How to Make a Graph on Spreadsheet

Turning rows and columns of spreadsheet data into a clear graph can instantly reveal trends and insights you’d otherwise miss. In a few clicks, you can transform a confusing table of numbers into a simple story that everyone can understand. This guide will walk you through how to create beautiful, informative graphs in both Google Sheets and Microsoft Excel, step-by-step.

First, Organize Your Data

Before you even think about charts, the single most important step is setting up your data correctly. A messy table will always lead to a messy graph. Give your graph a fighting chance by following a few simple rules for your data table.

Imagine you're tracking your monthly marketing performance. Your table should look something like this:

+---------------+-----------------+---------------+
| Month         | Website Traffic | Leads Generated |
+---------------+-----------------+---------------+
| January       | 10,500          | 210           |
| February      | 12,300          | 250           |
| March         | 15,100          | 315           |
| April         | 14,800          | 290           |
+---------------+-----------------+---------------+

Here’s why this setup works:

• Use clear headers in the first row. The top row should clearly state what each column represents (e.g., "Month," "Website Traffic"). Avoid vague labels.
• Keep data types consistent. Numbers should be in one column, categories or dates in another. Don't mix them.
• No empty rows or columns. Don't leave blank rows or columns in the middle of your dataset, as this can confuse the spreadsheet software when it tries to select your data.

Getting this foundation right makes the rest of the process incredibly smooth.

Choosing the Right Type of Graph for Your Data

The type of graph you choose will determine how well your story is told. Selecting the wrong one can obscure your message or even misrepresent the facts. Here’s a quick rundown of the most common graph types and when to use them.

Bar Charts (or Column Charts)

A bar chart uses vertical or horizontal bars to show comparisons between categories. It's one of the most common and easily understood chart types.

Use it for: Comparing distinct groups or categories.

Example: You want to see which social media platform drove the most traffic to your website last month. A bar chart would easily show the traffic totals for Facebook, Instagram, LinkedIn, and X side-by-side.

Line Charts

A line chart is perfect for showing trends over a period of time. By connecting a series of data points, it makes it easy to spot increases, decreases, and patterns along the way.

Use it for: Tracking data over time.

Example: You want to see how your monthly sales have performed over the last year. A line chart would clearly illustrate your growth trajectory, showing seasonal dips or spikes.

Pie Charts

A pie chart shows how individual parts make up a whole, representing data as slices of a pie. Each slice corresponds to a percentage of the total.

Use it for: Displaying proportions or percentages.

A word of caution: Pie charts are best used with a small number of categories - ideally six or fewer. With too many slices, the chart becomes a cluttered mess that is hard to read.

Example: You want to show the breakdown of your marketing budget by channel (e.g., Google Ads, Facebook Ads, Content Marketing).

Scatter Plots

A scatter plot is used to see if there's a relationship between two different variables. Each data point is plotted on the chart but not connected with a line.

Use it for: Identifying correlations between two sets of numbers.

Example: You want to know if there's a connection between your daily ad spend and the number of conversions. A scatter plot might show that as ad spend increases, conversions tend to increase as well (a positive correlation).

How to Make a Graph in Google Sheets: A Step-by-Step Guide

Google Sheets makes creating charts incredibly user-friendly. Just follow these simple steps.

Step 1: Select Your Data

Click and drag your mouse to highlight the cells you want to include in your graph. Make sure to include your header row so Google Sheets can automatically label your axes.

Step 2: Insert the Chart

With your data selected, navigate to the menu at the top of the screen and click Insert > Chart. Google Sheets will instantly analyze your data and create what it thinks is the best chart for your data. Often, its suggestion is right on the money.

Step 3: Customize Your Graph with the Chart Editor

A "Chart editor" sidebar will appear on the right side of your screen, giving you full control over your graph's appearance. It has two main tabs: Setup and Customize.

• The Setup Tab: This is where you can change the fundamental parts of your chart. You can switch the chart type (e.g., from a bar chart to a line chart), check the data range you selected, and define what data goes on the X-axis and what goes on the Y-axis (the Series).
• The Customize Tab: This is where you can get creative and make your chart look exactly how you want it. This tab gives you dozens of options, including:

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

Excel is the original powerhouse of spreadsheets, and it offers robust tools for creating and customizing graphs. The process is very similar to Google Sheets.

Step 1: Select Your Data Range

Just like in Sheets, click and drag your cursor to highlight all the cells you want to visualize, including the headers.

Step 2: Insert Your Chart

Navigate to the Insert tab on the main ribbon at the top of Excel. You'll see a section called "Charts" filled with small icons for different graph types (bar, line, pie, etc.).

For beginners, Excel's Recommended Charts feature is a great starting point. It analyzes your data and suggests a few chart types that would be a good fit. Otherwise, you can simply click the icon for the chart type you want to create.

Step 3: Customize and Format Your Graph

Once your chart is created, you can fine-tune its appearance. When you click on your new chart, three small icons will appear on the right side. These are your quick-customization tools:

• Chart Elements (the '+' icon): This menu lets you quickly add or remove elements like axis titles, data labels, a legend, gridlines, or even a trendline. Simply check or uncheck the boxes for the elements you want.
• Chart Styles (the paintbrush icon): Here you can browse through a gallery of pre-set visual styles and color palettes to quickly change the look and feel of your chart.
• Chart Filters (the funnel icon): This powerful little tool lets you interactively show or hide specific data points or categories without having to change your original data table. For example, you could uncheck a few months to focus your line chart on a specific quarter.

For even more detailed control, clicking on your chart will also bring up two new tabs in the main ribbon above: Chart Design and Format. These tabs unlock advanced options for changing layouts, colors, and styling individual elements of your chart.

3 Quick Tips for Making Better Graphs

Creating a graph is easy, but creating an effective graph that communicates clearly takes a little more thought.

1. Keep It Simple

The best graphs are often the simplest. Avoid clutter like 3D effects, busy backgrounds, or unnecessary decorations. The goal is to let the data shine through. If an element isn't adding to the viewer's understanding, it's probably better to remove it.

2. Label Everything Clearly

A graph without labels is just a pretty picture. No one should have to guess what your chart is about. Always give your chart a descriptive title and clearly label both axes (including units like $, %, or # of visitors). If you're plotting multiple data series, make sure your legend is easy to find and understand.

3. Tell a Story with Your Visual

Every good graph should answer a question. Before you make it, think: What is the single most important insight I want my audience to take away from this? Design your chart to highlight that insight. This might mean choosing a specific chart type, using color to draw attention to a key data point, or adding a brief caption to explain what the graph shows.

Final Thoughts

Learning how to make a graph in a spreadsheet is a superpower for anyone who works with data. By organizing your data properly, choosing the right chart type, and using the simple customization tools in Google Sheets or Excel, you can transform numbers into a compelling visual story that drives smarter decisions.

The real challenge often isn’t building the graph itself - it's the manual work that comes before it. Exporting CSVs from Google Analytics, Shopify, Facebook Ads, and a half-dozen other platforms just to paste them into a spreadsheet takes hours. At Graphed, we built a tool to fix this. We directly connect to your marketing and sales data sources, allowing you to ask for insights in plain English and instantly generate real-time dashboards. Instead of spending your Monday morning wrangling with chart editors, you can create an entire performance dashboard in seconds and get back to actually acting on your data.