If your chart data values are not so much different from each other, the chart created using this data will not help your audience to
differentiate the series representing those values. Our sample data, shown in Figure 1 below explores how people of different age
brackets choose their favorite colors. If you look closely at the data, you will realize that all values span between 285 and 365. So, it makes no
sense to even discuss any value lower than 250 or above 370 for this data set.
Figure 1: What's your favorite color?
Tip: To quickly see the data for any chart, right-click the chart, and from the contextual menu, select the
Edit Data option.
Yet, when you create sample column and bar charts from this data using PowerPoint's defaults, you'll end up with charts akin to what you see in
Figure 2, below. The chart on the top shows columns that are very similar in their heights -- there really is no contrast highlighting
the findings of our data. It's the same story with the bar chart below where the bars look almost similar in length.
Figure 2: A Column chart and a Bar chart with columns and bars that are very similar
The reason for lower contrast between values in these charts is that the Minimum and the Maximum values set for
the Value Axis are calculated from a minimum value of zero -- this actually makes the differences in the column height or bar widths so much less
pronounced -- and thus makes the chart much less effective as a visual medium.
Note: The
Value Axis is the Vertical axis on the left of a typical Column chart, or the Horizontal axis at the
bottom for a Bar chart (see
Figure 2, above). Learn more about
Chart Axes.
Fortunately, you can easily choose your own Maximum and Minimum values.
The Ethics of Distortion
Yes, we did show you how you can change the Minimum and Maximum values on the Value Axis -- this makes the difference
between the various columns more pronounced. But chart purists differ -- and in many ways they are right because although your comparisons are
pronounced, they are also not the truth -- at least not the whole truth. Many people in your audience may not see that your values do not begin from
zero -- and some charts created this way may forego the values within the axis altogether. So what should you do? The answer is to strike a balance -- if
you do alter the values to no longer start at zero, make that very apparent to your audience. Make sure you add a note to that effect on your slide,
and even draw the attention of your audience to this fact.
In the following steps, we are using our column chart in
PowerPoint 2013 as an example -- but the same techniques will work for bar charts too. Follow
these steps to learn more:
- First of all, take a look at your chart data and note down the Minimum and Maximum values -- our chart data that
you saw in Figure 1 earlier on this page has a minimum value of 285, and a maximum value of 365. Now decide the Minimum and Maximum
values to be assigned for your Vertical axis. Considering our sample chart data, we decided to set our Minimum value to be 250 (less
than 285) and the Maximum value to be 370 (more than 365).
- Now, select the Value Axis of the chart -- carefully right-click to access the contextual menu as shown in
Figure 3. Within this contextual menu, chose the Format Axis option (refer to Figure 3 again). If
you do not get the Format Axis option in the contextual menu, you may have right-clicked on another chart element -- make sure you
then deselect anything in the chart, and then right-click on the Value Axis.
Figure 3: Format Axis option selected for the Value Axis
- This opens the Format Axis Task Pane
, as shown in Figure 4. Make sure that the Axis Options button is selected as shown highlighted in
blue within Figure 4.
Figure 4: Format Axis Task Pane
With the Axis Options button selected within the Format Axis Task Pane, locate the Minimum and
Maximum options (highlighted in red within Figure 4, above). As you can see, the
Minimum and Maximum options are set to Auto by default, which is indicated by the text
Auto.
- Click within the box provided with the Minimum option, and then type a new Minimum value, as shown in Figure 5
(highlighted in red). For our sample chart, the Minimum value was changed to 250. This may change the
Maximum value since it is still set to Auto option, as shown in Figure 5. The
Reset button that shows up next to the Minimum option can be clicked upon if you want to get back the automatic
value.
Figure 5: Minimum Vertical axis value changed
- Similarly, click within the box provided with the Maximum option, and then type a new Maximum value, as shown in
Figure 6 (highlighted in red). For our chart example, the Maximum value was changed to 370. The
Reset button that shows up next to the Maximum option can be clicked upon if you want to get back the automatic
value.
Figure 6: Maximum Vertical axis value changed
- Now you can see that the Maximum and Minimum values on the Vertical axis have changed to the
new values. If you compare the charts in Figure 7 with the charts in Figure 2 shown earlier on this page, you
will find that the charts within Figure 7 provide a more pronounced contrast for the data.
Figure 7: Charts with changed Maximum and Minimum values on Vertical axis
- Save your presentation often.
See Also:
Set Minimum and Maximum Values on Value Axis in PowerPoint
2011 for Mac
Set Minimum and Maximum Values on Value Axis in PowerPoint 2010
for Windows
