Data Visualization in Microsoft Excel

Data visualization is the graphical representation of data to aid in the comprehension

and interpretation of information. It is an effective method for transforming
unstructured data into insights, patterns, and trends that are simpler to understand.

Data Visualization Element

1. Purpose
Determine the purpose of your visualization. Are you attempting to compare data,
identify patterns, or display a distribution? Knowing your objective will guide your
choice of visualization type.

2. Data Preparation
Make sure your data is correct, useful, and clean. Pre-processing and data cleaning are
frequently required to get rid of anomalies or inconsistencies that could skew the
visualization.

3. Methods
Some of the methods to visualize the data are creating the following:

• Column Charts: These are useful for comparing categorical data.

• Pie Charts: Good for displaying parts of a whole.
• Histograms: Used to display data distribution.
• Box Plots: Show summary statistics and identify outliers.

4. Color and Design

Use color to effectively highlight important information to increase readability. Keep
your designs straightforward and clutter-free in your photographs. Use a color palette
that is easy on the eyes and makes good use of color.

5. Labels and Titles

Axes, data points, and legend labels should all be descriptive and clear. Include a title
that summarizes the visualization's key point.

6. Interactivity
User-interactive graphics provide in-depth data exploration. You may make interactive
charts and dashboards using D3.js tools or Python packages like Plotly.

7. Accessibility
Make sure that all users, including those with disabilities, view the visualizations. Use
alternate text for images, offer text-based material as a substitute, and pick color
schemes that are readable to color-blind people.

8. Storytelling
Using data visualization, create a narrative. Take your audience on a tour of the data,
highlighting significant discoveries and insights along the way.

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9. Tools
There are several tools for data visualization accessible, from paid tools like Tableau
and Power BI to open-source alternatives like Matplotlib and D3.js. Pick a tool based
on your requirements and level of skills.

10. Audience
Think about the viewers of your visualization. Adjust the amount of difficulty and style
to the level of experience and interest in the topic among your target audience.

11. Ethics
Observe the ethical issues related to data visualization. Do not manipulate facts or give
false information to support a specific thesis.

12. Feedback and Iteration

Ask for input from others, particularly from subject-matter experts or prospective
consumers of the visualization. Adapt your visualization based on their feedback.

Data Visualization method - Chart

In Microsoft Excel, a chart is a visual representation of data that allows users to interpret
numerical data quickly and easily through graphical elements. Charts are effective tools
for summarizing and presenting information in a way that is easy to understand. Excel
provides a variety of chart types, each suitable for different types of data and analytical
needs.

Some common chart types in Excel include:

• Column Chart: Displays data in vertical columns.

• Bar Chart: Like a column chart but with horizontal bars.
• Line Chart: Connects data points with a line, useful for showing trends over
time.
• Pie Chart: Represents data in a circular graph, divided into slices to illustrate
numerical proportions.
• Area Chart: Like a line chart but with the area below the line filled in, often used
to show cumulative values.
• Scatter Plot: Plots individual data points on a two-dimensional graph, useful for
displaying relationships between two variables.
• Bubble Chart: Like a scatter plot but includes a third dimension, with the size
of bubbles representing a third variable.

Benefits of Using Charts in Excel:

• Visualization: Charts provide a visual representation of data, making it easier to

identify trends, patterns, and outliers.

• Comparison: Charts allow users to compare values, trends, or proportions more

easily than examining raw data.

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 • Communication: Charts are effective tools for presenting data to others, helping
to convey complex information in a more understandable format.

• Decision-Making: Visualizing data through charts can aid decision-making by

providing a clear overview of the information.

Column Chart

A column chart is a type of chart in Microsoft Excel that represents data in vertical
columns. Each column typically corresponds to a category or a series of categories, and
the height of the column represents the numerical value associated with that category.

It is a great tool for visualizing and analyzing data when you want to compare individual
values across different categories or display trends over a period.

Here's a step-by-step guide on how to use a column chart to visualize and analyze your
data:
1. Data Preparation - Organize your data in a spreadsheet with categories in one
column and corresponding values in another.
2. Create a Column Chart - Use Excel or another data visualization tool to create a
column chart. Select the data range and choose the column chart type.
3. Understand Categories and Values - Recognize that each column represents a
category, and the height of the column represents the value associated with that
category.
4. Compare Column Heights - Analyze the heights of columns within each category.
Higher columns indicate larger values, allowing for easy visual comparison.
5. Use Color Coding - Apply color coding to distinguish between columns
representing different categories. This enhances visual clarity.
6. Add Data Labels - Add data labels to each column to display the actual numerical
values. This provides more context and aids in analysis.
7. Analyze Trends Over Time - If applicable, use a column chart to display trends
over time. Observe how the heights of columns change across different periods.
8. Draw Conclusions and Make Decisions:
• Based on your analysis, draw conclusions about the data. Identify key
insights, trends, or areas that may require further exploration.
• Use the analyzed data to make informed decisions or communicate findings.
9. Consider Limitations:

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 • Be aware of the limitations of column charts, such as difficulty in representing
more than a few categories. In some cases, other chart types like bar charts
might be more suitable.
• Column charts are effective for visualizing and comparing individual values
across categories, making them a valuable tool for data analysis and
communication.

Create a Column Chart

To create a column chart, use Chart worksheet in the Visualization workbook. The
worksheet contains data about the total number of students enrolled in different
programmes in five years, from 2019 until 2023.

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The following are the steps to create column chart:

On the Insert tab, in the Charts

group, click the Column symbol.

Select the range A3:F8

Click on 2-D Clustered

Column.

The column chart is created, and Chart Design tab appeared.

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 Click on Add Chart
Element > Chart Title >
Above Chart

Type the title of the chart here.

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 Click on Add Chart Element > Axis
Titles > Primary Vertical
Type Total number of students.

Click on Add Chart Element > Axis Titles

> Primary Horizontal
Type Year.

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Click on Add Chart Element >Add
Data Labels > Outside End

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Click on Add Chart Element >Legend
> Right.

The position of the legend changed to

the right.

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 Click on the Select Data
under Chart Design tab

The following pop-up

window appeared.

The above window shows the chart data range, series, and category.
Categories are represented along the horizontal axis, and each
category has its set of columns whereas series are represented
vertically, with each series comprising the data points (columns)
associated with a specific category.

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 Programme can be unselected by unchecking them. (e.g
Medical and Nursing) and the chart updated accordingly.

The row and the column can be switched to exchange the year
become Legend Entries(series) and programme become Horizontal
(Category) Axis Label. The chart updated accordingly.

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 In the above column chart, it is comparing the total number of
students registered across different programme (series) for
each year (category), the horizontal axis would display years,
and each set of columns would represent the total number of
students of each programme for a specific year.

Analysis based on the column chart created:

• The population of students who enrolled in engineering programme

over the past five years is the highest among others, but the trend shows
it increased in the first three years but decreasing in the last two years.
• In contrast with computer science, it shows an increase in the number
of students, and from the result, predictions can be made in the future
that affect decision-making.
• Whereas pharmacy programme, show inconsistency in the trends.

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Pie Chart

A pie chart is a useful tool for visualizing and analyzing data when you want to
represent parts of a whole. It is particularly effective for showing the distribution of
categories as proportions or percentages.

Here's how to visualize and analyze your data with a pie chart step-by-step:

1. Data Preparation - Organize your data in a way that reflects the categories and
their respective values. The data should represent parts of a whole.

2. Create a Pie Chart - Use Excel or another data visualization tool to create a pie
chart. Select the appropriate data range and choose the pie chart type.

3. Understand the Whole - Recognize that the entire pie represents 100% of the
data. Each slice (or sector) of the pie represents a proportion of the whole.

4. Analyze Proportions - Analyze the size of each slice relative to the whole pie.
Larger slices represent a larger proportion of the data, while smaller slices
represent a smaller proportion.

5. Use Color Coding - Apply color coding to differentiate between slices. This
makes it easier to visually distinguish between categories.

6. Explode or Highlight Slices - If there are specific categories you want to

emphasize, consider exploding or highlighting those slices to draw attention to
them.

7. Add Data Labels - Add data labels to each slice to display the actual percentages
or values. This provides additional context and aids in analysis.

8. Analyze Trends - Identify trends in the data. Are there categories that dominate
the pie, or is the distribution relatively even?

9. Compare Categories:
Compare the sizes of slices to understand the relative importance of each category.
Are there significant differences, or are the categories relatively balanced?

10. Use Legend for Clarity:

If needed, use a legend to explain the meaning of each color in the pie chart. This is
especially helpful when you have many categories.

11. Draw Conclusions and Make Decisions:

• Based on your analysis, draw conclusions about the distribution of data.
Identify key insights, trends, or areas that may require further investigation.
• Use the analyzed data to make informed decisions or communicate findings.

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12. Consider Limitations:

• Be aware of the limitations of pie charts, such as difficulty in comparing

slices or representing more than a few categories. In some cases, other chart
types like bar charts might be more suitable.
• Pie charts are effective for displaying the relative proportions of categories
in a visually appealing way. However, it's crucial to use them appropriately
and be mindful of their limitations for more complex datasets.

Create a Pie Chart

Use the same data to create a pie chart and the following are the steps :

Select range A3:A8 and

E3:E8 as shown below:
On the Insert tab, in
the Charts group, click
the Pie symbol. Then
choose 2-D Pie.

Pie chart is created as shown below.

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Pie Chart Element

Other ways how to add element of the chart, click on

the ‘+’ on the top right of the chart. The elements of pie
chart include chart title, data labels and legend.

Chart Title

Legend

To add chart title

Click on the check box Chart Title >
Above Chart.
Type “The population of the students
by programmes in the year 2022.” to
replace 2022 as the title.

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Data label

To add data labels

Click on Data Labels
> Outside End > Data
Callout

To change the
position of the
legend to the right
Click Legend >
Right

Data analysis based on the pie chart created:

• The highest percentage of students that enrolled in year 2022 is
Engineering programme is 32% whereas Nursing is the lowest
percentage only 8%.
• The percentages for Medical, Pharmacy and Computer Science are
24%, 20% and 16% respectively.

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