Charts in Microsoft Word 2016: A Clear, Practical Guide

Charts turn numbers into pictures. They make data easier to read. Word 2016 includes chart tools that are easy to use. This guide walks you through each step. It shows how to insert charts. It explains how to edit data. It covers customizing, switching types, and polishing your chart for reports.

Why Use Charts in Word?

Charts help you share insights fast. A chart highlights trends. It shows comparisons at a glance. You do not need Excel for simple charts. Word links to a small Excel sheet when you create a chart. That keeps your workflow smooth.

• Make reports more visual.
• Show trends and comparisons fast.
• Save time by editing numbers directly.
• Use built-in styles for a polished look.

Quick Overview: Chart Types and When to Use Them

Choose the right chart for your data. That makes your message clear.

• Column charts: Good for comparing categories. Use columns to show values side by side.
• Bar charts: Same idea as columns. They use horizontal bars. They work well for long labels.
• Line charts: Best for trends over time. Points connect to show direction.
• Pie charts: Show parts of a whole. Use when categories add up to 100%.
• Area charts: Like line charts but with shaded areas. They emphasize volume.
• Surface charts: For complex, multi-series data in 3D. Use only when needed.

How to Insert a Chart in Word 2016

Follow these simple steps to add a chart.

1. Place your cursor where the chart should appear.
2. Open the Insert tab on the ribbon.
3. Click Chart in the Illustrations group.
4. A dialog opens with chart types on the left.
5. Pick a chart type and then a subtype on the right.
6. Click OK.

Word inserts a default chart. A small Excel-like window opens. It contains placeholder data. Replace that data with your own. The chart updates automatically as you type.

Entering and Editing Chart Data

The data sheet looks like a mini Excel. Work in it the same way.

• Click any cell and type your values.
• Use tabs or arrow keys to move between cells.
• Add or remove rows and columns as needed.
• Close the sheet when you are done.

To open the data sheet later, right-click the chart. Then pick Edit Data. You can also choose Edit Data in Excel to open a full Excel window.

Key Parts of a Chart

Charts have several parts. These help readers understand the data.

1. Title: Explains what the chart shows.
2. Data labels (Data Series): Show the exact numbers on the chart.
3. Vertical Axis: The vertical axis (Y) (also known as the y axis) is the vertical part of the chart. Here, the vertical axis measures the value of the columns.
4. Horizontal Axis: The horizontal axis (also known as the x axis) is the horizontal part of the chart. Here, the horizontal axis identifies the categories in the chart.
5. Legend: Shows which color stands for which series.
6. Gridlines: Help read values from the axis.

Editing and Customizing Charts

After inserting a chart, two tabs appear: Design and Format. Use them to refine your chart.

Change Chart Type

1. Select the chart. The Design tab appears.
2. Click Change Chart Type.
3. Pick a new type and click OK.

Switching types can reveal patterns better. Try a line chart for trends. Try a column chart for comparisons.

Change Layout and Style

Use Quick Layout on the Design tab to move title, legend, and labels. Use Chart Styles to apply built-in looks. These change colors and fill quickly.

Switch Row/Column

Sometimes your data plots in the wrong direction. Use Switch Row/Column to flip the grouping. This swaps series and categories. It keeps the same values. It can make the chart easier to read.

Add or Remove Elements

• Click the chart. Then click the green plus icon that appears next to it.
• Check elements like Chart Title, Data Labels, Axis Titles, or Gridlines.
• Uncheck what you do not need.

Practical Styling Tips

• Keep colors simple. Use 2–3 colors max for clarity.
• Use readable fonts. Avoid tiny text in labels.
• Show data labels where it helps the reader.
• Remove unnecessary gridlines to reduce clutter.
• Use contrasting colors for different series.

Working with Multiple Series

Many charts show more than one series. A series is a related set of data points. Legends and colors tell them apart.

If values differ widely, use a secondary axis. This shows one series on the left and another on the right. It helps when one series has much larger numbers.

Common Edits and Shortcuts

• Edit numbers: Right-click the chart → Edit Data.
• Reposition legend: Select legend and drag it.
• Format an element: Right-click the element → Format option.
• Copy chart: Copy and paste into other documents or PowerPoint.

When to Use Word vs Excel for Charts

Word is fine for simple charts used in documents. Use Excel for heavy data analysis. Excel gives more charting power. It also offers advanced calculations and larger datasets. Paste linked charts from Excel when your data changes often.

FAQs: Charts in Word 2016

How do I update chart data after inserting it?

Right-click the chart and choose Edit Data. The small spreadsheet will reopen. Change values and close the sheet. The chart updates automatically.

Can I change a column chart to a line chart?

Yes. Select the chart, go to Design > Change Chart Type, pick the line chart, and click OK.

How do I add data labels to my chart?

Click the chart, click the green plus icon, check Data Labels. Or use Add Chart Element on the Design tab.

Can I use Excel formulas for chart data?

Yes. If you open the data in Excel, you can use formulas. Word will reflect the results. For complex formulas, use Excel and link the chart to the file.

How do I export the chart to PowerPoint?

Copy the chart in Word. Paste into PowerPoint. Choose whether to keep source formatting or link to Excel for live updates.

Conclusion

Charts help you tell a story with data. Word 2016 makes charting easy. The insert process is quick. Editing data is simple. Styling options help you make clean visuals. Use the right chart type for your message. Keep designs clear. With practice, your charts will boost the clarity of any report.