How to Click the Chart Legend in Excel

Creating a chart in Excel is often the easiest part of a report, making it look professional and easy to understand is where the real work begins. Your chart legend plays a huge role in this, acting as the key that unlocks the meaning of your data for your audience. This guide walks you through everything you need to know about a chart legend, from the simple act of selecting it to customizing its every detail for maximum clarity.

First Things First: How to Select Your Excel Chart Legend

Before you can move, resize, or reformat your chart's legend, you need to select it. While it might sound basic, sometimes a crowded chart can make this a tricky first step. Fortunately, Excel gives you a couple of straightforward ways to get it done.

Method 1: The Direct Click

This is the most intuitive method. Simply move your cursor over the legend and click on it. You'll know it's selected when you see a bounding box with resizing handles (small circles) appear around it.

Pro Tip: Try to click on the white space within the legend's bounding box rather than directly on the text of an entry. Clicking on the text once will select the whole legend, but a second, slower click on the same text will select just that individual legend entry, which is useful for more advanced edits (we'll cover that later!).

Method 2: Using the Chart Elements Menu

If your chart is dense with data points or the legend is tucked away in a tight corner, clicking it can be a hassle. The Chart Elements shortcuts provide a foolproof alternative.

1. Click anywhere on your chart to select it. This will reveal several icons on the right-hand side of the chart.
2. Click the green plus sign (+) icon, which is the Chart Elements menu.
3. A list of elements will appear (Axes, Chart Title, Legend, etc.). Hover your mouse over Legend.
4. An arrow will appear to the right. Click this arrow to open a submenu of options.
5. Click More Options.... This will not only select the legend for you but also open the Format Legend pane, where all the major customization tools live.

This method is fail-safe and can save you a few frustrating moments of trying to click a tiny legend on a complex chart.

Positioning is Everything: Moving and Resizing Your Legend

Where you place your legend can dramatically impact your chart's readability. The default position isn't always the best, especially if it's taking up valuable space. Here’s how to put your legend exactly where you want it.

Moving Your Legend

You have two main ways to reposition the legend: dragging it freely or snapping it to preset locations.

Drag and Drop Method:

1. Click to select your legend. Make sure the entire legend box is selected, not just one entry.
2. Your cursor will turn into a four-way arrow when you hover over the middle of the selected legend box.
3. Click and hold your left mouse button, then drag the legend anywhere you'd like inside the chart area.
4. Release the mouse button to drop it in its new location.

This method gives you total freedom but can sometimes result in a less professional, misaligned look if you aren't careful.

Preset Positions Method:

1. Select your chart and click the green (+) icon.
2. Hover over Legend and click the arrow that appears.
3. You’ll see a list of placement options: Top, Left, Bottom, and Right. Simply click on the one that best suits your chart's layout. For line charts and bar charts with time-series data, placing the legend at the top or bottom is often best to maximize horizontal space. For pie or donut charts, the right is a common and clean position.

This method automatically adjusts the plot area (the main part of your chart) to accommodate the legend's new position, keeping everything organized.

Resizing Your Legend

If your legend has many entries, it might be too large or awkwardly shaped. A quick resize can fix this.

1. Click to select your legend.
2. Move your cursor over one of the small circular handles on the corners or sides of the bounding box. Your cursor will change to a two-way arrow.
3. Click and drag the handle inward or outward to resize the legend box. For example, if you have a long vertical list of legend items, making the box wider might reflow them into two columns, saving vertical space.

Customizing Your Legend for Clarity and Style

A default legend gets the job done, but a formatted legend helps tell a better data story and aligns with your brand or presentation style. After selecting your legend, the Format Legend pane should appear on the right. If it doesn't, just right-click your legend and choose "Format Legend" to open it up.

Changing the Legend's Fill and Border

Under the "Fill & Line" tab (the paint bucket icon) in the Format Legend pane, you can change the legend's background and outline.

• Fill: By default, the legend has no fill (its background is transparent). You can add a Solid fill to give it a background color, helping it stand out from the plot area. A subtle, light gray often works well. You can also use Gradient fills or even Picture fills, though these should be used with caution to avoid making the chart look too busy.
• Border: You can add a Solid line border to give the legend a clean cut-off from the rest of the chart. You can customize the border's color, width, dash type, and more.

Editing Legend Text and Font

This is one of the most common tasks - and also where people run into a common misconception.

How to Edit Legend Entry Names:

You can't type new text directly into the legend. The legend entries are automatically pulled from your source data - usually your series names or column headers. To change the text of a legend entry, you must change it in your source data cells in the spreadsheet.

However, if you really need the legend text to be different from the source data (a rare but possible scenario), you can do so through the Select Data Source menu:

1. Right-click your chart and choose Select Data.
2. In the dialog box that appears, look under Legend Entries (Series).
3. Click on the series you want to rename, then click the Edit button.
4. In the Series name field, you can either select a different cell for the name or type in a custom name directly. Just be aware that this "hardcoded" name will no longer update if the source cell changes.

How to Format Legend Font:

To change the font size, color, or style (bold, italic) of your legend text:

1. Select the entire legend.
2. Go to the Home tab on Excel's ribbon.
3. Use the standard Font formatting tools to change the font family, font size, bold, italics, and color.

These changes will apply to all entries in the legend, ensuring a consistent look.

Advanced Legend Techniques You Might Not Know About

Once you've mastered the basics, you can try some of these more advanced techniques to perfect your chart reporting.

Removing a Single Legend Entry

Sometimes you chart a series that doesn't need to be explained in the legend. For instance, you might have a "Total" bar that is self-explanatory and clutters the legend. You can easily remove just one entry.

1. First, click the legend to select the whole thing.
2. Then, make a second, single click directly on the text of the legend entry you want to remove. Only that one entry will now have selection handles.
3. Press the Delete key on your keyboard.

The legend entry disappears from the legend, but the data series remain visible on the chart. It's a great way to simplify your chart for your audience.

When to Use a Data Table Instead of a Legend

For some charts, especially those being presented or printed in a report, showing the legend and the data points together can be more effective. A Data Table places a small table directly beneath the chart, pairing the legend keys (colors and symbols) with their corresponding data values.

1. Select your chart and click the green + icon.
2. Check the box for Data Table.
3. Click the arrow next to it to choose whether to show the table "With Legend Keys" or "No Legend Keys."

This option can make your chart incredibly info-dense, but it can also become busy on charts with many categories, so use your best judgment.

Final Thoughts

Clicking the chart legend in Excel is just the starting point. It opens up a host of formatting and customization options that allow you to transform a basic visualization into a clear, professional, and compelling piece of your data story. Mastering how to move, format, and even remove parts of your legend gives you greater control over how your audience interprets your data.

While fine-tuning charts in Excel provides a lot of direct control, this manual process of exporting data and customizing elements is also what can turn reporting into a weekly time-sink. At Graphed, we’ve automated this entire flow. Instead of messing with formatting panes, you can connect your data sources (like Google Analytics, Shopify, or Salesforce) and use plain English to generate insights. Just ask, "Create a dashboard showing a line chart of Shopify revenue vs. Facebook Ads spend for the last quarter," and we instantly build a live, interactive dashboard for you, no tweaking required. This allows you to focus less on chart formatting and more on the big-picture insights that move your business forward.