how to present graph in presentation

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Tips and phrases for explaining graphs

Do you have to explain graphs for your work or study?

There are many situations where you might have to explain graphs.  It may be for a business meeting or report.  It may be for a presentation or a research paper.  You also often have to describe or listen to talks about graphs in language tests (eg. IELTS writing task 1). Being able to explain a graph clearly and accurately in English is certainly a useful skill to have.

So, what’s important when explaining graphs?

Below are a few quick tips and phrases that can help listeners and readers understand your graphs.

Clearly introduce graph Be sure to clearly introduce the title or topic at the beginning. Start by using phrases like “This graph shows….” Also, if you’re explaining your graph in a presentation, it’s a good idea to introduce the key labels (eg. axes and units) before talking about the data. Use phrases like “The y axis shows…”, “The x axis shows…”, and “The units here are…”

Keep language simple Remember, the aim is to help people understand your graph, not to make long, complex sentences. Keep your language simple. Try to avoid unnecessarily repeating words. One way to do this is to use pronouns eg. “Weekly expenses increased to $10,000 in January. Then, they remained steady until June.” Another way is to use words like “respectively” eg. “The values for May and June were 350 and 430 respectively .”

Continued below

Mark key points Make sure the listeners are clear about the key points you want to say about your graph. Highlight these points using words like “Importantly…”, “Significantly…”, or “Interestingly….”

Use pointing effectively If you are explaining the graph in a presentation, you will probably show a large picture of the graph on a slide.   Help the listeners by pointing to the relevant parts while talking.  When pointing, use language like “As you can see here”, “Here you can see” or even just “Here.”

Use hedging After talking about the data, you often need to interpret or speculate about what it means.  Your ideas may not always be correct, so it’s a good idea to hedge your language.  Use phrases like “This data suggests …”, “This could mean…”, or “This might be because….”

Download explaining graph worksheets & exercises (free)

Related links:

How can I explain things more clearly?

Phrases to help the audience understand your presentation

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Presentation Guru

The 2 most effective strategies for presenting data and graphs.

Far too many presenters pack their slides with far too much information: text, bullet points, graphs, data markers, data labels, and collections of images. This information-dump encourages the audience to read the slides and spend less time listening to you speak.

Graphs present a particular challenge for many presenters, especially those used to working with detailed data and numbers. In my experience, researchers and analysts tend to put all of their data on the screen, filling up graphs with lines and bars and packing tables full of numbers.

Even what seem to be the simplest graphs can give your audience difficulties discerning patterns or trends. Take this slide, for example. With only four lines, this graph doesn’t have so much information, but the different (ugh, Excel default!) colors and the crisscrossing patterns make it difficult to identify a single trend.

There are (at least) two strategies you can take to make this graph easier for your reader.

Strategy #1: “Layer” the Graph

One strategy I often use is something I call “Layering.” Here, you present each data element sequentially, building up your story one data element at a time and walking your audience through your argument. The Layering technique can be applied to almost any slide object including images, graphs, and text.

In this example, instead of throwing the entire slide on the screen for the audience to decipher at one time, you can build up the graph one series at a time. (In some cases where the graph type may be non-standard or more complex, you may find it valuable to first show just the axes, describe what the graph is going to do, and then sequentially add the data.) Notice how in this case, the final graph has all four series, but you have brought the audience along with you to that final graph.

Strategy #2: Small Multiples

Another strategy is to take the “Small Multiples” approach. With small multiples, you create multiple, small versions of the graph. For presentations, you can also use small multiples with a layering approach, by sequentially adding each additional graph.

In either case, when using these approaches, be sure to make your last graph first and get everything arranged exactly the way you like. Then, when you start deleting the different data series, only the data values will change and not the axes or gridlines.

It’s especially important to lock the minimum and maximum values of the y-axis, because the software may change the axis values once you start deleting different data series.

When it comes to coloring the particular series of interest, the presenter needs to consider what is most important. Perhaps presenting every single line is not as important as focusing on a single data series. In that case, the Layering and Small Multiples approaches may not be entirely necessary and instead a single graph is best. I find that I begin building your graphs in the same color—gray works great—and then purposefully add color to help support the written or spoken word.

In the end, presentations are a fundamentally different form of communication than what you might write down and publish in a journal, report, or blog post. Simply copying and pasting portions of text, tables, and graphs disrupts how the speaker communicates information.

Instead, consider how you can visualize your content, unify what you say and what you show, and focus your audience’s attention where you want it when you want it.

These, and other important lessons about designing, creating, and delivering presentations can be found in my forthcoming book, Better Presentations: A Guide for Scholars, Researchers, and Wonks.

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How to Make a Presentation Graph

Visuals are a core element of effective communication, and regardless of the niche, graphs facilitate understanding data and trends. Data visualization techniques aim to make data engaging, easy to recall and contextualize while posing as a medium to simplify complex concepts .

In this article, we’ll guide you through the process of creating a presentation graph, briefly covering the types of graphs you can use in presentations, and how to customize them for maximum effectiveness. Additionally, you can find references on how to narrate your graphs while delivering a presentation.

Table of Contents

What is a Presentation Graph?

Types of graphs commonly used in presentations, how to select a presentation graph type, design principles for effective presentation graphs, working with presentation graph templates, integrating the graph into your presentation, common mistakes to avoid when making a presentation graph, final words.

A presentation graph is a visual representation of data, crafted in either 2D or 3D format, designed to illustrate relationships among two or more variables. Its primary purpose is to facilitate understanding of complex information, trends, and patterns, making it easier for an audience to grasp insights during a presentation. 

By visually encoding data, presentation graphs help highlight correlations, distributions, and anomalies within the dataset, thereby supporting more informed decision-making and discussion. 

Various types of graphs are commonly used in presentations. Each type serves specific purposes, allowing presenters to choose the most suitable format for conveying their data accurately. Here, we’ll discuss some common examples of presentation graphs.

Check our guide for more information about the differences between charts vs. graphs .

A bar chart is a visual tool that represents data using horizontal bars, where the length of each bar correlates with the data value it represents. This type of chart is used to compare discrete categories or groups, highlighting differences in quantities or frequencies across these categories. 

For more information check our collection of bar chart PowerPoint templates .

Column Graphs

Column graphs are a variation of bar charts. They display data through vertical columns, allowing for comparing values across different categories or over time. Each column’s height indicates the data value, making it straightforward to observe differences and trends.

Line Graphs

Line graphs depict information as a series of data points connected by straight lines. They are primarily used to show trends over time or continuous data, with the x-axis typically representing time intervals and the y-axis representing the measured values. Line graphs highlight the rate of change between the data points, indicating trends and fluctuations.

For more information check our collection of line chart PowerPoint templates .

Circle Graphs

Circle graphs, commonly known as pie charts or donut charts, present the data distribution as fractions of an entity. They provide a quick understanding of the relative sizes of each component within a dataset. Pie charts are particularly effective when the goal is to highlight the contribution of each part to the whole data.

For more information check our collection of circle diagram templates .

Area Graphs

Area graphs are similar to line graphs, but the space below the line is filled in, emphasizing the volume beneath the curve. They represent cumulative totals over time through the use of sequential data points, making it easier to see total values and the relative significance of different parts of the data.

For more information check our collection of area chart PowerPoint templates .

Cone, Cylinder, and Pyramid Graphs

Three-dimensional graphs, such as cones, cylinders, and pyramids, create a dynamic visual impact on presentations. While not as common as the other types, they are used for their ability to add depth and dimension to data representation. These graphs create a visually engaging experience for the audience, although sometimes they sacrifice accuracy for the sake of visuals.

For more information check our collection of pyramid diagram PowerPoint templates .

As a presenter, you must be aware of both the topic’s requirements to discuss and your audience’s needs. Different graphs fulfill distinct purposes, and selecting the right one is critical for effective communication.

Line Graphs for Trends Over Time

A line graph is effective when you want to present trends or changes over a continuous period, like sales performance over months. Each point on the line represents a specific time, offering a clear visual representation of the data’s progression.

Bar Graphs for Comparing Quantities

If your goal is to compare quantities or values across different categories, such as sales figures for various products, a bar graph is suitable. The varying lengths of bars make it easy to compare the magnitudes of different categories.

Pie Charts for Showing Proportions

Use pie charts when you want to illustrate parts of a whole. For example, to represent the percentage distribution of expenses in a budget, a pie chart divides the total into segments, each corresponding to a category.

Follow these guidelines to create your presentation graph for the data you intend to represent. 

How to Make a Presentation Graph in PowerPoint

Start by opening your presentation slide deck. For this tutorial’s purpose, we’ll work with a blank slide.

Switch to the Insert tab and click on Chart . 

A new dialogue window will open, where you have to select the chart type and the specific representation type—i.e., for area charts, you can choose from 2D or 3D area charts and their distribution method.

If you hover over the selected chart, it will zoom in to check the details. Double-click to insert the chosen graph into the slide.

As we can see, a spreadsheet to edit the data is now available. If you accidentally close it, go to Chart Design > Edit Data.

Replace the data in the numbers to reflect the data you need to showcase. The columns’ titles indicate the text the legend shows for each series. Then, we can close the spreadsheet and continue customizing it.

By clicking on the paintbrush, we access the Style options for the graph. We can change the background color, layout style, and more.

If we switch to the Color tab inside of Style , we can modify the color scheme for the presentation graph. And as simple as that is how to make a graph in PowerPoint.

How to Make a Presentation Graph in Google Slides

Now, let’s see how to create a graph in Google Slides. We start once again from a blank slide.

Go to Insert > Chart . Select your desired presentation graph option. In our case, we will work with a Pie Chart.

To change the placeholder data, click on Edit Data .

If you missed the emergent tab, you can go to the three points in the graph, click on them, and select Open Source .

The graph will most likely cover the data spreadsheet, so move it to one side to see the entire data range. In this case, the auto-generated graph is wrong as the sum gives 110%. We’ll correct that now.

And this is how it looks with the corrected data.

Next, we click on the three dots on the chart and select Edit the Chart . This shall open all customization options.

At the Setup tab, we can change the chart style and select from various options. 

The data will refresh in that case and adapt its representation to the new style.

If we switch to the Customize tab (it says Customise, as the selected language is UK English), we can fine-tune our presentation graph starting from the background color.

Activate the 3D checkbox to change to a 3D pie chart (applicable to any graph).

We can find tailored settings for the Pie Chart to convert it to a donut chart, with settings like the donut hole size.

The Pie Slice section helps us change the color scheme for each one of the slices.

We can change the title and axis titles in the Chart and axis titles section.

Finally, the Legend section offers many customization options to alter the legend’s format.

Once the customization process is completed, close the Google Spreadsheets tab, go to your presentation chart, and click Update .

Google Slides will refresh the data for your created presentation graph with the last synced data.

Adhering to certain design principles is imperative for creating graphs and communicating information effectively.

Simplicity and Clarity

A graph should be clean and free from unnecessary details. Clear graphs have visible data points and helpful short texts for better understanding. Even if it looks simple, it can still show important information. To make it easy to understand, avoid adding distortions, shading, weird perspectives, too many colors, unnecessary decorations, or 3D effects [2]. It is also essential to ensure the plotted data points are clear, not hidden or covered.

Use of Color and Contrast

Thoughtful use of color and contrast enhances visual appeal and distinguishes different elements within the graph. Colors can effectively improve the chart presentation in three ways: highlighting specific data, grouping items, and encoding quantitative values. However, do not use fancy or varying colors in the background. We suggest resisting decorating graphs excessively, as it can hinder clear data presentation [4]. Only use different colors when they highlight important differences in the data.

Labeling and Legends

Accurate labeling is crucial to provide context and understanding. While designing graphs, we don’t expect the viewer to guess. Instead, we clearly label titles and axes.  Clear labeling means displaying both axes on your graph, including measurement units if needed. Identify symbols and patterns in a legend or caption [3]. Legends explain symbols and patterns in a graph.

Scale and Proportion

For more clarity, we keep the measurement scales consistent and avoid distortions for accuracy. This ensures the exact difference between all the values. It will present data relationships and prevent misinterpretation due to skewed visual perceptions.

Tips for Customizing Graphs

PowerPoint provides various customization options—Right-click on elements like axes, data points, or legends to format them. You can also change colors, fonts, and styles to match your presentation’s look.

Coloring Your Data

When you want to make different parts of your chart stand out, click on a bar or line. Then, right-click and choose “Format Data Series.” Here, you can pick a color that helps each set of data pop. Do this for each part of your chart to make it visually appealing.

Changing the Chart Background

If you want to change the background color around your chart, right-click on the white space. Choose “Format Chart Area” and change the background color to something that complements your data.

Customizing Line Styles

Change the appearance of your lines for a unique look. Click on a line in your chart, right-click, and select “Format Data Series.” Experiment with different line styles, such as solid, dashed, or dotted.

Fine-tuning Axis Appearance

To make your chart axes look polished, right-click on the X or Y axis and choose “Format Axis.” Adjust properties like line color, tick marks, and label font to suit your design.

Perfecting Legends

Legends can be tweaked for a more integrated look. Right-click on the legend, select “Format Legend,” and adjust options like placement, font size, and background color to enhance the overall appearance.

Creating graphs in PowerPoint or Google Slides from scratch can be time-consuming, and ultimately, it won’t yield the same results as professional-made designs. We invite you to discover some cool designs for presentation graphs PPT templates made by SlideModel.

1. Dashboard Presentation Graph for PowerPoint & Google Slides

Don’t worry about how to make a graph in PowerPoint – let’s us bring the resources in the shape of a cool dashboard layout. Ideal for any kind of e-commerce business, you can track expenses or income, evaluate metrics, and much more.

Use This Template

2. Infographic Donut Chart Presentation Template

Explain concepts in different hierarchy levels, or processes that require a set of sequential steps by implementing this donut chart PPT template. Each segment has a bubble callout to expand further information for the areas required.

3. Presentation Graph Slide Deck PPT Template

All that’s required to create a data-driven presentation is here. Customize donut charts, funnels, histograms, point & figure charts, and more to create professionally-designed presentation slides.

4. PowerPoint Charts Slide Deck

If you’re looking for clean layouts for column graphs, area charts, line graphs and donut charts, this is the template you need in your toolbox. Perfect for marketing, financial and academic reports.

Consider its relevance to the content when incorporating your graph into the presentation. Insert the graph in a slide where it logically fits within the flow of information.

Positioning the Graph Appropriately in the Presentation

Deciding where to put your graph in the presentation is essential. You want it to be where everyone can see it easily and where it makes sense. Usually, you place the graph on a slide that talks about the data or topic related to the graph. This way, people can look at the graph simultaneously when you talk about it. Make sure it is not too small. If needed, you can make it bigger or smaller to fit nicely on the slide. The goal is to position the graph so that it helps your audience understand your information better.

Ensuring Consistency with the Overall Design of the Presentation

Align the graph with the overall design of your presentation to maintain a cohesive visual appeal. You can use consistent colors, fonts, and styles to integrate the graph seamlessly. The graph must complement the theme and tone of your slides. Therefore, you should avoid flashy or distracting elements that may deviate from the established design. The goal is to create a harmonious and professional presentation where the graph blends naturally without causing visual disruptions. However, we recommend you use bar chart templates already available for presentation.

Narrating Your Graph

When explaining your graph during the presentation, start by providing context. Clearly state what the graph illustrates and its significance to the audience. Use simple and direct language, avoiding unnecessary jargon. It is important to walk through the axes, data points, and any trends you want to highlight. Speaking moderately allows the audience to absorb the information without feeling rushed. You can take pause when needed to emphasize crucial points or transitions.

You can learn more about creative techniques to narrate your graph in our data storytelling guide.

Overloading with Information

One common mistake is presenting too much information on a single graph. Avoid filling the graph with excessive data points or unnecessary details.

Misleading Scales or Axes

Scale mistakes, such as uneven intervals or a bar chart with zero baselines, are common graphical mistakes [5]. Misleading scales can distort the interpretation of the graph and lead to incorrect conclusions. Scales should accurately present the data without exaggerating certain aspects.

Inappropriate Graph Types for the Data

Selecting an inappropriate graph type for your data is a mistake to avoid. Choose a graph type that effectively communicates the nature of your data. For instance, a pie chart for time-based trends might not be the most suitable choice. Match the graph type to the data characteristics to convey information accurately.

If you need a quick method to create a presentation graph, check out our  AI presentation maker . A tool in which you add the topic, curate the outline, select a design, and let AI do the work for you.

Working with presentation graphs may feel challenging for a beginner in presentation design software. Still, practice makes the master. Start by clearly stating your objectives in terms of data representation—this will make the presentation graph-type selection process much easier. Customize the graph by working with appropriate color combinations (you can learn more about this in our color theory guide), as this can also help highlight relevant data sections that may influence an informed decision.

Everything depends on your creative skills and how you want to showcase information. As a final piece of advice, we highly recommend working with one graph per slide, unless you opted for a dashboard layout. Ideally, graphs should be seen from a distance, and working with reduced sizes may hinder accurate data representation.

[1] https://uogqueensmcf.com/wp-content/uploads/2020/BA Modules/Medical Laboratory/Medical Laboratory Courses PPT/Year III Sem II/Biostatistics/lecture 1.pdf (Accessed: 06 March 2024).

[2] Five Principles of Good Graphs. https://scc.ms.unimelb.edu.au/resources/data-visualisation-and-exploration/data-visualisation

[3} Guide to fairly good graphs. Statistics LibreTexts. https://stats.libretexts.org/Bookshelves/Applied_Statistics/Biological_Statistics_(McDonald)/07%3A_Miscellany/7.02%3A_Guide_to_Fairly_Good_Graphs

[4] Practical rules for using color in charts. https://nbisweden.github.io/Rcourse/files/rules_for_using_color.pdf

[5] https://iase-web.org/islp/documents/Media/How%20To%20Avoid.pdf [6] Duquia, R.P. et al. (2014) Presenting data in tables and charts , Anais brasileiros de dermatologia . 10.1590/abd1806-4841.20143388

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Top Tips for Using Graphs and Charts in your Presentations

Graphs and charts are a great way to convey complex information.  But it is also easy to deliver information overload. We asked a range of expert presenters for their hints and tips on using graphs and charts in presentations.

Types of Graphs

Although texts carry ideas among individuals, there is no replacement for the pictorial representations that exist right from the days men lived in caves.  In order to standardise the communication, many types of graphs evolved in the man’s quest for quick, easy and precise representation of data. Graphs range from simple lines to complex cosmograms that even animate.

The below infographic will share some interesting information about different graph types:

1.     Less is more

I think one of the big things is to make sure you are using the right kind of chart to display the story you want your data to tell. Also, less is more. Charts are busy enough and any extra axis numbers, tick marks and such should be removed and the gridlines should be subtle colours that don’t overwhelm the image.

2.  Highlight key data points

I am asked to do a lot of creative tinkering with charts, and one of the most requested items is to highlight particular data points on a line chart. An easy and effective way to do this is by assigning a unique graphic to selected data points.

To do this you simply have to insert the graphic (could also be a text box with a relevant symbol character or wingding) somewhere on the slide. Then cut the graphic item to the clipboard. Go into your chart and select the single data point you want to affect (make sure you have the single data point and not the data series selected) and paste the graphic.

Valary Oleinik

Now that data point will carry the unique appearance even as the chart figures change.

I use this in instances such as a stock price timeline where you want to highlight the price at a certain date or you want to highlight where a change occurred in a business and you want a visual marker to make a comparison of the effects prior to and after the change. I could work up a chart sample if you would like.

3.  Simplify your slides

Many graphs can be simplified to make them easier to read.

Take this example.

• Too much clutter, what I call mumblers and what Edward Tufte calls chartjunk. These mumblers are like the dense foliage in a jungle; you need to hack away at them with effort to work your way further into the jungle. Mumblers in this chart include horizontal lines, unnecessarily large numbers on the x- and y-axes, unnecessary detailed text.
• Large gaps between the columns. The rule of thumb is the bars should be TWICE as large as the gap.
• Sideways numbers above the bars, which are unnecessarily hard to read. In fact, you don’t need the y-axis at all if the bar values are included.
• No pictures. Whenever possible, try to convert your graphs into concrete pictures. Adding a pictures of Bush and Obama can replace the legend.

Here is an example of how this slide can be improved.

Bruce Gabrielle

4.  Pie charts are not always easy to understand

Use the correct graph to display data. Pie charts are generally poor because viewers cannot quickly understand relative sizes of pie slices. Horizontal bar charts, sorted from high to low, communicate more clearly and are easier for the reader to scan quickly.

Both have their place, depending on what the audience needs.

Bruce Gabrielle – author, Speaking PowerPoint – www.speakingppt.com

5. Create better-looking graphs in PowerPoint 2010

PowerPoint 2010 creates much better graphs than the standard graphs that you get with PowerPoint 2003. Something we often do here if we are creating a PowerPoint 2003 presentation and the client does NOT need to edit the graphs themselves: we would create much better-looking graphs in PowerPoint 2010 and then copy them into the 2003 presentation as images. We know we are in the very fortunate position of having easy access to all versions of PowerPoint and this might not be possible for everyone.

6. Be careful of embedding sensitive data

But there are more reasons for doing this than just more visually aesthetic graphs. Whatever version of PowerPoint you are using, it’s still a good idea to keep the editable graph separate from your main presentation.

We know of a horror story where a presentation was left behind after an event and the Excel files that linked to the graphs contained some very commercially sensitive information.

7. Convey data in other ways than PowerPoint

Very few people remember the numbers. Convey them in some other meaningful way.

I had a participant on a course recently who was talking about a number of people that had been taken out of poverty in recent years. The number is meaningless, because I wouldn’t remember and cannot comprehend the number of people.

When he paused for a moment and said “That’s the same as the population of America”, it was easily understandable and extremely memorable.

8. Use props to convey data

Use props – check out Hans Rosling at TED on population statistics. He uses boxes and models of cars, planes and flip flops.

Paul Hayden

I once used steel buckets and coins – for the effect of the noise. If you show your market share by tipping in a (proportional number of ) few coins and then show the size of the available market left by tipping in another proportional number, people will not remember the number, but they will remember how long that noise lasted and how much share is up for grabs.

9. Only present key information

Think of what it means to the audience, perhaps just some of the data is enough (e.g. top 3 or 5 instead of the whole chart)

10. Concentrate on trends and changes

Concentrate on trends and changes rather than numbers and data.

11. 3D graphs are hard to read

Avoid 3-d graphs as much as possible, they are hard to read.

12. Animate your graphs

Try to animate the data instead of showing everything at once (overwhelming). By animating I don’t mean the custom animation on the software, but show the data gradually, one bar at a time for comparisons, one year at a time on a line chart, one piece of the pie on pie charts.

It will be like storytelling your data and the audience will be able to keep up.

Dr.Ahmad Al-Ani

13.  Take a look at data visualisation

Yolanthe Smit

I find graphs and charts usually rather boring unless they are on paper or a webpage so I can study them at my leisure.

We recently devoted an entire TEDxTheHague Salon to data visualisation and watched these great presentations:

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• Presentations

How to Present Data & Numbers in Presentations (Like a Pro)

Data is more important than ever. But do you know how to present data? Your audience needs information in a way that's easy-to-follow. With charts and graphs, data comes to life.

In this tutorial, you'll learn how to present data. The intuitive presentation of data and information is essential so that your point comes across. With our tips, we'll help you take flat data tables and convert them to useful and explanatory charts.

Why Present Data and Numbers With Charts?

Often, you’ll find yourself presenting data in PowerPoint. It’s a useful tool to illustrate data and bring numbers to life. But if you go about it the wrong way, you’ll distract and confuse your audience. Remember, the goal of sharing data is to deliver insights.

When you think of how to present data, you've got several options. Words alone should be an automatic no-no. Clustering numerical data in text paragraphs will confuse an audience. Similarly, tables don’t go far enough.

Consider the example below. While this approach may work for a simple dataset, it’s hard to capture value insights at a glance. Keep in mind, you want a viewer to quickly grasp the fundamental meaning of the data instantly.

That’s why your best option is to present data and numbers with charts. These are two related ways to present data that take a truly visual approach. Charts and graphs are forms of infographics. An infographic is a visual illustration meant to show ideas. They look great, they're easy to read, and they work.

Recent research vividly shows their effectiveness. Infographics are read at a rate of 30:1 over text articles. Pair this with the fact that visual information represents 90% of what transmits to a reader’s brain . Clearly, these are tools to keep in your wheelhouse.

As you can see below, the table data above transforms from a complex table to a clear and concise visual. It’s the identical range of data! The magic happens in the display of it. Charts are the key to success in the presentation of data and information.

How to Present Data and Numbers in Presentations

We’ve learned that the best way to present data is with charts. Now that you’re armed with this knowledge, you've got many options to choose from.

Premium PowerPoint data presentation templates are your best friend. These take the hard work out of building and sharing data charts. They teach you how to present data in presentations with pre-built options. All you need is your dataset!

For our walkthrough tutorial, we’ll use the Chart Presentation template from Envato Elements. It’s a premium option with 24 custom slide designs inside. Each is easy to customize to meet your data presentation needs.

With the template downloaded and opened in PowerPoint, let’s get to work learning how to present data. Follow the principles below, and you’ll be ready to get started!

1. Assess Your Data

Charts come in all shapes and sizes. There are pie charts, column charts, line charts, and many more. All have many uses, but each is targeted towards different types of data. First, you’ll want to assess the data that you have, and how it would best be presented visually. Let’s work with a sample dataset like the one below.

As you can see, the data has several rows, each representing a different country. Beside these are three columns, each covering sales for a given year. In short, you’re looking at three years of sales forecasts for five countries.

Reading over the data, it’s tough to instantly gain any insights. Sure, if you look long enough, trends start to emerge. But this is a slow, manual process. And imagine if there were fifty countries and twelve years, for example!

Manual analysis would become nearly impossible in a presentation setting. But by using a chart, you can instantly illustrate trends and forecasts. Any viewer – even an untrained eye – can readily see all key points with a moment’s glance.

2. Choose a Visual

Now that you’ve analyzed your data, you can easily see that a chart is essential. But what kind? We briefly mentioned three styles of charts. When you think of how to present data in presentation form, the trick is to choose the style that best fits your data.

For our example, we’re looking at multiple data points for several categories. Here, these data points are three sales values, for five countries each. Keep these ideas for how to present numbers in mind:

• A logical visual would group each country together.
• Then, show each of the three sales figures side by side.
• You could also reverse it – group the years and show sales for all five countries.

In a case like this, a column chart is the ideal choice. These group data just as described.

But when might a different chart type be useful? Imagine if your data included details about Germany’s 2024 sales, for example. Suppose you’re presenting to your marketing team, and they’ve asked how sales of each individual product make up the total. Here, a pie chart would be the perfect option. These show how individual pieces form a whole.

But in this case, we’ve decided on a column chart. Find one in the deck, and let’s insert it. In our template, slide #15 contains a beautiful chart. It’s already built. All you need to do is add your own data.

To do that, click into the chart area, then right-click. From the menu, choose Edit Data. You’ll see an embedded Microsoft Excel spreadsheet launch right inside of PowerPoint. From here, you can simply replace the existing data with the table you already have. As you work, the chart instantly updates itself to match the new data.

In moments, you’ll be presenting data in PowerPoint with this beautiful chart!

3. Style Your Visual

With your chart placed on the slide, you now have an array of design options. Remember, the goal is to make the chart work perfectly for your own data. These options primarily live on the Chart Design menu, which you can find on PowerPoint’s ribbon. With the chart selected, click on Chart Design.

The template has a beautiful color palette, but you can add your own. It helps to choose a color profile with plenty of contrast. This makes your visual even clearer and easier to read.

To add a new palette, click on the Change Colors drop-down menu. You’ll see an array of color swatches display. Click on one, and it'll apply to your chart.

You can add a new background by launching the Chart Styles section in the center of the Chart Design menu. For example, you can choose one with a gray background to make the colors really stand out on the slide.

Also, it’s possible to add more context to the data. The horizontal axis in our example is clear enough, listing countries. But there isn’t any explanation of what the vertical axis represents, or the colorful bars. Follow these steps:

• Open the Add Chart Element dropdown near the upper left of the ribbon.
• Click  Axis Titles.
• Choose Primary Vertical.
• You’ll see Axis Title appear on the chart. This is a text box, which you can select and type into.

Finally, back on the Add Chart Element dropdown, choose Legend , and pick a location like Top . Three colorful squares listing the three years shown in the chart will be added to the drawing. These labels aid in the presentation of data and information.

It’s easy to see how to present numbers in chart form, using PowerPoint. Start with a premium template like this, and then customize the chart inside to fit your needs.

4. Add Notes Where Needed

You now know well that charts are the best way to present data. But they don’t have to stand on their own!

Often, it’s useful to add more context. Audiences may understand the data perfectly but have questions. For example: Why are sales for one country climbing, while they are falling in another?

By adding notes where needed, you can add supporting details. It’s best to keep these off of the chart itself. If you clutter up your visual, the value of it diminishes rapidly. Check out an improved example below.

On our slide example, the paragraph section on the left may become a series of quick bullet points. These add supporting details that more fully explain the data shown in the chart.

Again, you may not always need to do this. But never think that a chart must be all-encompassing, explaining every piece of information by itself. The trick is to boost understanding, while remaining clear and concise.

5. Consider an Appendix

You may have extra details that you need to include in your slides.

In our example, imagine that you've got three sales offices in each of the five countries featured. Each of the fifteen makes up a certain percentage of overall sales. This may be key data for your audience, but it would complicate the visual that you just created.

Here, it’s a good idea to add an appendix. An appendix (often at the end of your slide deck) includes more detailed data. You might not review it with a live audience, but they can look at it later in a handout or digital format.

To add an appendix, go to the end of your presentation, and click New Slide on the Home tab. Here, it might be appropriate to share the detailed data in the form of a table. Or, you can add a pie chart, suitable for this style of dataset.

To add a chart from scratch, go to the Insert tab, then choose Chart > Pie. The embedded Excel window will return, and again, you can insert your data.

An appendix may not always be necessary. But you should include one (or more) if you've got meaningful data that you aren’t placing into the main slide deck.

The Best Source for Data Presentation Templates (With Unlimited Downloads)

Envato Elements is the best place to find top data presentation templates . For a low monthly rate, you've got access to unlimited downloads of PPT chart templates. You can try as many as you want, finding those that work best for you.

Explore PowerPoint Chart Templates

And that isn’t all. As an Elements member, you also have unlimited access to stock photos, music, fonts, and more. These are digital assets that pair perfectly with your data presentation.

Elements is an unbeatable offer because of the unlimited flexibility. With premium templates, you gain access to powerful features not found in free designs:

• beautiful data visuals that are pre-built and ready to customize
• stylish, custom fonts to help text stand out
• media placeholders to add supporting images and videos
• fully flexible layouts that adapt to your data and other content

The advantages are many. You save hard work, by leaving the slide design tasks to experts. This gives you the time needed to refine your message. Plus, the finished product will wow any audience, thanks to the expertly-crafted graphics . Truly, Envato Elements is the best value for creatives today.

Need a template, but don't want an unlimited subscription? We've got you covered with templates from GraphicRiver . You'll pay-as-you-go, and these templates give you everything you need. They've got pre-made designs for the best way to present data with less work than ever before.

Now Practice the Best Way to Present Data in Presentations

You just learned new ways to present data. Essentially, you saw how to present data in presentations so that your audience  can understand it. Great presenters think of the audience first. They'll thank you for your thoughtful work in how to present numbers and more.

Now, it's your turn! Put these tips on how to present data in presentations to work. Take a flat table in a presentation and convert it with our tips for presenting data in PowerPoint. Just download a template and get started. 

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15 Creative Ways to Use Charts and Graphs in Presentations

Emily Bryce

12 December 2022

In today’s data-driven world, presentations are no longer just about presenting ideas and concepts, but also about presenting data in an engaging and easy-to-understand manner. This is where charts and graphs come in. They help to visualize data, making it easier for the audience to grasp and retain information. In this blog post, we will explore creative ways to use charts and graphs in presentations.

1. Use charts and graphs to compare data

One of the most common uses of charts and graphs is to compare data. Whether you are comparing sales figures, market trends or customer feedback, charts and graphs can help you present the information in a visually compelling way. Use bar charts, line graphs, pie charts, and scatter plots to showcase the data in a way that makes it easy to understand and compare.

2. Use charts and graphs to show trends

Another way to use charts and graphs in presentations is to show trends over time. For example, if you are presenting the growth of your business over the last five years, use a line graph to show the upward trend. If you want to show the fluctuations in your business over a period of time, use a scatter plot to highlight the highs and lows.

3. Use charts and graphs to show relationships

Charts and graphs can also be used to show the relationship between different sets of data. For example, if you are presenting the correlation between customer satisfaction and sales, use a scatter plot to show the relationship between the two variables. You can also use bubble charts to show the relationship between three different variables.

4. Use charts and graphs to show distribution

If you are presenting data that is distributed across a range, such as the ages of your customers, use a histogram to show the distribution. Histograms are great for showing the frequency distribution of data, and they can help you identify patterns and trends in the data.

5. Use charts and graphs to show proportions

Pie charts are a great way to show proportions. Use pie charts to show the proportion of sales for different products or the proportion of the budget allocated to different departments. Make sure to keep the number of categories to a minimum to ensure that the chart is easy to read.

6. Use creative chart and graph designs

Charts and graphs don’t have to be boring. Use creative designs and colors to make your charts and graphs stand out. For example, you can use a bar chart with a gradient background to make it more visually appealing. You can also use icons and images to make your charts and graphs more engaging.

7. Use charts and graphs to tell a story

Finally, use charts and graphs to tell a story. Don’t just present the data, but use it to support your message. Use a combination of charts and graphs to create a narrative that engages your audience and leaves them with a clear understanding of your message.

In conclusion, charts and graphs are a powerful tool for presenting data in an engaging and easy-to-understand manner. Use them creatively to showcase data, tell a story, and leave a lasting impression on your audience. With the right use of charts and graphs, you can take your presentations to the next level.

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Expert Tips for Creating Charts, Diagrams, and Tables in Google Slides

Have you ever found it difficult to translate complex ideas in a way that engages your audience? You're not alone . We know that effective communication is key, but how to achieve it? That's where visual tools come into play.

Google Slides offers several options for displaying data, making your message clearer and more impactful. However, to unlock its full potential, you need to know what options are available and take advantage of them.

This guide delves into tips and strategies from our team of 200+ world-class designers . Below, you can learn their best practices for creating Google Slides charts, diagrams, and tables. Stay with us!

Here are the topics we'll cover; feel free to explore what's most helpful for you:

Google Slides Charts

Google slides diagrams, google slides tables, free google slides templates, seeking to boost the impact of your presentations 24slides has you covered.

Incorporating charts into your Google Slides presentations is a game-changer for showcasing data. Charts make information clearer and more engaging , helping the audience quickly understand and remember key points.

They’re great tools for showing trends, comparing patterns, and making decisions easier.  

In addition, they are dynamic and can be customized, allowing users to adapt them to their needs. But first, let's learn how to add charts.

How to Make a Chart in Google Slides?

Google Slides offers two options for adding charts: creating them from scratch or importing them from a Google Sheets document. Here is the first method:

Create a chart from scratch

Here is the step-by-step on how to make a graph on Google Slides:

• First, click on Insert in the menu. Then, click on Chart and select your favorite chart type. Just choose the one that fits your needs.

• Your selected chart will be inserted as an image. To edit it, click on the three dots in the upper right corner and select Open Source . A Google Sheets document will open.

• This Google Sheet document contains your data. Here, you can edit your chart (data and design). Any edits you make will instantly update the chart in the Google Sheet.

• After making your adjustments in Google Sheets, go back to Google Slides and click Update to implement the changes.

Adding charts from Google Sheets

If you've made a chart in Google Sheets, you can link your presentation to the spreadsheet to add it to your slides.

• First, click on Insert in the menu. Then, click on Chart and select From Sheets to add your previously created chart.

• A window showing all your spreadsheets will appear. Select the one with your chart, and then press Insert .

• In the next dialog box, pick your chart and ensure 'Link to spreadsheet' is selected. If not, you won't be able to edit it later. Finally, click Import .

• That's everything! Your slide now includes your chart.

Editing Google Slides Charts

Pick the chart that you want to customize. To edit it, click on the three dots in the upper right corner and select Open Source . A Google Sheets document will open.

Update the data generated by default. You will find it at the beginning.

You can edit the background or chart colors by selecting the element and picking a color from the right panel. As an alternative, click the three vertical dots and choose Edit chart .

In the Setup tab , you can change the chart type, select the data range, add operations, and change the headers. You can also modify how the data is displayed in the chart.

In the Customize Tab , you can adjust different settings. Let's review those that you will always find:

• Chart Style: Here, you can adjust the background color, the color of the chart border, and the font. You can even maximize the graphic and convert it to 3D.
• Chart & axis titles: Enter the text's title and select its font, format, size, and color.
• Legend: Set the format and position of the legend.

You will see different options depending on the chart you are working on. For example, with a bar chart, you can edit the periods' colors in the series submenu, enable data labels, and create error bars.

Bar or line charts have Horizontal and Vertical axis submenus for customizing axes and labels. Some charts have a Gridlines submenu where you can enable gridlines, adjust their color, and change the numbers.

Click the Update button to apply these changes in your Google Slides presentation. Or, copy the chart from Google Sheets using Ctrl/Cmd + C and paste it into your presentation.

How to Format a Chart in Google Slides

At this point, consider making additional edits to your chart, such as changing its colors or adjusting its format within Google Slides. To do this, select the chart and click Format Options in the top toolbar.

In the right pane, you'll find options to adjust the chart. Expand any menu by clicking on it, then select the formatting options you want to use in Google Slides.

Google Slides lets you use formatting options like:

• Size and Rotation: This menu lets you change the chart's dimensions and rotation by setting the width, height, and scales. You can also resize and rotate the chart by simply dragging and dropping.
• Position: Use the drop-down menu to set your chart's position to the top left or center.
• Recolor: This menu allows you to change the chart's colors by choosing a color scheme from a list.
• Adjustments: From this menu, you can adjust the chart's opacity, brightness, and contrast.
• Drop Shadow: Use this menu to apply a drop shadow to your chart and modify the color, opacity, angle, distance, and blur radius.
• Reflection: You can apply a reflection to the chart and customize its appearance with opacity, distance, and size settings.
• Alt text: This option lets you describe the visual elements for people who might have trouble seeing your content.

Charts vs. Diagrams vs. Tables

Google Slides has many ways to make information easy to understand. But to do it best, you need to know which tool to use depending on what you want to communicate and how you want to present it.

Imagine you run an online clothing store and want to showcase your year's achievements in a compelling presentation. Here's how you can use Google Slides data visualization tools:

• Charts: A bar chart could be the most convenient way to compare the monthly sales of different categories. 
• Diagrams: On the other hand, a diagram is more helpful for explaining the steps of an online purchasing process.
• Tables: Lastly, you can use a table to display the prices and features of your different products.

Remember, choose the best option based on your information.  

Types of charts in Google Slides

We already know charts are great for displaying numbers, making comparisons, and simplifying complex data. However, which one is the best for your specific needs?

Below, we’ll explore the four types of charts you can use in Google Slides. Understanding them will help you select the perfect one for your audience.

Column chart

Column charts are highly effective for comparing different categories or groups of data. This is why it's awesome for checking out sales, surveys, or financial data.

The vertical bars show changes over time and trends, making information easy to read. Here, you can highlight the difference in quantities.

Are you considering adding it to your presentation? First, click on “Insert” in the menu. Then, click on “Chart” and select “Column Chart.” That’s simple. 

Bar charts make it simple to understand data at a glance. Also, they take up less space, making them ideal for presentations with long labels or large datasets .

Like the column charts, they are useful for illustrating trends and making comparisons. However, the horizontal layout might change how people see the data; keep this in mind.

Now, you just need to know how to add a bar chart in Google Slides . To start, go to “Insert” in the menu. Next, click on “Chart” and select “Bar Chart.”

Line charts are perfect for showcasing trends over time. They make it easy to identify patterns and fluctuations, enhancing the clarity of complex information for the audience.

You can combine it with other charts, like adding it to a column chart, to show multiple data sets at once. This combination is often referred to as a combo chart .

Are you curious about how to create a line chart in Google Slides? Begin by clicking on the “Insert tab”, then select “Chart,” and choose “Line Chart.”

Pie charts are the best option for displaying percentages and proportions. They instantly highlight the largest and smallest values, emphasizing differences between groups.

To make your pie chart unique, customize it with individual details and designs. However, keep the chart to six or fewer sections to maintain clarity and impact.

But how to make a pie chart in Google Slides? Start by clicking on “Insert” in the menu. Next, choose “Chart” and then “Pie Chart.”

“Columns, bars, lines, and pie charts are top picks for clients because they're more descriptive and easier to get for the audience.” Briana/ Design Manager

Using diagrams can make your presentations more exciting and engaging. They break down complex concepts into simpler parts, making them easier to understand.

Many people confuse charts and diagrams in Google Slides. However, diagrams have a special feature: they are perfect for showing relationships or processes. On the other hand, charts are great for displaying numbers and making comparisons.

You can customize and adapt diagrams to perfectly convey your message. To unlock their full potential, let's begin by learning how to add them.

How to Make a Diagram in Google Slides?

• First, click on Insert in the menu. Then, click on Diagram and pick the style that best fits your message. In this example, we went with “Cycle” .

The “Cycle” panel will appear on the right ; navigate and select a style for it.

• Once you have chosen your favorite style, you can change the color and number of steps at the top. Remember, the "Steps" option might change depending on the type of diagram you pick.

• Pick a diagram to put it on your slide. And that’s it!

The most important types of diagrams in Google Slides

We've looked at the benefits of adding diagrams to your Google Slides presentations. But with so many options, you might be asking: Which diagram should I choose?

After an in-depth search, I compiled the most searched diagrams by users according to Semrush and their key features. Here they are!

A timeline is the best way to represent chronological data. It helps the audience track the sequence of events over a specific period.

Placing events in a linear format makes information clearer and more engaging. Timelines let you share your company's history, outline project phases, or highlight important milestones. 

If you're considering adding it, here's the easiest way to make a timeline in Google Slides .

Venn Diagram

Venn diagrams are the most efficient way to show relationships between data sets or concepts. That's why they're popular for comparing products and looking at data.

Overlapping circles let you quickly spot common characteristics between distinct ideas. This helps you compare what's the same and what's different between the chosen groups.

Need help implementing it? Here’s how to make a Venn diagram on Google Slides .

Flowcharts represent step-by-step processes by symbols or lines . Like timelines, they represent a succession of events. However, flowcharts don’t have specific dates.

Flowcharts use symbols to represent actions or decisions, and lines connect them to show what follows. They can even be circular, meaning they are recurrent processes.

Now, you just need to learn how to create a flowchart in Google Slides like a pro.

Pyramid Chart

A pyramid chart is a clear and engaging way to show hierarchical data. It shows how important each category is, so the audience can quickly understand the main points.

That's why they're handy for showing demographic info or sales performance in various product categories. With its great flexibility for customization, you can easily adapt it to your specific needs.

To excel with it, mastering how to make a pyramid chart in Google Slides is key.

How to Use Diagrams and Charts Effectively?

We already know the basics of using Google Slides charts and diagrams, but we want to go one step further. Here are the best tips for using diagrams and charts effectively!

• Choose the right graph. This step can help you better communicate your message. For example, a bar chart is better than a Venn diagram for comparing categories.
• Keep it concise. Eliminate unnecessary details to enhance clarity. Stick to the main points for a better presentation. Remember, simplicity is key.
• Add contrast. Use different colors to highlight ideas and make sure essential information stands out. For instance, you can attract attention using bold text with a light background.
• Maintain consistency. Use the same style and format for your presentation to ensure brand consistency . This can totally transform your presentation from okay to professional.
• Use labels properly. Ensure your titles are clear and descriptive to help your audience understand your message. If you need to provide additional context, you can use short legends.
• Be creative. Google Slides offers many tools for customizing charts and diagrams. You can experiment with colors, fonts, symbols, and more. With the combo chart option, you can even mix different charts.

Pro Tip: Creating a Google Slide infographic is one of the most creative ways to present data. They provide a visually engaging and easy-to-follow format for presenting complex information. Briana/ Design Manager

Tables are one of the most classic options for presenting data. But where does their popularity come from? Here's the answer: they are simple to create, organize, and read.

They excel at detailed comparisons and summarizing information, which is why they're a top choice for visualizing financial or statistical data.

All you have to do is label it correctly and be creative, and reading it will be simple. Here’s an example:

How to Make a Table in Google Slides?

• First, open your presentation and pick the slide you want to edit.
• Go to Insert and click on Table . Then, select the number of rows and columns you need for your table.

• The table will be on your slide. From here, you can change the number of rows and columns by adding or deleting them.

At this point, you may be asking yourself:

• How do I insert a row in a table in Google Slides? Right-click on a row, then select "Insert row above" or "Insert row below."
• How to make columns in Google Slides? Right-click a row, then click "Insert row above" or "Insert row below."
• How do you size a table in Google Slides? Adjust the table size by dragging its corners.

Now that we've covered the basics, it's time to add some flair to really make it pop!

How to edit a table in Google Slides

Knowing how to change the table design in Google Slides can make all the difference when conveying your message. You can do it using the Format options on the side menu or the Formatting tools on the top menu.

Here’s the step-by-step:

Right-click the table and choose Format Options . A menu will pop up on the right.

From here, you have the following options:

• Size & Rotation: You can change the “Width” and “Height” values here.
• Position: This option lets you change the “X” and “Y” values. Select the “From” value (Top Left or Center) that you’d like to use to guide you.
• Text fitting: Here you will see values like Indentation, Autofit, and Padding.
• Alt Text: This function lets you detail the visual elements for people who may face challenges seeing your content.

To format the text in your table, select the text and apply the Formatting tools on the top menu bar. Here, you can change the font, font size, text color, etc.

To customize your table a little more, you have the following options:

• To change the table's border or fill color , click on the fill color and border color icons and choose your preferred style.
• To add a border to your table , click the border weight icon in the menu bar and pick the size you want.
• To alter the border dash style , click the border dash icon and select your preferred style.

How to Use Google Slides Tables Effectively?

Tables are a classic and effective way to present information. With a few simple steps, you can create and customize your table. However, to make the most of them, you need to follow these golden rules :

Keep it simple

If you overload your table, it doesn’t matter how good your color palette looks. Simplicity ensures that your audience can grasp the key points.

Keep texts descriptive and concise. In presentations, using fewer words makes the message clearer and reduces distractions. Adequate spacing also enhances readability.

In tables, it is better to use approximations rather than long numbers. Remember to highlight the important points without cluttering them with details.

Highlight important data

As we’ve reviewed, you have “Formatting tools” to make your data stand out in Google Slides. You can highlight the most important information using bold, italics, and fun colors. 

Use a color palette that adds contrast to the table, and consider adding shades for alternate rows. This will make your table easier to read. 

You can even use icons or symbols to make your presentation more visually appealing.

Ensure brand consistency

Ensure the table matches your brand's colors, fonts, and overall style. This will not only maintain a professional appearance but also reinforce your brand identity.

Brand consistency ensures every interaction with your brand shows the same values and promise, helping build trust and reliability with your customers.

If you're unsure how to begin, here's how to make a successful brand Implementation strategy .

Be creative!

Google Slides offers many options to customize your tables, allowing you to perfect them. Try using different layouts, colors, and fonts. You can even add images or graphics to enhance the visual impact of your tables.

When presenting data, thinking outside the box can make all the difference. 

You can create unique presentations that effectively convey your message by experimenting with table designs and visual elements.

As I said at the beginning, if you ever struggle to explain complex ideas in an engaging way, you're not alone. 

The good news is that our Templates by 24Slides platform has hundreds of free Google Slides chart templates. We also have Google Slides diagrams and table templates to improve your presentations.

All templates are fully editable, allowing you to insert your data. You can even combine charts, diagrams, and tables during your presentation. 

If you like any of the examples in this article, you're in luck—they are all free and can be downloaded from our template platform. Enjoy them!

Throughout this article, we have reviewed the benefits of using charts, diagrams, and tables in your Google Slides presentations. We also learned how to add, customize, and effectively use them. 

However, becoming skilled in Google Slides takes more time and effort. Luckily, you can always rely on experts and forget about hard work.

With over 10 years of experience , we are the world’s largest presentation design company. We help professionals save time and create impactful presentations.

With an average satisfaction score of 4.8 out of 5 from over 1.3 million redesigned slides, it's safe to say we're incredibly proud of the product we deliver.

We provide presentations that are not only visually appealing but also tailored to your brand. It makes your message stand out and grabs your audience's attention.

Want to improve your Google Slides presentations? Check out this content!

• 20+ Free PowerPoint and Google Slides Templates for Data Presentations
• How to Create a Funnel Diagram in Google Slides (+ FREE Templates)
• How to Hyperlink in Google Slides?

Google Slides: How to Add a Clock to Your Presentation!

• How to Add Speaker Notes in Google Slides (Tutorial)

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Use charts and graphs in your presentation

You can make a chart in PowerPoint or Excel. If you have lots of data to chart, create your chart in Excel , and then copy it into your presentation . This is also the best way if your data changes regularly and you want your chart to always reflect the latest numbers. In that case, when you copy and paste the chart, keep it linked to the original Excel file .

To create a simple chart from scratch in PowerPoint, click Insert > Chart and pick the chart you want.

Click Insert > Chart .

Click the chart type and then double-click the chart you want.

Tip:  For help deciding which chart is best for your data, see Available chart types .

In the worksheet that appears, replace the placeholder data with your own information.

When you’ve finished, close the worksheet.

Create an org chart in PowerPoint

Create charts in Excel

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Present Your Data Like a Pro

by Joel Schwartzberg

Summary .   

While a good presentation has data, data alone doesn’t guarantee a good presentation. It’s all about how that data is presented. The quickest way to confuse your audience is by sharing too many details at once. The only data points you should share are those that significantly support your point — and ideally, one point per chart. To avoid the debacle of sheepishly translating hard-to-see numbers and labels, rehearse your presentation with colleagues sitting as far away as the actual audience would. While you’ve been working with the same chart for weeks or months, your audience will be exposed to it for mere seconds. Give them the best chance of comprehending your data by using simple, clear, and complete language to identify X and Y axes, pie pieces, bars, and other diagrammatic elements. Try to avoid abbreviations that aren’t obvious, and don’t assume labeled components on one slide will be remembered on subsequent slides. Every valuable chart or pie graph has an “Aha!” zone — a number or range of data that reveals something crucial to your point. Make sure you visually highlight the “Aha!” zone, reinforcing the moment by explaining it to your audience.

With so many ways to spin and distort information these days, a presentation needs to do more than simply share great ideas — it needs to support those ideas with credible data. That’s true whether you’re an executive pitching new business clients, a vendor selling her services, or a CEO making a case for change.

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Jazz Up Your Presentation: 6 Ways to Put an End to Ugly Charts and Graphs

Updated on: 22 December 2020

People often add charts and graphs to their presentation trying to make it more interesting. Unfortunately, most efforts to make it unique usually end up having the exact opposite effect.

Often, the enormous collection of slides with colorful presentation charts and graphs blows up your brain by the end of the presentation rather than arousing your interest in the data. You don’t want to be the person who puts his audience through this agonizing experience every time you fire up your laptop.

So, is there a way to jazz up your presentation with beautiful charts and graphs?

The short answer to this question is ‘Yes.’ Here are 6 ways to improve your presentation charts and graphs to effortlessly strengthen your message.

Refrain from Using Backgrounds

When it comes to decorating the graph background, you should avoid using gradients of color or varying the background color in any other way.

It not only undermines your ability to present the data unambiguously but also adds distraction. The context surrounding an object often influences our perception of it.

See the two graphs above, the grey background in the left graph doesn’t provide any information. On the contrary, it doesn’t contrast sufficiently with the object. As a result, it undermines the visibility of the objects in the graph. So, make sure the background is consistent with the slide background.

If you always use the default slide background, you should use ‘No Fill’ ‘or White’ background color as it matches the slide background.

Eliminate Redundant Labels

Why do you want to waste the space on redundant labels? Most graphs charts are quite self-explanatory. Repeated axis labels and legend are the two things that occupy the space for no reason.

In fact, they are taking up space that would be better spent on the graph. So, make sure to remove duplicate labels. The graph on the right looks better than the original graph to the left, as it is much easier to understand.

Alternatively, you can also label the bars directly. However, if you do, remove the Y-axis completely. As the exact value of each element is displayed, you don’t need to use the grid lines either.

Mind the Border Formatting

When it comes to graphs and charts, less is more. You should format the graph background to reduce the lines as far as possible while retaining the meaning of the data presented in it.

Though the default gridlines and borders are a sensible choice, they are a distraction as your audience is most likely not interested in knowing the exact figures for each data point.

If you want to display exact values, label the bars directly as discussed in the previous point. Removing the lines highlights the data and the pattern dramatically. So, remove all of the outer borders as well as grid lines as shown below.

Use Colors Meaningfully

Contrary to the popular belief, you should avoid using bright colors for presentation charts and graphs as far as possible. In fact, you should use natural colors to display general information and use the bright color only to highlight information that demands attention.

Using same colored bars on a graph makes it easier to compare the data. Use different colors only if they correspond to different elements in the data.

Sometimes, however, you can use different colors to highlight particular data or assemble different parts. In other words, you need to use colors meaningfully and with caution. The following examples will help explain the points mentioned above.

A) Using Natural Colors for Easier Comparison

B) Using Bright Colors to Pop Important Data

C) Using Different Colors to Point out Differences in Data Elements

Avoid Using Special Effects (Shadowing and Shading)

Avoid using special effects such as shadowing, shading, and 3D effects when creating presentation charts and graphs, especially for professional purposes. They just make it hard to compare the elements and confuse the reader.

You should, however, stick to presenting only essential information. So, keep it simple and avoid flashy special effects.

Text and Font

Using bold font isn’t going to make much difference in your graph. As far as possible, avoid using bold, underline or italic fonts. Keep the font size and type consistent throughout the presentation.

Avoid effects such as shading, outline, and 3D letters. Always lighten secondary data labels. The less you format the better.

Have More Tips for Creating Better Presentation Charts and Graphs?

When it comes to creating an attention-grabbing presentation , the rule of thumb is to display the data in a simple and clear way.

With the help of these 6 tried and tested tips, your presentation charts and graphs will look phenomenal without compromising your data. What about you? What tricks have you used to make your graphs look unique? Feel free to share your ideas and suggestions in the comments box below.

About the Author

Swati Kapoor is a qualified dietitian at Practo . She has a Masters degree in Dietetics and Food Service Management. She is a strong believer in spreading the goodness of ‘nutrition through healthy eating’. As a responsible dietitian, Swati examines her patients’ health history carefully before recommending any diet or workout regimen, because everybody has different requirements.

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How to Create Charts and Graphs to Visualize Data in PowerPoint

The use of data visualization has become increasingly important in today’s digital age, as more and more people have access to large quantities of data. Whether working with data for business, education, research, or personal use, it’s essential to present it in a clear and meaningful way, so it can be easily understood and analyzed. One of the most popular tools for creating visually appealing charts and graphs is Microsoft PowerPoint.

Table of Contents

Understanding the Importance of Data Visualization

Data visualization is the process of representing information in a visual format, such as charts, graphs, and diagrams. When done effectively, it provides a way to quickly understand complex data and identify patterns and trends that may be missed when viewing it in a static table or spreadsheet. Visualizations also allow you to tell a story with the data, making it engaging and memorable for your audience.

Moreover, data visualization can also help in identifying outliers and anomalies in the data, which can be crucial in decision-making processes. It can also aid in identifying correlations and relationships between different variables, which can lead to new insights and discoveries. Additionally, data visualization can be used to communicate data-driven insights to stakeholders and decision-makers, making it an essential tool in various industries such as business, healthcare, and education.

Choosing the Right Chart or Graph for Your Data

There are many different types of charts and graphs to choose from, each with its own strengths and weaknesses. When selecting the right chart or graph for your data, it’s important to consider the following factors:

• The type of data you have (categorical or numerical)
• The relationships between the data points
• The purpose of your presentation

Some of the most common chart types include bar charts, line graphs, pie charts, and scatter plots. Each chart type can display your data in a different way, highlighting specific features depending on the nature of your data.

Another important factor to consider when choosing a chart or graph is the audience you will be presenting to. Different types of charts and graphs may be more effective for different audiences. For example, a pie chart may be more easily understood by a general audience, while a scatter plot may be more appropriate for a technical audience.

It’s also important to consider the context in which your data will be presented. If you are presenting data in a business setting, for example, you may want to choose a chart or graph that emphasizes the financial implications of your data. On the other hand, if you are presenting data in an academic setting, you may want to choose a chart or graph that emphasizes the statistical significance of your data.

Creating a Bar Chart in PowerPoint

Bar charts are one of the most common chart types used in data visualization. They are useful for comparing values across different categories. To create a bar chart in PowerPoint:

• Select the data you want to include in the chart
• Click the ‘Insert’ tab and select the ‘Bar’ chart type
• Choose the specific bar chart subtype you want to use (such as stacked, clustered, or 100% stacked)
• Format the chart by adding labels, titles, and modifying the color scheme

With just a few clicks, you can create a visually appealing bar chart that highlights the differences and similarities between your data categories.

It is important to note that when creating a bar chart, you should carefully consider the data you are presenting and choose the appropriate chart subtype. For example, a stacked bar chart may be useful for showing the total value of each category, while a clustered bar chart may be better for comparing values within each category.

Additionally, you can customize your bar chart further by adding data labels, changing the axis titles, and adjusting the chart layout. Experiment with different options to find the best way to present your data in a clear and visually appealing way.

Making a Line Graph with PowerPoint

Line graphs are another common type of chart used to display numerical data. They are useful for showing trends over time. To create a line graph in PowerPoint:

• Click the ‘Insert’ tab and select the ‘Line’ chart type
• Choose the specific line graph subtype you want to use (such as 2D or 3D)
• Add labels, titles, and customize the color scheme

Line graphs are useful because they allow you to see how your data changes over time. They can make it easier to identify trends or patterns that may be hidden in other types of charts.

One important thing to keep in mind when creating a line graph is to ensure that your data is properly formatted. This means that your data should be organized in a way that makes sense for the type of graph you are creating. For example, if you are creating a line graph to show the sales of a particular product over time, you should organize your data by date and sales figures.

Another useful feature of line graphs in PowerPoint is the ability to add trendlines. Trendlines are lines that are added to a graph to help you see the overall trend of your data. They can be useful for identifying patterns or predicting future trends. To add a trendline in PowerPoint, simply right-click on the data series you want to add the trendline to, and select ‘Add Trendline’ from the menu.

Pie Charts: When and How to Use Them

Pie charts are a popular choice for showing proportions of a whole. They are useful for displaying categorical data and can quickly give an idea of the main contributors for something. However, they can be difficult to interpret when many sections are used. Some tips for making a great pie chart:

• Limit pie charts to 5-7 sections at most
• Make sure percentages add up to 100
• Make labels visible and clear
• Highlight important sections to draw attention

Keep in mind that while pie charts can be visually impactful, they should only be used when they effectively convey the data being presented.

Another important consideration when using pie charts is to ensure that the sections are proportional to the data they represent. If one section is significantly larger than the others, it can skew the overall perception of the data. Additionally, it’s important to choose colors that are easily distinguishable from each other, especially for those who may have color blindness.

While pie charts are a great option for displaying categorical data, they may not be the best choice for showing changes over time or comparing multiple sets of data. In these cases, a line graph or bar chart may be more appropriate. It’s important to consider the type of data being presented and choose the appropriate visualization method to effectively communicate the information.

Creating a Stacked Column Chart in PowerPoint

Stacked column charts are useful for showing how different parts of a whole contribute to the total, while also comparing values for different categories. To create a stacked column chart in PowerPoint:

• Click the ‘Insert’ tab and select the ‘Column’ chart type
• Select the ‘Stacked Column’ subtype
• Format the chart by adding labels, titles, and modifying the colors of the columns

With stacked column charts, you can communicate a lot of information clearly and efficiently.

Using Bubble Charts for Comparative Analysis

Bubble charts are a useful way to show three dimensions of data in a single graph. They are great for comparing two numerical data sets paired with a categorial one. To create a bubble chart in PowerPoint:

• Click the ‘Insert’ tab and select the ‘Bubble’ chart type
• Format the chart by adding labels, titles, and modifying the size, color, and alignment of the bubbles

Bubble charts are perfect for comparing three-dimensional data sets, highlighting the relationships between the various elements being compared.

Adding Labels and Titles to Your Charts and Graphs

Labels and titles are key to effective data visualization. They provide context for the chart or graph you’re presenting and help your audience understand your data. To add labels and titles to your charts and graphs in PowerPoint:

• Select the chart or graph you want to add labels and titles to
• Click on the ‘Chart Elements’ button in the upper-right corner of the chart
• Select the elements you want to add, and choose from the available options for formatting and positioning

By adding labels and titles, you can make your charts and graphs much more informative and easier to understand.

Customizing Colors and Styles for Better Visual Appeal

Colors, styles, and formatting can make a big difference when it comes to the visual appeal of your charts and graphs. Customizing options in PowerPoint allows you to personalize the look of your visualizations. Some tips:

• Use consistent branding colors to help maintain visual consistency
• Choose high-contrast color combinations to help text and graphics stand out
• Avoid too many colors, keeping the chart or graph simple and clear

Customizing colors and styles helps bring cohesion to your presentation while making it more engaging to your audience.

Animating Your Charts and Graphs for Presentations

Animated charts and graphs can be eye-catching and effective for presentations, as they create a sense of dynamism and show how data changes over time. To animate your charts and graphs in PowerPoint:

• Select the chart or graph you want to animate
• Click on the ‘Animations’ tab, and select the type of animation you want to use
• Customize the animation settings to suit your needs, including duration, direction and order of animations

Animations bring data to life, making them more memorable for your audience.

Tips and Tricks for Effective Data Visualization in PowerPoint

Effective data visualization isn’t just about picking the right chart or graph type. There are additional tips and tricks that you can use to make sure your data is presented in the most meaningful way. Here are some things to keep in mind:

• Keep it simple, using plain and unambiguous language
• Choose the right chart or graph type, fitting your data needs as well as your presentation goals
• Make it easy to read, using appropriate font sizes, colors, and layout
• Use engaging visuals, adding icons and images where appropriate
• Tell a story, organizing the chart or graph in a logical and meaningful manner

By paying attention to these tips, you’ll be able to create visually appealing and effective data visualizations that effectively communicate your message to your audience.

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15 Interesting Ways to Use Graphs in a Presentation [Templates Included]

Remember childhood days, when most of us hated mathematics like anything on this planet? The Pythagoras theorem, never-ending formulas of trigonometry, knot theory, and some other backbreaking algorithms. Oh! What a roller-coaster ride the mathematical equations and terms have given us! Even though attending the mathematics class was a real traumatic experience, we can’t ignore the most interesting yet important chapter- graphs . Yes, the x-axis and y-axis! Graphs are visually effective tools for displaying the relationship between numerous data points. They make complex problems much simpler and easy to understand.

From childhood to us being professionals, graphs have been of great help. In this fast-paced world, there’s not enough time for entrepreneurs to give an in-depth explanation of their financial situation or structure to the spectators. Remembering a bulk of monetary statuses and telling respective authorities about it is not at all easy. That is the reason why professionals take the help of presentations, which consists of in-built graphs and charts. To be more precise, entrepreneurs love to incorporate charts and graphs in their presentations as they are the easiest and the most flexible to showcase facts or figures. Undeniably, graphs bring out the clarity in every information that a presenter needs to convey to his audience. Therefore, using graphs in business presentations is effective. Also, there are multiple ways a graph can be used in a presentation. Here, in this blog, we will talk about 15 vivid portrayals of charts and graphs along with a few added tips. The ways are demonstrated via our professionally designed templates.

So, without any further ado, let’s see what our 15 interactive graph templates have to offer you! 

15 Graph Templates To Download and Use 

The template that has a dark color in the background is always a game-stealer. Just take a look at this attractive graph template with so many colors in it. The slide is pre-designed to tailor all your needs. You only have to edit the content. That’s it! Download this template in a single click and see how your viewers get attracted to your proposed information.

Download Combo Chart Growth Rate Finance PPT PowerPoint Presentation

This template will fulfill all your business requirements. This engaging slide is a combination of both a pie chart and a graph. In this template, you can see the graph overlapping with a pie-chart which is the best option for you to display your financial summary. The color scheme that our experts have applied in this template is so appealing. Grab this slide and start filling in your information.

Download Business Women With Column Pie Chart PowerPoint Graph

As you can see in the template given below, the colors used in the slide soothes the eyes, which is a plus point. Readers often get attracted to the presentation that has pleasing backgrounds and lucrative images. With the help of this graph template, you can show the growth of your business over the past years.

Download Business Person With Column Chart PowerPoint Graph

Take advantage of this eye-catching column chart or graph template that allows you to monitor your business statistics appropriately. This slide is attainable in excel sheets as well, which gives you the benefit of editing your data quickly. The cookie point you will receive after utilizing this template is that it comes up with ample space where you can place your companies’ logo for making the presentation more recognizable.

Download Box Plots Business Column Chart PowerPoint Graph

This visually-attractive triangular chart or graph template helps you in jotting down your revenue status so far. The psychology of colors used in this slide is really aesthetic. You can add or delete the content as per your needs. 

Download Triangular Chart For Data Driven Result Display PowerPoint Slides

The slide shown below is so colorful that it holds your audience's attention at once. You can customize the template and highlight the data that you want to share with your audience.

Download Pie Chart With Line Graph Icon

This triangular-shaped bar graph template will help you in displaying your data effectively. Also, the shape and colors this slide has will impress the viewers in one-go. The graph template allows you to segregate your data and present your information precisely. 

Download Data Driven Triangular Bar Graph PowerPoint Slides

You already have an idea of how line charts work. Using this line chart template, you can easily compare the data values over specific time intervals. The color contrast will make the comparison of your quantitative data even more visible. 

Download Line Chart For Data Analysis PowerPoint Graph

This graph template comes in soothing colors and hues that will make your data more interesting than ever. The slider bar chart template helps you in showcasing your data analytics proficiently. The slide consists of amazing fonts and styles that will add more creativity to your presentation.

Download Slider Bar Chart With Target PowerPoint Graph

Template 10

This beautifully designed butterfly graph template is here to categorize your different data. With this, you can monitor the changes occurring in each business category over the two consecutive years. And also, which section needs to be focused more. You can color the graph of yearly categories as per your choice.

Download Butterfly Bar Chart For Business Performance PowerPoint Graph

Template 11

The green tone used in this bar graph template can win your audience’s attention effortlessly. You can put this template in your presentation, and without adding many effects, you are good to present the business dynamics before the viewers.

Download Column Chart With Growth Line PowerPoint Graph

Template 12

This pastel-colored conical graph with black color in the background makes your presentation a winner. You can easily seek your audiences’ attention by visualizing every bit of data systematically.

Download Data Driven 3D Chart Shows Interrelated Sets Of Data PowerPoint Slides

Template 13

This unique patterned graph will make your complex data look simpler. Our eye-catching graph template will make your presentation extra stylish yet professional. Grab this template to input your data effectively.

Download Unique Pattern Sales Data Driven Chart PowerPoint Slides

Template 14

This amazing template that contains bar graphs and pie-chart will enable you to display your business matrix in a simpler form. The graphics present in this template do not pixelate and thus, aids you in creating the best presentation of your life.

Download Project Progress With Column And Pie Chart PowerPoint Graph

Template 15

The image shown in the template below visualizes the bar graphs along with the bulbs on top. Here, you can see the bulbs are of the same color except for the one. The highlighted bulb depicts leadership qualities. You can use this template in your presentation to portray the leadership and reputation your company has achieved over the years.

Download Light Bulb On Bar Graph With Leader On Top

The blog is not over yet! Along with the graph templates, here are some cookie points for you that will make your presentation game stronger. Learn more about how to add creativity in your graphs with the help of a few key-pointers explained below! 

• Start from selecting a graph design

Firstly, segregate your data. When you create a presentation, go to the insert option and choose a graph according to your needs. The charts or graphs are of different types. Some of them are pie-chart, histogram, bar graph, waterfall, combo graph. So, select from any of these (or others) and put it on a presentation. 

• Format the data

You can easily edit your proposed data and update it, later it can automatically be shown in your chart as well. Keep the data or facts intact. Do not clutter everything on a graph.

• Fill in some vibrant colors

To compare the data, make sure each section has different yet soothing colors in it. It will help the audience to understand the information better, and also you will be able to share your message across conveniently. 

• Animation is the key

Instead of showing graph-sections all at once, use the animation option that highlights each section after a pause. This way will grab viewers' attention instantly. Also, animated effects will emphasize the information you want to convey to the spectators.

• Drawing tools are must

By using drawing tools and different shapes & arrows, you can emphasize the particular graph-section which you think needs to be focused. 

Make a smart move in your business, create an interactive presentation, show your data & analytics through our graph templates to impress the viewers instantly. And yes, do not miss out on reading the ways explained in the blog which will definitely help in making your presentation stand out!

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