Adding charts and graphs to documents can be an effective way to visualize data and convey information to readers. Microsoft Word provides built-in tools for creating a variety of charts directly within Word documents, making it easy to incorporate graphics without needing additional software.
In this comprehensive guide, we’ll cover everything you need to know to make professional-quality charts in Word, including:
- The benefits of using Word charts
- Types of charts available
- Step-by-step instructions for creating a basic chart
- Customizing and formatting chart elements
- Updating, editing, and modifying charts
- Exporting charts to use in other programs
Whether you’re looking to create simple charts for internal business documents or complex graphics for official reports, this guide will teach you the ins and outs of Word’s chart builder. Let’s get started!
Why Create Charts in Microsoft Word?
Before we dive into the specifics, let’s look at some of the key advantages of making charts directly in Word rather than other programs:
- No additional software required – You don’t need Excel or other charting programs installed. The tools are built right into Word.
- Real-time updates – Charts update automatically when you edit the source data. No manual refreshing required.
- Seamless integration – Charts copy/paste smoothly and format consistently with Word text and other elements.
- Customization capabilities – Word provides modification features to tailor charts to your desired style and branding.
- Cross-platform capability – Charts work across Windows, Mac, web, and mobile versions of Word.
- Sharing and exporting – It’s easy to export finished Word charts to include in PowerPoint slides, Excel worksheets, Outlook emails, and more.
Types of Charts Available in Word
Microsoft Word supports a wide variety of standard and specialty chart layouts. Some of the most popular include:
- Column charts – Compare values across categories. Useful for timelines and trends.
- Bar charts – Also compare categorical data. Horizontal bars instead of vertical columns.
- Line charts – Show continuous data over time. Effective for spotting trends.
- Pie charts – Display part-to-whole relationships. Ideal for percentages and proportions.
- Scatter plots – Correlate variable pairs in two dimensions. Can show clustering and outliers.
- Area charts – Emphasize volume of change. Area under the line relates to total value.
- Stock charts – Illustrate fluctuations in stock prices over custom timeframes.
The above only scratches the surface of what’s possible. Word provides over 15 chart types to present data in a meaningful way. Now let’s see how to put them into action!
Step-by-Step Guide to Building a Chart in Word
- Select chart location – Place cursor where you want chart to appear.
- Open chart builder – Go to Insert tab and click the Chart button.
- Choose chart type – Select from options in left pane such as column, bar, line, pie, etc.
- Pick chart style – Optional; select color scheme and template on right pane.
- Enter data – Table will open for data input. Replace with your own figures.
- Make final tweaks – Use Chart Design tab to customize all elements.
Let’s explore a few key points in more detail:
Enter Source Data
When adding a chart, Word will open an Excel-like spreadsheet for inputting figures. The headers allow you to clearly label info for each data series.
Structuring your data properly from the start makes it much easier to later apply customizations like legends, colors, and data labels. Spend time ensuring your source table is clear and consistent.
Modify Chart Layout and Style
Once created, use Chart Design tab to access:
- Layouts – Change overall structure and position of all elements
- Styles – Choose from color schemes and effect combinations
- Data Labels – Display values next to data points
- Axes Titles – Add descriptive labels for X and Y axes
Don’t be afraid to experiment with various options to find your ideal arrangement. Just know that any formatting can easily be altered down the road.
Customizing and Formatting Charts in Word
When building charts, you’ll likely need to apply customizations to perfectly fit your document or audience. Helpful formatting options include:
Sizing, Positioning and Wrapping
Charts can be resized, rotated, overlapped, sent backward/frontward and wrapped alongside text like images and other graphics.
Data Sorting
Reorder data series via simple drag-and-drop for maximum clarity. Useful for prioritizing key points.
Gridlines and Backgrounds
Control gridline color/width. Add backgrounds color or gradient. Useful for making key data stand out.
Typography
For professional polish, format fonts, colors and effects for titles, labels, legends and other text elements.
Matching your document’s typography ties the chart into the surrounding content.
The flexibility of the built-in customization tools means you can fine-tune the look of charts to keep readers engaged as they digest information.
Updating, Editing and Modifying Charts
As source data changes, you’ll need to update your Word charts accordingly. Rather than deleting and starting over, there are a few simple options:
- Edit Data – Opens spreadsheet from initial chart creation. Replace old figures with new info.
- Resize/Move – Charts can be dynamically resized and repositioned within documents.
- Change Type – Instantly switch from column to bar, pie to line with one click.
- Reapply Style – Alter color scheme if brand palette changes.
Edits take effect instantly when working with linked charts. Plus, the flexibility makes it a breeze to iterate as data evolves.
Exporting Word Charts to Use Elsewhere
Rather than being confined to your Word document, finished charts can also be repurposed elsewhere:
- Copy/paste into PowerPoint, Excel, Outlook emails and more
- Save individually as image files (JPG, PNG, GIF)
- Export document as PDF to share broadly
Since charts seamlessly integrate with Microsoft Office suite, it’s simple to get maximum mileage from your hard work.
Key Takeaways and Next Steps
The ability to make, edit and share charts directly within Word removes major friction from presenting data in documents.
We’ve covered chart types, data structuring, customizations and modifications to equip you with the complete skill set. Now the only step left is to put your newfound knowledge into practice!
Use the built-in graphing capabilities to better inform, educate and influence readers. Visually communicating insights makes content more memorable and impactful.
So don’t settle for just presenting figures in tables. Bring your data to life with Word’s expansive chart and graph functionalities!
