How to Format a Bar Graph with a Break Excel

Bar graphs are an essential tool in data analysis as they can vividly depict large data sets. However, the graph can be less effective if it includes a value range that differs significantly from other categories of data drawn on the same graph. Inserting a break in a bar graph is useful in such a situation. It can highlight the differences without distorting the scale. Excel includes a feature that makes it possible to format a bar graph with a break, but many users are unaware of how to utilize it. This post will provide a step-by-step guide on how to create a bar graph with a break in Excel.

Step 1: Preparing the Data

The first step is to prepare the data. In Excel, the data for the bar graph should be in two columns. The first column should contain categories, while the second column should show their values. The categories column should be on the left side, and the values should be on the right side of the sheet. Ensure that the data is accurate, and there are no empty rows or columns.

Step 2: Creating the Bar Graph

After preparing your data, it is time to create the bar graph. Follow these steps:

Step 2.1: Selecting the Data

Select the data you want to include in the bar graph, including the categories and values. When you are done, click on Insert on the Ribbon menu, then from the graph section, select ‘Bar Chart’ and choose the type of bar graph you want to create. We recommend using a 2-D Clustered Bar Graph.

Step 2.2: Customizing the Bar Graph

Once the graph is created, we can further customize it by doing the following:

• Removing the legend by right-clicking on it and selecting Delete.
• Modifying the X-axis and Y-axis scale (0-20,000 on Y-axis) to fit the data accordingly.
• Changing the bar colors to enhance its appearance.

Step 3: Inserting the Break Indicator

The next step is to insert the break indicator to the graph to segment it. The break indicator is a diagonal line that shows breaks in the scale. Follow these steps:

Step 3.1: Creating a Helper Column

We will use a helper column to create the break indicator, perform the following:

• Create a helper column adjacent to the existing data column.
• Insert a formula in cell B2 that divides the value in cell A2 by 20,000 if the value is greater than 20,000, otherwise set this cell equal to zero.
• Copy the formula to all the other cells in the helper column.

Step 3.2: Adding Data to the Graph

To add helper column data to the graph, perform the following:

• Select the graph, and from the Design menu tab, select ‘Select Data’.
• From the ‘Select Data Source’ dialog box, select ‘Add’ under ‘Legend Entries (Series)’.
• In the ‘Edit Series’ dialog box, give the series a name, select the category range from the Categories column (A2:A10), and select the values from the ‘Helper Data’ column. Click ‘OK’ to close the dialog box.

Step 3.3: Formatting the Break Indicator

The final step is to format the break indicator. To do this, perform the following:

• Select the helper series in the chart by clicking on one of the bars.
• Go to the ‘Format’ tab in the ‘Selected Data Series’ window and select ‘Shape Fill’ from the drop-down menu.
• Select ‘No Fill’
• Go to the ‘Outline’ dropdown, select ‘Solid Line’ and set the color to ‘Red’.
• Set ‘Dash Type’ to ‘Round Dot’ and ‘Weight’ to 2 pt.

With these steps, you have successfully formatted your bar graph with a break in Excel! Good job!

The Importance of Break Indicators

Break indicators help to segment a graph and highlight the differences in value ranges without distorting our perception of the scale. They prove particularly useful when dealing with data that has a vast difference in magnitudes. By indicating the range breaks, we can make better sense of the data, spot outliers, and get a clearer picture of the trends.

Additional Tips for Formatting Bar Graphs in Excel

Here are a few more tips to keep in mind when using bar graphs to represent data:

• Choose a graph type that can clearly represent the data set you are analyzing. You can choose from a range of options in Excel, including clustered, stacked, and 100% stacked bar graphs.
• Use corresponding color shades to represent each category when working with multiple data sets. This makes it easier to compare the values and make informed decisions.
• Label your axes correctly – the X-axis should show the categories, while the Y-axis should show the values.
• Include meaningful titles and captions to the graph. The title should reflect the data you are displaying on the graph, while the caption explains what the graph represents.
• Use charts and graphs sparingly. They are great visual aids, but you don’t want to end up with a chart overload. The goal is to present the data clearly and concisely – if a table can accomplish this, use a table instead of a graph.

Formatting a bar graph with a break in Excel can be a little tricky, but once you get the hang of it, it is pretty straightforward. We hope this step-by-step guide has been helpful. Keep in mind that while creating effective charts and graphs may take a little extra time, the payoff is well worth it – communicating your data in an accessible, visually appealing way can aid in comprehension and engagement, and enable you to make more informed decisions.

FAQs

Here are some frequently asked questions about formatting bar graphs with a break in Excel:

Can I insert a break in other chart types besides bar graphs?

Yes, you can insert a break in other chart types, but the process is a bit more complicated. For scatter charts and bubble charts, you will need to add an additional series to the graph and then format the series. For line graphs, you will have to use a logarithmic Y-axis scale. The process and steps may vary depending on the version of Excel you are using.

Can I remove the break line after I have created it?

Yes, you can remove the break line indicator by clicking on the line and pressing the delete button. The data represented by the line should also be deleted.

Is there a limit to the number of data points that can be displayed with a break in Excel?

No, there is no limit to the number of data points that can be displayed with a break in Excel. However, it is advisable to limit the number of data points to make the graph more readable and easy to understand. Too many data points can overcrowd the graph and make it difficult to interpret.

How can I customize the look of the break indicator?

You can customize the look of the break indicator by right-clicking the line, going to ‘Format Data Series’, and selecting ‘Line’. From here, you can change the line’s color, weight, style, and transparency to better suit your needs.

Can I revert the chart back to its original state if I make a mistake?

Yes, you can revert the chart back to its original state by pressing CTRL + Z on your keyboard. If you’ve made a significant number of changes, you may need to press CTRL + Z multiple times to undo all the changes.