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ExcelIntermediate~30 min practiceLesson 22 of 34

Choose a chart that answers one question

Choose a simple chart, label the units and keep its scale honest.

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In this lesson

Build column and line charts from the same observations and write a finding supported by the data.

Example

Four months of office energy use

Enter January 420, February 390, March 450 and April 410 kilowatt-hours. A facilities manager wants to compare months and see their order over time. Try two chart types and decide which makes the question clearer.

How it works

Columns make category comparisons easy; a line emphasizes change over an ordered sequence. Choose the chart for the question rather than for decoration.

The axis and units affect the meaning. A column chart with a cropped baseline can exaggerate a small difference, and an unlabeled number leaves readers guessing what was measured.

Steps

  1. Enter Month and Energy_kWh in A1:B1, followed by the four observations in rows 2–5. Check total 1670 against the source values.

  2. Select A1:B5 and choose Insert > Column Chart > Clustered Column or its equivalent. Check that the header labels the series and that no total is included as a month.

  3. Change the title to Office energy use, January to April. Add an axis title or nearby label with the unit kWh.

  4. Set the vertical minimum to zero for this column comparison. Use the same scale for a comparable office chart and leave out three-dimensional effects.

  5. Create a separate line chart from the same range. Keep January through April in order. Describe the observed change without assigning a cause to four data points.

  6. Add concise alternative text where supported and keep the source table beside or below the chart. Check the labels at the size the reader will actually see.

Try it yourself

  1. Add May 430, extend the chart source and check whether a table source or manual range includes the new observation. Update the title to cover January through May.
  2. Write a two-sentence finding stating the highest and lowest months and the absolute difference. Include the unit and avoid attributing the change to a cause not supplied by the data.
Show expected result
  • In the original data, March is highest at 450 kWh and February lowest at 390 kWh, a difference of 60 kWh.
  • After adding May 430, the five-month total is 2100 kWh. The highest and lowest original months remain March and February.

If something goes wrong

May is missing from the chart.
Check the series range or table boundary. Include the new row and compare the plotted May value with the source.
The 390-to-450 change looks unusually dramatic.
Inspect the axis minimum. Use a zero baseline for this column chart and state the actual difference of 60 kWh in the finding.

Quick check

Try these questions after the exercise. Check the result in your app before marking the lesson complete.

1. What is the original highest-minus-lowest difference?
2. Which chart naturally emphasizes ordered monthly change?
3. What is the five-month total after adding May?

Choose an answer for all 3 questions to check your understanding.

Optional: try it with Copilot

If you have Copilot, try this after the exercise. Keep the original file and compare its suggestions with your own result.

Review this energy chart for units, axis scale and readable labels. Write a factual finding from the four observations without guessing a cause.

More from Microsoft

These Microsoft guides cover the tools used in this lesson.

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