PRDV007: Spreadsheets III: Presenting Data

After creating an Excel chart, you may find it necessary to adjust the scale of the Y-axis. Excel automatically sets the maximum value for the Y-axis based on the data used to create the chart. However, the minimum value is usually set to zero. Depending on the data you are using to create the chart, setting the minimum value to zero can substantially minimize the graphical presentation of a trend. For example, the trend shown in Figure 4 Line Chart Moved and Resized appears to be increasing slightly. However, the S&P 500 increased by over 20% during this period, which is substantial. The presentation of this trend can be improved if the minimum value started at eight hundred. While it is certainly possible for the S&P 500 to fall below eight hundred, it is most likely remote. The following steps explain how to make this adjustment to the Y-axis:

1. Click anywhere on the Y-axis on the 52 Week Trend for the S&P 500 line chart (Stock Trend worksheet).
2. Click the Format tab in the Chart Tools section of the Ribbon.
3. Click the Format Selection button in the Current Selection group of commands (see Figure 5 Format Axis Dialog Box). This opens the Format Axis dialog box.

    

   

   Figure 5 Format Axis Dialog Box

4. Click the Fixed option next to the "Minimum" axis option in the Format Axis dialog box.
5. Click the input box for the "Minimum" axis option and delete the 0. Then type the number 800. As soon as you make this change, the Y-axis on the chart adjusts.
6. Click the Close button at the bottom of the Format Axis dialog box.

Figure 6 Adjusted Y-Axis for the S&P 500 Chart shows the change in the presentation of the trendline. Notice that with the Y-axis starting at 800, the trend for the S&P 500 is more pronounced and reflects the substantial increase over the 52-week period. This adjustment makes it easier for the audience to see the magnitude of the trend.

Figure 6 Adjusted Y-Axis for the S&P 500 Chart