they become essential when axis labels alone do not convey complete meaning.
Adding Axis Titles
- Click the chart to select it
- Click the plus button at the top right
- Check Axis Titles to add title placeholders
- Click the arrow to choose Primary Horizontal, Primary Vertical, or both
- Click each placeholder and type your axis title
Writing Good Axis Titles
| Axis Type | Good Title Examples |
|---|---|
| Horizontal (Categories) | Month, Product Category, Department, Year |
| Vertical (Values) | Revenue (USD), Units Sold, Score (1-10), Percentage |
Formatting the Axis Itself
Beyond axis titles, you can format the axis scale, number format, and appearance. Right-click on an axis and select Format Axis to open the Format Axis pane with these options:
- Bounds: Set minimum and maximum values for the axis
- Units: Control major and minor tick mark intervals
- Number Format: Change how numbers display (currency, percentage, etc.)
- Tick Marks: Adjust tick mark style and position
- Labels: Control label position, interval, and angle
- Line: Change axis line color, width, and style
By default, Excel automatically sets axis minimum and maximum based on your data. Sometimes adjusting these creates a clearer chart. For example, setting the minimum to zero ensures bars start from a common baseline, while a non-zero minimum can emphasize differences in data that clusters around high values. Be cautious with non-zero baselines as they can exaggerate small differences.
Legend Customization
The legend identifies what each color, pattern, or line in your chart represents. For charts with multiple data series, the legend is essential for understanding what you are viewing. For single-series charts, the legend may be unnecessary and can be removed to simplify the visualization.
Showing and Hiding the Legend
- Click the chart to select it
- Click the plus button at the top right
- Check or uncheck Legend to show or hide it
Positioning the Legend
Click the arrow next to Legend in the Chart Elements menu to access position options:
| Position | Best For |
|---|---|
| Right | Default position, works well for most charts with horizontal orientation |
| Top | Compact charts where vertical space is limited |
| Bottom | Wide charts, keeping legend out of the way of data |
| Left | Charts where data extends to the right edge |
Manual Legend Positioning
You can click and drag the legend to any position within the chart area for custom placement. This is useful when preset positions do not work well with your specific chart layout. After dragging, you can resize the legend by dragging its borders.
If your chart has only one data series, the legend typically adds no value since there is nothing to differentiate. In such cases, removing the legend cleans up the chart and gives more space to the data visualization. A descriptive chart title can convey the same information more effectively.
Gridlines and Axes
Gridlines are horizontal or vertical lines that extend across the plot area, helping viewers trace values back to the axis scale. They serve as visual guides for reading data values but can also add visual noise if not needed.
Adding and Removing Gridlines
- Click the chart to select it
- Click the plus button at the top right
- Check or uncheck Gridlines to toggle visibility
- Click the arrow to choose Primary Major Horizontal, Primary Major Vertical, Primary Minor Horizontal, or Primary Minor Vertical
Types of Gridlines
| Type | Description | Typical Use |
|---|---|---|
| Major Horizontal | Lines at major tick mark intervals horizontally | Most common, helps read values from Y-axis |
| Major Vertical | Lines at major tick mark intervals vertically | Line charts, reading dates or categories |
| Minor Horizontal | Additional lines between major gridlines | Precise value reading, scientific data |
| Minor Vertical | Additional vertical lines between majors | Detailed time series, specific date reading |
Formatting Gridlines
To format gridlines, right-click on any gridline and select Format Gridlines. You can change line color, width, and style (solid, dashed, dotted). Lighter colored gridlines are often less distracting while still providing visual guidance.
Too many gridlines create visual noise that can obscure your data. Start with just major horizontal gridlines, which help read values from the vertical axis. Add vertical gridlines only if they serve a specific purpose. Consider using light gray gridlines rather than black, and avoid both major and minor gridlines together unless precision reading is essential.
Changing Chart Colors
Color is one of the most impactful ways to customize your charts. Excel provides both complete color palettes that apply to the entire chart and options for changing individual element colors. Strategic use of color can highlight important data, align with brand guidelines, or improve accessibility.
Applying Color Palettes
- Click the chart to select it
- Go to the Chart Design tab on the Ribbon
- Click Change Colors in the Chart Styles group
- Select a palette from the Colorful or Monochromatic sections
Color Palette Categories
Distinct colors for each series
Shades of a single color
Changing Individual Element Colors
- Click once on the chart to select it
- Click again on the specific element you want to color, such as a single bar or pie slice
- Right-click and select Format Data Point or Format Data Series
- In the Fill section, choose Solid fill and select your desired color
Using Color Strategically
- Highlight key data: Use a contrasting color for the most important bar or data point
- Brand alignment: Match chart colors to company brand guidelines
- Semantic meaning: Use red for negative values, green for positive (with caution for color blindness)
- Grouping: Use similar shades for related data series
Approximately eight percent of men have some form of color blindness, with red-green being most common. Avoid relying solely on red and green to differentiate data. Consider using patterns or data labels in addition to colors, or choose color combinations that remain distinguishable to color-blind viewers such as blue and orange.
Chart Styles Gallery
Chart styles are preset combinations of colors, effects, and formatting that transform your chart appearance with a single click. Excel offers numerous styles ranging from simple and clean to elaborate with shadows and 3D effects. Styles provide a quick way to give your charts a polished, professional look.
Accessing Chart Styles
There are two ways to access chart styles:
- Method 1: Click the paintbrush button at the top right of the selected chart and browse the Style tab
- Method 2: Go to Chart Design tab and browse the Chart Styles gallery, clicking the expand arrow for more options
Style Categories
Simple Styles
Clean, minimal formatting with flat colors and no effects
Gradient Styles
Bars and areas with subtle color gradients
Dark Background
Charts with dark plot area backgrounds
Outline Styles
Elements with borders and transparent fills
Previewing Styles
Hover over any style in the gallery to see a live preview on your chart without committing to the change. This makes it easy to try different looks and find one that works best for your data and presentation context.
While Excel offers 3D chart styles that look impressive at first glance, they distort data perception and make accurate value comparison difficult. The visual perspective causes bars in the back to appear smaller than they actually are. For clear, accurate data communication, stick with flat 2D styles that present data honestly.
Formatting Individual Elements
For precise control over your chart appearance, you can format individual elements separately from the overall style. This allows you to highlight specific data points, customize text formatting, or adjust borders and effects exactly as you want them.
Selecting Individual Elements
To format a specific element, you must first select it:
- Click the chart to select the entire chart
- Click again on the element you want to format (bars, line, title, legend, etc.)
- For a single data point within a series, click once to select the series, then click again on the specific point
Common Element Formatting
| Element | Formatting Options |
|---|---|
| Data Series (Bars/Lines) | Fill color, border, gap width, series overlap, line style, markers |
| Single Data Point | Individual fill color, border, explosion (pie slices) |
| Chart Title | Font, size, color, alignment, background fill, border |
| Axis | Scale, number format, font, line color, tick marks |
| Legend | Position, font, background, border |
| Plot Area | Background fill, border, size |
| Chart Area | Background fill, border, shadow, rounded corners |
Using the Format Tab
With an element selected, the Format tab on the Ribbon provides quick formatting tools. The Shape Styles gallery offers preset formatting, while Shape Fill, Shape Outline, and Shape Effects give individual control over appearance.
To make one bar stand out from the others, click the series to select all bars, then click again on just the bar you want to highlight. Right-click and select Format Data Point. Change the fill color to a contrasting shade like a brighter or darker version of the series color, or an entirely different color. This technique draws attention to the most important value.
The Format Pane
The Format pane is a powerful sidebar that provides comprehensive formatting options for any selected chart element. It gives you access to all available settings in one place, organized into logical categories with expandable sections.
Opening the Format Pane
- Select a chart element that you want to format
- Double-click the element, or right-click and select the Format option
- The Format pane opens on the right side of the Excel window
Series Options
Fill
Border
Format Pane Features
- Context-sensitive: Options change based on the selected element
- Live preview: Changes appear immediately on the chart
- Stays open: Select different elements to format without reopening
- Icon tabs: Switch between fill, effects, size, and options
- Collapsible sections: Expand or collapse option groups
Navigating Format Pane Options
At the top of the Format pane, icons represent different option categories. For most elements, you will see icons for Fill and Line options, Effects (shadows, glow), and Size and Properties. Click each icon to access that category of settings.
Once opened, the Format pane remains visible and updates to show options for whatever element you select next. This makes it efficient to format multiple elements without repeatedly opening menus. When you are finished formatting, click the X in the pane header to close it.
Quick Layouts
Quick Layouts are preset arrangements of chart elements that add or reposition titles, labels, legends, and other components with a single click. They offer a fast way to try different element combinations without manually adding each piece.
Applying Quick Layouts
- Click the chart to select it
- Go to Chart Design tab on the Ribbon
- Click Quick Layout in the Chart Layouts group
- Select a layout from the gallery that shows different element arrangements
What Quick Layouts Include
Different layouts offer various combinations of:
- Chart title position and presence
- Axis titles for horizontal and vertical axes
- Data labels showing values on data points
- Legend position or absence
- Data table below the chart showing source values
When to Use Quick Layouts
Quick Layouts are most helpful when you are starting with a new chart and want to rapidly explore different element combinations. They are also useful for ensuring consistency across multiple charts in a report by applying the same layout to each.
Quick Layouts provide a starting point, not a final result. After applying a layout, you can still modify individual elements, change the title text, adjust label positions, or remove elements you do not need. Think of layouts as templates that speed up your starting point rather than finished designs.
Chart Design Principles
Creating effective charts is not just about knowing which buttons to click. Good chart design follows principles that enhance understanding and prevent misinterpretation. These guidelines help you create visualizations that communicate clearly and honestly.
Data Integrity Principles
- Start axes at zero when comparing magnitudes to avoid exaggerating differences
- Avoid 3D effects that distort perception of values
- Use consistent scales when creating multiple charts for comparison
- Do not truncate axes in ways that mislead viewers
- Label clearly so data can be understood without external explanation
Visual Clarity Principles
- Remove chartjunk: Eliminate decorative elements that do not convey data
- Maximize data-ink ratio: Most ink should represent data, not decoration
- Use color purposefully: Color should differentiate or highlight, not just decorate
- Simplify when possible: Show only what viewers need to understand the message
- Ensure readability: Text should be large enough to read easily
Context and Communication
- Descriptive titles: Tell viewers exactly what they are looking at
- Appropriate chart type: Match the visualization to the data relationship
- Source attribution: Note where data comes from when relevant
- Date or time context: Specify when data was collected or what period it covers
Avoid these frequent errors: using pie charts with too many slices, applying rainbow color schemes that confuse rather than clarify, adding decorative pictures that distract from data, using truncated axes that exaggerate differences, and creating overly complex visualizations when simple ones would communicate better.
Practice Exercise
Apply everything you have learned by fully customizing a chart from scratch. This exercise covers titles, labels, colors, styles, and formatting to create a professional visualization.
- Create a new workbook and save it as Chart_Customization_Practice
- Enter this data: Headers: Month, Sales, Target. Data for Jan through Jun with Sales values 42000, 48000, 45000, 52000, 58000, 61000 and Target values of 50000 for each month
- Create a Clustered Column Chart with both Sales and Target series
- Add a chart title: Monthly Sales Performance vs Target, First Half 2024
- Format the title with a larger font size, bold weight, and dark color
- Add axis titles: Month for horizontal axis, Revenue (USD) for vertical axis
- Add data labels to the Sales series only, positioned at Outside End
- Format data labels with currency format and no decimal places
- Change the Sales bars to a green color to indicate positive performance
- Change the Target bars to a gray color to serve as a neutral reference
- Move the legend to the top of the chart
- Remove minor gridlines if present, keeping only major horizontal gridlines
- Format gridlines with a lighter gray color
- Highlight the highest sales bar (June) with a brighter green color
- Adjust the chart size to approximately 6 inches wide by 4 inches tall
- Apply a clean chart style from the Chart Styles gallery
Congratulations on completing Module 6: Charts. You can now create column, bar, line, and pie charts, and customize them with titles, labels, colors, and professional styling. Your charts will communicate data effectively and look polished in any presentation or report. You are ready for Module 7: Printing and Protection, where you will learn to prepare worksheets for printing and protect your work from unwanted changes.
Key Takeaways from Lesson 16
- Click the plus button next to a selected chart to quickly add or remove chart elements
- Chart titles should be descriptive, specific, and include time periods or context when relevant
- Data labels display exact values on chart elements but should be used selectively to avoid clutter
- Axis titles explain what each axis represents and are essential when units are not obvious
- Legends identify data series and can be repositioned or removed for single-series charts
- Gridlines help read values but should be minimized to reduce visual noise
- Change Colors on the Chart Design tab applies complete color palettes to your chart
- Chart Styles provide preset combinations of formatting for quick professional appearance
- Double-click any element to open the Format pane for comprehensive formatting options
- Highlight important data by formatting individual bars or points with contrasting colors
- Avoid 3D effects that distort data perception and mislead viewers
- Good chart design prioritizes clarity and data integrity over decoration