Charts offer a concise and visually appealing way to present numeric information. This tutorial explains the basics of creating and customizing charts in Microsoft Word. We’ll cover five topics:
- How to insert a chart
- How to update existing data in a chart
- How to resize a chart
- How to reposition a chart
- How to change chart colors
These steps apply to all seventeen of Word’s prebuilt chart types:
Column | Area | Surface | Histogram | Combo |
Line | X Y (Scatter) | Radar | Box & Whisker | |
Pie | Map | Treemap | Waterfall | |
Bar | Stock | Sunburst | Funnel |
Important Note: Word provides many ways to customize charts—many more than can reasonably be covered in one tutorial. So, this tutorial presents the basic methods I believe will be most useful for the majority of users.
Before we begin…
What about Figures and Graphs?
In the writing world, charts and graphs fall under the umbrella term figures, which also includes photos, drawings, maps, and musical scores.
Graphs are generally considered a type of chart. Therefore, the term chart is used throughout this tutorial. However, all the steps shown here also apply to visuals typically considered to be graphs, such as line graphs.
This tutorial is also available as a YouTube video showing all the steps in real time.
Watch more than 150 other writing-related software tutorials on my YouTube channel.
The images below are from Word for Microsoft 365. The steps are the same in Word 2021, Word 2019, Word 2016, and Word 2013. However, your interface may look slightly different in those older versions of the software.
How to Insert a Chart
- Place your cursor where you want to insert the chart.
- Select the Insert tab in the ribbon.
- Select the Chart button in the Illustrations group.
- Select a chart type from the left side of the Insert Chart dialog box.
Pro Tip: Hover your pointer over the example image in the center of the Insert Chart dialog box to see a larger example of the chosen chart type.
- Select a subtype of the selected chart.
The available subtypes will depend on the selected chart. Common charts such as pie charts and bar charts offer attractive 3-D options.
- Select the OK button to close the Insert Chart dialog box and insert the chart.
- Enter labels and numbers into the spreadsheet by typing over the example data. Add additional labels and numbers or delete the example data as necessary.
- Select the X to close the spreadsheet.
- (Optional Step) Select the Chart Elements button to the right of the chart if you want to add or remove the title, data labels, or the legend. (Click inside the border to select the chart if the right-side buttons are not visible.)
How to Update Existing Data in a Chart
- Right-click the chart.
- Select Edit Data from the shortcut menu.
Pro Tip: Select the arrow next to Edit Data and select Edit Data in Excel if you want to update your chart in Excel rather than Word’s spreadsheet.
- Edit your data in the spreadsheet (see figure 6).
- Select the X to close the spreadsheet and apply your changes (see figure 7).
How to Resize a Chart
Charts can be resized by dragging the border or by using exact dimensions (e.g., 3” x 4”).
Basic Method: Resize a Chart by Dragging the Border
- Click inside the border to reveal the resizing handles.
- Click and hold one of the handles as you drag the chart to the appropriate size.
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- The corner handles provide movement in all directions.
- The side handles provide horizontal movement.
- The top and bottom handles provide vertical movement.
Advanced Method: Resize a Chart to Exact Dimensions
- Click inside the border to select the chart.
- Select the Layout Options button to the right of the chart.
- Select See more from the Layout Options menu.
- Select the Size tab in the Layout dialog box.
- (Optional Step) Select Lock aspect ratio if you want to maintain the current shape.
- Enter the dimensions in the Height and Width boxes. If you selected Lock aspect ratio, you only have to enter one of these numbers.
- Select the OK button to close the Layout dialog box and apply your new dimensions.
How to Reposition a Chart
You can customize your chart’s placement on the page by changing its alignment and text wrapping. Text wrapping determines how charts and other figures are positioned in relation to the surrounding text.
- Select the Home tab in the ribbon.
- Click inside the border to select the chart.
- Select the Align Left, Center, or Align Right button in the Paragraph group.
- (Optional Step) Select the Layout Options button to the right of the chart for text wrapping options.
Your position changes will be applied immediately.
How to Change Chart Colors
You can choose a prebuilt color palette for your whole chart or select custom colors for individual elements.
See the bonus section below for information about using RGB, HSL, and Hex color codes.
Basic Method: Choose a Prebuilt Color Palette
- Click inside the border to select the chart.
- Select the Chart Styles button to the right of the chart.
- Select the Color tab in the shortcut menu.
- Select a color palette.
Your new color palette will be applied immediately.
Advanced Method: Choose Custom Colors
- Select and then right-click the individual chart element you want to change.
- Select the Fill button in the shortcut menu.
- Select a color from the drop-down menu or choose More Fill Colors for additional options.
Your new color will be applied immediately.
Bonus Section: How to Use RGB, HSL, and Hex Color Codes in a Chart
Word lets you use RGB (Red, Green, Blue) and HSL (Hue, Saturation, Lightness) color codes in your charts. In addition, you can use Hex color codes if you are using an updated version of Word for Microsoft 365 (formerly Office 365).
- Select and then right-click the individual chart element you want to change.
- Select the Fill button in the shortcut menu (see figure 23).
- Select More Fill Colors from the drop-down menu.
- Select the Custom tab in the Colors dialog box.
- Select RGB or HSL from the Color model menu or enter a code in the Hex box.
- Enter your RGB or HSL code into the appropriate boxes. (Skip this step if you are using a Hex code.)
- Select the OK button to close the Colors dialog box and apply your color change.
Related Resources
Three Ways to Insert Tables in Microsoft Word
How to Save Tables and Figures as Images in Microsoft Word (PC & Mac)
How to Update Table and Figure Numbers in Microsoft Word
How to Change the Style of Table Titles and Figure Captions in Microsoft Word
How to Create and Update a List of Tables or Figures in Microsoft Word
How to Write Figure Captions for Graphs, Charts, Photos, Drawings, and Maps
How to Reference Tables and Figures in Text
Updated November 27, 2022