USING EXCEL FOR GENERATING GRAPHS

Excel is a spreadsheet program that allows you to graph and analyze large volumes of data and information. This
worksheet is designed to help the beginner enter data and generate different graphs. Once the analysis is complete, the
printed results can be used-in scientific reports. This tutorial will work on either a Mac or PC.
LINE GRAPHS
A. Open Microsoft Excel Program
1. A page called workbook 1 will appear on the screen. If there is not a blank workbook in front of you, go to
the File menu, select New, then select Blank Workbook.
B. Entering Data
1. Before you begin, read the lab manual instructions and make sure that you have collected all the data needed
to graph
The worksheet is arranged by columns that have a letter designation, and rows that are numbered. Each box or cell
on the worksheet corresponds to a column/row location. For example, the first box is cell Al. Going down the
column the next box is A2. If you go to the right of cell Al, that cell is referred to as BI and so on. For the
instructions below use the sample data provided as an example.
2.
3.
4.
5.
6.
7.
8.

In cell AI, type your NAME.

In cell A2, type HONORS BIOLOGY AND PERIOD #
In cell A3, type the TITLE of the lab.
Click on cell A5 and type the TITLE of your data set for the X axis.
Begin entering your data in cell A6 and continue down the column until all data have been entered.
Click on cell B5 and type the TITLE of the first data set for the Y axis.
Begin entering your data in cell B6 and continue down the column until all data readings are entered. **If you
have more than one Y-data set, repeat Steps 3 & 4 in the next columns.
9. Check to make sure all data has been entered correctly.
C. Graphing Data
1. Highlight the data you wish to graph by clicking and holding the mouse as you drag down, highlighting all
your data cells, INCLUDING your titles.
2. In the menu bar, click the chart wizard button at the top of the screen.
(It looks like a histogram [chart]
with blue, yellow, and red columns.) The chart wizard screen should appear. (** If you do not have a menu
bar on your screen, go to the View menu, select Toolbars and click on Standard. The chart wizard icon
should be visible now.)
3. Under chart type, select the Line option.
a. Under chart sub-type, select the middle left chart that
has lines with markers displaying each data value.
b. Click Next. You should see your data in a chart
4. If the data looks correct, click Next. If not, cancel, check your
work, correct entries, and start again.
5. Click the box for the Chart title and enter a descriptive title [Ex.
Natural Selection on Moths]. Do NOT press return. (Should you
accidentally hit return, you can go back to the previous step by
clicking Back.) Instead, press tab or click on the box for the
Value x-axis and enter X-value title. Click the Value y-axis box
and enter Y-value title. Once these labels are entered, click
Next.
6. Make sure the choice of having the graph as an object is selected and click Finish.

You can move the graph to a different location on the spreadsheet with a mouse click, hold, and drag. You also can
increase or decrease the size of the graph with a click, hold, and drag of the small black boxes around the frame of the
graph. (See hint B.) Otherwise, print the chart and data from the File menu and Print option. (See hint C.)
MICROSOFT EXCEL HINTS
Hints are provided to give you more information about manipulating data and graphs in excel. They are not required, but
will help generate a more professional looking graph and data set.
Hint A
Adjusting Cell and Row Widths and Heights
If the cell is not wide enough for your title or data entry, widen the column. At the top of the column click, hold,
and drag the line to the right of the A designation for the desired width. Note, this will widen all the rows on the
worksheet in that column.

If wish to heighten a row, perform a similar process on the left numbered side of the worksheet.

An alternative process: highlight the cell or area to be widened or heightened. Go to the Format menu and select
Row... or Column... and numerically adjust the heights or widths.

Hint B
Adjusting How Your Graph Looks
To eliminate the legend box, select the box, and press delete. The box will disappear.

To remove gridlines, right click inside graph, not on any data lines. Go to chart options and select gridlines tab.
Unchecked boxes will not show gridlines, checked boxes will.

The appearance of the x- and y-axis can be altered (i.e., scale, pattern, fonts, etc.) by double clicking the axis and
setting the options desired. Experiment with the options. You can always undo or cancel your last action if you
change your mind.

To add extra text (ex. Figure heading for a published paper), go to the View menu, select Toolbars and click on
Drawing. Click on the text box icon in the drawing menu (box with A and horizontal lines). Click on the
graph where you want to add text. After text box appears, enter text. You may move or stretch the text box, once
text has been entered.

Hint C
Printing
Preview your graph and data before printing. Make sure graph and all data are UNSELECTED. From the File
menu, select Print Preview. This will show you how your information will appear on the sheet. If it is not how
you want it, click Close at the top of the page, which returns you to the original screen. Move the graph with a
click, hold, and drag, adjust the data set, or do anything else that needs changing. When you have it the way you
want it, go to the File menu and Print.