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Edit Chart Data in PowerPoint 2011 for Mac

Learn how to edit chart data in PowerPoint 2011 for Mac.


Product/Version: Microsoft PowerPoint 2011
OS: Mac OS X

When you insert a chart in PowerPoint 2011, you might notice that Excel pops up with some dummy data for your chart -- you then change the data within the Excel sheet to auto-update the chart within PowerPoint. However, this Excel instance that stores your data has no separate existence -- there's no separate Excel sheet that contains your data. In fact, this Excel sheet is stored within your PowerPoint presentation itself.

Note: In PowerPoint 2011, to create or edit a chart you must have Excel 2011 also installed on your system.

Now, what do you do when you want to edit the underlying data after a week, a month, or even a year after you created that chart? Simple -- you just summon Excel again following these steps:

  1. Select the chart on your slide -- for this tutorial we have used (and selected) a Column chart (see Figure 1).

    Chart selected on the slide
    Figure 1: Chart selected on the slide

  2. With the chart still selected, select the Charts tab of the Ribbon and click the Edit button (highlighted in red within Figure 2).

    Edit button
    Figure 2: Edit button

    Alternatively, right-click (or Ctrl+click) the selected chart, and then choose the Edit Data option to open the Excel sheet.

  3. Either of these options will open the Excel sheet containing the chart data, as shown in Figure 3.

    Excel sheet containing chart data
    Figure 3: Excel sheet containing chart data

  4. Here, you can change the Category and Series names and also change the values they represent. To do that, select the particular cell in the Excel sheet, and enter the new value (or name) as required. Figure 4 shows all values of the sample chart changed except the names -- compare Figures 3 and 4.

    Chart data changed
    Figure 4: Chart data changed

  5. When you are done editing names and values within the Excel sheet, go ahead and close Excel -- the changes will automatically reflect within the chart on your PowerPoint slide.

  6. Save your presentation.

See Also: Edit Chart Data in PowerPoint 2013 for Windows


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