Sort Excel Bar Graphs: 3 Easy Steps

Creating and formatting bar graphs in Excel is a common task for data visualization. Excel offers a straightforward way to sort bar graphs, making it easy to arrange your data in a meaningful way. In this guide, we will explore three simple steps to sort bar graphs effectively, ensuring your data is presented clearly and accurately.

Step 1: Prepare Your Data

Before sorting your bar graph, it’s crucial to have your data organized in a way that makes sense for your analysis. Here’s how to prepare your data for sorting:

1. Define Your Categories and Values: Ensure your data is structured with clear categories (e.g., product names, regions, or time periods) and corresponding values (e.g., sales figures, counts, or percentages). These categories and values will form the basis of your bar graph.
2. Sort Data Manually: If you have a small dataset or a specific order in mind, you can manually sort your data. Excel provides a Sort feature under the Data tab. Select your data range, click Sort, and choose your sorting criteria. This is ideal for quick adjustments or when you have a clear sorting preference.
3. Clean Up Your Data: Remove any unnecessary rows or columns that might interfere with your sorting process. Excel’s Sort feature will sort only the selected data range, so ensure you’ve defined the correct range to avoid including irrelevant data.

Example: Sorting Sales Data

Let’s consider a sales dataset with columns for Product, Region, and Sales Amount. We want to create a bar graph showing sales performance by product, sorted by region.

Step 2: Create the Bar Graph

With your data prepared, it’s time to create the bar graph. Excel offers various chart types, but for this guide, we’ll focus on creating a simple vertical bar graph.

1. Select Your Data: Highlight the entire dataset, including headers. This ensures Excel understands the structure of your data.
2. Insert a Bar Chart: Go to the Insert tab and select Bar Chart from the Charts group. Choose the type of bar chart you prefer (e.g., clustered, stacked, or 100% stacked). Excel will create a basic bar chart based on your selection.
3. Customize Appearance: You can customize the chart’s appearance by adjusting colors, adding titles, and formatting axis labels. Excel provides various design options under the Chart Design tab.

Chart Customization Tips

• Use Meaningful Titles: Provide clear and descriptive titles for your chart. This helps viewers understand the context of your data.
• Adjust Axis Labels: Ensure axis labels are legible and aligned with your data. You can format axis labels to display categories or values as needed.
• Consider Data Labels: Adding data labels to each bar can provide additional context, especially when presenting to an audience.

Step 3: Sort the Bar Graph

Now that your bar graph is created, you can easily sort it to highlight specific trends or comparisons.

1. Select the Chart: Click on your bar chart to select it. Ensure the entire chart is highlighted, including the plot area and legend.
2. Access the Sorting Options: With the chart selected, go to the Chart Design tab. Under the Data group, you’ll find the Sort button. Clicking this button opens the sorting options.
3. Choose Your Sorting Criteria: Excel provides several sorting options. You can sort by Values (ascending or descending), Categories (custom or standard order), or even by a specific Data Series (e.g., sort by Product names). Select the option that aligns with your analysis goals.

Advanced Sorting Techniques

Excel’s sorting options are versatile. You can sort based on specific criteria, such as sorting by the highest or lowest values, or even sort by a custom order defined by you. This flexibility allows for precise data presentation tailored to your needs.

Example: Sorting by Region

Let’s continue with our sales data example. Suppose we want to sort our bar graph by region to analyze sales performance across different areas.

Select your bar chart and navigate to the Chart Design tab. Click the Sort button and choose Sort by Region from the options. Excel will automatically rearrange the bars based on the region, making it easy to compare sales across different areas.

Best Practices for Sorting

• Consider Your Audience: Think about your audience’s familiarity with the data. Sorting by a well-known category or in a logical order can make your chart more accessible.
• Consistency is Key: Maintain consistency in your sorting order throughout your visualizations. This helps viewers compare data points easily.
• Use Sorting for Storytelling: Sorting can highlight specific insights or trends. Consider how sorting can enhance the narrative of your data.

Conclusion

Sorting bar graphs in Excel is a straightforward process that empowers you to present your data in a meaningful and engaging way. By following these three simple steps, you can quickly organize your bar graphs to convey your analysis effectively. Remember, a well-sorted bar graph can make complex data more digestible and help you communicate your insights with clarity.

FAQ