◆ Microsoft PowerPoint

When you need to chart

Turn data into a chart. These are the workflows people run in PowerPoint to chart, the busiest ones first — each with a prompt in four ways.

21workflows
114real tasks

The workflows

21 in all · busiest first
chartData VisualizationCreate a slide that highlights the single cost overrun number we need to fix this month: place…46 tasks → chartChart CreationConvert the technical risk assessment into a single chart senior management will read: produce…10 tasks → chartProcess DocumentationBuild a process diagram on one slide that explains how a document moved from private papers to…10 tasks → chartTimeline VisualizationBuild a timeline slide showing permit milestones, expected submission dates, and inspection…8 tasks → chartTimeline PlanningCreate a one-slide timeline of the initiative’s milestones with dates and owners so other…6 tasks → chartDiagram CreationConvert survey contour lines and elevations into a simple diagram that shows high and low…4 tasks → chartBuild Ecological ComparisonBuild a clear table that compares mitigation alternatives and their likely ecological tradeoffs…2 tasks → chartChart ReviewReview each slide chart and confirm the chart type and labels accurately represent the numbers;…2 tasks → chartCreate Comparison TablePrepare a table slide that compares vendor features and compliance attributes to help decide…2 tasks → chartData LoggingTurn lab logbook entries into a timeline slide showing maintenance and calibrations: create a…2 tasks → chartData ModelingTurn staffing model numbers into a slide with a scenario chart predicting headcount and budget…2 tasks → chartEvidence PresentationCreate a single chart slide that shows research findings about the artifact's origin—percent…2 tasks → chartFinancial PlanningCreate a timeline that explains the multi-year financial plan so the board sees when large cash…2 tasks → chartFinancial PrioritizationAssemble a one-slide visual of invoices due this week showing invoice number, vendor, due date,…2 tasks → chartLegal WorkflowTurn the case chronology bullets into a process diagram for the paralegal team: show sequence…2 tasks → chartMapping and SpatialProduce a single‑slide map diagram that shows where monitoring plots are so technicians set up…2 tasks → chartPresentation CreationCreate a sponsor pitch slide that highlights audience numbers and one memorable graphic showing…2 tasks → chartProcess IllustrationConvert the file-index rules into an illustrated process: build a process diagram slide that…2 tasks →

Questions people actually ask

with the jobs and tasks they touch

To turn your data table into a chart, use PowerPoint’s built-in chart tool. It lets you select your data and instantly converts it into a visual chart, such as a bar, line, or pie chart.

  1. Select the slide where you want the chart.
  2. Go to the 'Insert' tab and choose 'Chart'.
  3. Pick a chart type (like Column or Pie) in the window.
  4. Enter or paste your data into the Excel sheet that opens.
  5. Click 'X' to close the sheet when finished.
see alsoSlides →

Bar charts are best for comparing different categories side by side. Line charts are better for showing trends over time. Choose the chart type that matches your data and message.

Chart TypeBest ForLooks Like
Bar ChartComparing categoriesHorizontal or vertical bars
Line ChartShowing trends over timeLines connecting points
Pie ChartShowing parts of a wholeCircle split into slices

When you change the data used in a chart, you need to update the chart so it matches. PowerPoint links your chart to a data sheet, so updating is quick and easy.

  1. Click on your chart to select it.
  2. Click 'Chart Design' tab at the top.
  3. Choose 'Edit Data'.
  4. Update your data in the Excel sheet.
  5. Close the Excel window — your chart updates automatically.
see alsoSlides →

PowerPoint offers many chart types, including bar, line, pie, column, area, scatter, and more. Each type is good for different kinds of data and presentations. Use the right chart to show your information clearly.

  • Bar/Column charts
  • Line charts
  • Pie/doughnut charts
  • Area charts
  • Scatter (XY) charts
  • Bubble charts
  • Radar charts
  • Combo charts

If you want to use a different chart to show your data, PowerPoint lets you switch chart types easily. This is helpful if you want a new look or a better way to show your numbers.

  1. Click on your chart to select it.
  2. Go to the 'Chart Design' tab.
  3. Click 'Change Chart Type'.
  4. Choose the new chart type (like Pie).
  5. Click 'OK' to switch.

A Finance Manager often uses charts to make financial data clear and easy to understand during meetings. Charts help show trends, compare results, and explain budgets to others who may not be familiar with the raw numbers.

see alsoFinance Manager →Present →

Timeline charts are great for showing steps over time. PowerPoint can build these with SmartArt or by using a bar chart format, so you can show milestones and deadlines easily.

  1. Go to 'Insert' and select 'SmartArt'.
  2. Choose 'Process' and pick a timeline style.
  3. Enter each step or milestone into the boxes.
  4. Customize colors and layout as needed.
  5. Add dates or notes for clarity.

For showing steps in a process, flowcharts and process-oriented diagrams work best. PowerPoint’s SmartArt offers several options for this, better than classic charts like bar or pie charts.

Chart TypeProcess Flow?Easy to Read?
FlowchartYesYes
Bar ChartNoYes
Pie ChartNoSometimes
SmartArt ProcessYesYes
see alsoDesign →

If you present data that changes, you can link your chart to an Excel file or easily edit the chart data. This way, every time you update your numbers, the chart in your presentation stays current.

see alsoSlides →

Yes, you can copy charts directly from Excel to PowerPoint. You can either paste it as a picture or link it to the original Excel file. Linking keeps the chart updated when your Excel data changes.

  1. Open your chart in Excel.
  2. Right-click the chart and select 'Copy'.
  3. Go to your PowerPoint slide.
  4. Right-click where you want it and choose 'Paste' or 'Paste Special' to link.
  5. Resize or move as needed.
see alsoSlides →

Use clear labels, simple colors, and avoid clutter. Make sure your chart’s fonts are large enough and the colors have good contrast. Adding data labels or legends also helps people understand quickly.

  1. Click your chart to select it.
  2. Go to the 'Chart Design' and 'Format' tabs.
  3. Add or edit axis labels and legends.
  4. Choose readable fonts and simple colors.
  5. Remove any extra gridlines or clutter.
see alsoDesign →

PowerPoint makes charts for presentations, so tools focus on looks and easy editing. Excel is better for making charts from large data sets and deep analysis. Use PowerPoint for simple, clear visuals and Excel for heavy calculations.

SoftwareBest UseData Handling
PowerPointPresentationsSmall/medium data
ExcelAnalysis, calculationsLarge/complex data

A Campaign Manager often shows progress towards targets, budget use, and key results using charts. These visuals help the team and stakeholders quickly see what’s working and where to focus next.

see alsoCampaign Manager →Present →

Yes, PowerPoint’s Designer tool can suggest ways to make your chart look better. It may offer improved layouts, colors, and styles so your chart is more attractive and easy to understand.

see alsoDesign →

Urban Planners use mapping and spatial charts to show locations, plans, and relationships on a map. These visuals help explain development, zoning, or transportation ideas clearly during public meetings or with decision-makers.

see alsoMapping and Spatial →Urban Planner →Present →