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Adding and editing data labels

From: Excel 2007: Charts in Depth

Video: Adding and editing data labels

In certain charts, for example the stacked column chart that we are viewing here, it might be important to see the actual values of each segment of the columns that we are looking at here. This green they we're seeing for August, now the data is nearby, we could certainly figure this out. But would it be valuable to see the numbers right here? What we are talking about is a feature called data labels. And you might want to add data labels for each point within a line or column or bar or each sector in a pie chart even. You can do this for an entire series.

Adding and editing data labels

In certain charts, for example the stacked column chart that we are viewing here, it might be important to see the actual values of each segment of the columns that we are looking at here. This green they we're seeing for August, now the data is nearby, we could certainly figure this out. But would it be valuable to see the numbers right here? What we are talking about is a feature called data labels. And you might want to add data labels for each point within a line or column or bar or each sector in a pie chart even. You can do this for an entire series.

We could do this for all the green bars. We could do this for all of the bars here, the greens, the reds, and the blues. I think that would be a little crowded here. Or we can do this for selected points here and there. So it all depends upon your needs and whether we are talking about bar, columns. It works on nearly all the different chart types within Excel. So let's try these data labels here and without selecting any particular portion of the columns, let's simply go to the Layout tab in the Ribbon and choose Data Labels. We are not seeing choices that relate to the actual series of data.

We simply see Center, Inside End, and Inside Base. Let's just try one of these, for example, Center. Watch the chart. I think for a lot of us maybe that's too much information, but there's no doubt as to what each color segment means in terms of its value. Let's try a variation on this with Data Labels. Inside End, slight shifting of the data, and Inside Base, shifting the data downward. And let me, with these features in place, change the design of this particular chart here to the Chart Type on the Design tab, left button, Chart Type.

Let's make it a standard clustered column. Double-click. And of course totally unacceptable. Maybe in this example here we'll go back to the Layout tab, choose Data Labels, and choose Center, and I think you can see that's pretty bad too. Now if we had only 6 months of data-- let's quickly change that over on the left-hand side-- this might look a little better. Now obviously if you want to see all your data, this isn't acceptable either. But if we were showing this amount, maybe that would be okay with only 3 months. That's not so bad.

So depending upon how much data and the nature of its display and the different charts, you might want to add these data labels. Now let's remove them, and maybe we want these just on the blue columns. Now whether it's a stacked column or a clustered column it wouldn't make any difference. But if we simply want these on the blue columns, like I'll click one of the blues here, all of them will be selected, the entire domestic series. You can see the highlighting over in the data has been selected. Let's go to Data Labels now, and again we are not seeing any changing in the wording here, but we'll choose Center and just see what happens.

Maybe that's not the best choice here, although it's not bad. How about Outside End. Maybe that's a little bit better. And I think you know what happened if we tried this with the green. We'd see them on top of each green bar. It's going to get bit too crowded. Now even this might be more than you want. Let me go back here and well I'll simply choose None. I could choose Ctrl+Z in this case to undo. Choose None. Maybe you want to have numbers on just certain columns. Now you have to do these one at a time. Maybe the large one here at the end, we'll click this single point.

Now, for the moment every element in this range is selected. So pausing, clicking again-- there we go--we've selected only this point. By the way, when you are doing this too, if you are not sure that you've selected just the one, on the Layout tab, the extreme left choice would say Series Domestic Point. Now watch what happens if I click outside of this and click on a blue bar again. What do we see? The entire series. After a while it becomes real obvious, but use that as verification when you're selecting one column, two columns, or a series.

I want to click one column again, pause, click it again, so only the December column is chosen. Data Labels just for that one possibly, and I'll choose Outside End. And while we are here, would you like that to be a bigger font? Let's click this, and we could do this a couple of different ways but maybe on the Home tab, just jump over there. And in the Font group here maybe we'll make this a bigger font, 12, 14 whatever. And make it bold, or you know, the things you might want to do with it. You can manually move this around, but once again this could seem something like a work project.

But if you are only doing one or two of these occasionally, some of these manual movements might make sense. But there is a lot we can do from the menu, and it certainly is going to make sense at times to add data labels to help explain or to accentuate chart data. There's just a ton of options for doing this.

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This video is part of

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Excel 2007: Charts in Depth

53 video lessons · 9246 viewers

Dennis Taylor
Author

 
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  1. 1m 49s
    1. Welcome
      1m 3s
    2. Using the exercise files
      46s
  2. 22m 7s
    1. Identifying chart elements like plot area, chart area, gridlines, and legends
      5m 3s
    2. Selecting the right chart type
      8m 2s
    3. Understanding chart terminology
      6m 31s
    4. Understanding the Ribbon and the Design, Layout, and Format tabs
      2m 31s
  3. 16m 24s
    1. Selecting data to display as a chart
      6m 17s
    2. Creating charts instantly with shortcuts
      4m 33s
    3. Creating charts with standard menu commands
      2m 24s
    4. Creating presentation-ready charts with just a few adjustments
      3m 10s
  4. 28m 8s
    1. Switching rows and columns for a different view of the data
      3m 9s
    2. Setting a default chart type and creating a template
      3m 47s
    3. Dealing with empty and hidden cells
      4m 18s
    4. Choosing a chart layout
      4m 33s
    5. Choosing a chart style from 48 colorful variations
      3m 34s
    6. Changing the location of a chart
      3m 33s
    7. Moving and resizing a chart
      5m 14s
  5. 11m 25s
    1. Using pictures as chart elements
      3m 55s
    2. Adding shapes and arrows
      3m 37s
    3. Adding floating text and text boxes
      3m 53s
  6. 33m 45s
    1. Adding, editing, and removing chart titles
      3m 15s
    2. Adding horizontal and vertical titles
      3m 56s
    3. Linking titles to content
      2m 32s
    4. Showing numbers of different scales
      4m 38s
    5. Specifying the position of tick marks and axis labels
      2m 41s
    6. Changing the numeric format on labels
      5m 34s
    7. Adding, editing, and removing legends
      3m 19s
    8. Adding and editing data labels
      4m 40s
    9. Showing the source of a chart's data
      3m 10s
  7. 8m 13s
    1. Modifying axis scaling
      3m 50s
    2. Working with gridlines
      4m 23s
  8. 12m 53s
    1. Analyzing existing and future data with trendlines
      4m 2s
    2. Adding drop lines
      3m 14s
    3. Adding high-low lines and up-down bars
      1m 39s
    4. Adding error bars
      3m 58s
  9. 9m 13s
    1. Selecting shape fill and outline
      3m 3s
    2. Adding shape effects
      3m 19s
    3. Applying WordArt styles
      2m 51s
  10. 16m 33s
    1. Formatting lines and borders
      4m 24s
    2. Filling an area with a color gradient
      2m 7s
    3. Specifying line style, color, and weight
      2m 46s
    4. Working with chart text
      3m 40s
    5. Changing the rotation of chart text
      3m 36s
  11. 38m 39s
    1. Using column and bar charts
      7m 24s
    2. Using line charts
      5m 46s
    3. Using pie charts
      8m 37s
    4. Using area, stock, and XY charts
      9m 3s
    5. Using doughnut, bubble, and radar charts
      7m 49s
  12. 10m 55s
    1. Pasting new data into a chart
      2m 58s
    2. Creating charts from multiple data sources
      3m 39s
    3. Adding new data using a table
      4m 18s
  13. 6m 19s
    1. Printing charts
      6m 19s
  14. 19s
    1. Next steps
      19s

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