Update the data in an existing chart

Updating the data in an existing chart in Excel is easy. You can change the data range or even update the data series. Here’s how to do it:

1. Update the Data Range for the Entire Chart

If you want to modify the data range that the chart is based on (e.g., you’ve added new data or want to change the source data), follow these steps:

Steps to Update the Data Range:

1. Select the Chart: Click on the chart to select it.
2. Select the Data Range:
   • Once the chart is selected, the Chart Tools will appear on the ribbon (under Design and Format).
   • Click the Design tab.
3. Select Data: In the Data group, click Select Data. A dialog box will appear.
4. Update the Data Range:
   • Under the Chart Data Range, click the Collapse Dialog Box Button (a small button with a red arrow) to select the new range of data in your worksheet.
   • You can also directly modify the range in the Chart Data Range box.
5. Confirm: Click OK to apply the changes. Your chart will now reflect the updated data.

2. Add or Remove Data Series

You can add or remove individual data series from the chart:

Steps to Add a Data Series:

1. Select the Chart: Click on the chart to select it.
2. Select Data: In the Design tab, click on Select Data.
3. Add Data Series: In the Select Data Source dialog box, click Add under Legend Entries (Series).
4. Enter Series Data:
   • In the Edit Series dialog, enter the series name, and select the data range for the series’ values and category labels.
   • Click OK to add the series to the chart.

Steps to Remove a Data Series:

1. Select the Chart: Click on the chart to select it.
2. Select Data: In the Design tab, click Select Data.
3. Remove Data Series: In the Select Data Source dialog box, under Legend Entries (Series), select the series you want to remove, and click Remove.
4. Confirm: Click OK to apply the changes.

3. Update a Data Series

You can modify the data for an existing series without changing the entire range:

Steps to Update a Data Series:

1. Select the Chart: Click on the chart to select it.
2. Select Data: In the Design tab, click Select Data.
3. Edit Data Series: In the Select Data Source dialog box, under Legend Entries (Series), select the series you want to edit and click Edit.
4. Modify the Data Range: In the Edit Series dialog, update the data for the series. You can change the series name, values, or category labels.
5. Confirm: Click OK to apply the changes.

4. Update Data Labels

You may also want to update or add data labels in the chart:

Steps to Update Data Labels:

1. Select the Chart: Click on the chart to select it.
2. Add Data Labels:
   • Click on a data series in the chart.
   • Right-click the series and select Add Data Labels.
3. Format Data Labels: Right-click the data labels and choose Format Data Labels to adjust their appearance, such as the number format, position, or value display.

5. Update a Pivot Chart Data

If your chart is a Pivot Chart, you can update the underlying Pivot Table data:

Steps to Update Pivot Chart Data:

1. Select the Chart: Click on the Pivot Chart to select it.
2. Refresh the Data: On the PivotTable Analyze tab, click Refresh to update the data in the chart.
3. Modify the Pivot Table Data: To change the data in the Pivot Chart, adjust the Pivot Table by dragging fields in or out of the Pivot Table Field List, and the chart will automatically update.

Conclusion

Updating data in an existing chart in Excel is straightforward. You can modify the data range, add or remove data series, or update individual data series. Additionally, if you’re using a Pivot Chart, you can refresh the underlying Pivot Table data to keep your chart up to date. These tools help ensure that your charts reflect the most current and accurate data.