There are a lot of formatting options for data labels. You can use leader lines to connect the labels, change the shape of the label, and resize a data label. And they’re all done in the Format Data Labels task pane. To get there, after adding your data labels, select the data label to format, and then click Chart Elements > Data Labels > More Options.
Data labels make a chart easier to understand because they show details about a data series or its individual data points. For example, in the pie chart below, without the data labels it would be difficult to tell that coffee was 38% of total sales. You can format the labels to show specific labels elements like, the percentages, series name, or category name.
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To go to the appropriate area, click one of the four icons (Fill & Line, Effects, Size & Properties (Layout & Properties in Outlook or Word), or Label Options) shown here.
Tip: Make sure that only one data label is selected, and then to quickly apply custom data label formatting to the other data points in the series, click Label Options >Data Label Series > Clone Current Label.
Here are step-by-step instructions for the some of the most popular things you can do. If you want to know more about titles in data labels, see Edit titles or data labels in a chart.
Connect data labels to data points using leader lines
A line that connects a data label and its associated data point is called a leader line—helpful when you’ve placed a data label away from a data point. To add a leader line to your chart, click the label and drag it after you see the four headed arrow. If you move the data label, the leader line automatically adjusts and follows it. In earlier versions, only pie charts had this functionality—now all chart types with data labels have this.
Change the look of leader lines
Change the look of the data labels
There are many things you can do to change the look of the data label like changing the border color of the data label for emphasis.
Change the shape of a data label
You can make your data label just about any shape to personalize your chart.
Resize a data label
Click the data label and drag it to the size you want.
Tip: You can set other size (Excel and PowerPoint) and alignment options in Size & Properties (Layout & Properties in Outlook or Word). Double-click the data label and then click Size & Properties.
Add a field to a data label
You can add a built-in chart field, such as the series or category name, to the data label. But much more powerful is adding a cell reference with explanatory text or a calculated value.
Tip: To switch from custom text back to the pre-built data labels, click Reset Label Text under Label Options.
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Storytelling is a powerful communication tool, and data is essential for many decision-making tasks. Together, they can be data visualization at its best: the science and art of transforming your data so that the most important points shine through. Sometimes a basic chart will do the trick. But to make your visual message really pop, it’s often handy to add data and text to your chart. The rich data label capabilities in Excel 2013 give you tools to create visuals that tell the story behind the data with maximum impact.
The basics of data labels
To illustrate some of the features and uses of data labels, let’s first look at simple chart.
This clustered column chart shows the sales (revenue) of drinks and snacks from a neighborhood lemonade stand during one week. If I want to turn on basic data labels on the blue data series (Drinks), there are a few ways to do that. One familiar and simple way is just single click on any data value (or column, in this example) to select the entire data series that it belongs to.
Above, I have clicked all of the blue columns. Once the series is selected, I can right-click any column to pull up the context menu, then click the Add Data Labels entry.
When I click Add Data Labels, I get the following result.
To reposition any single data label, all I have to do is double-click the data label I want to move, then drag it to the desired position on the chart. Here, I have selected only the Tue value of the blue Drinks series.
Once selected, I can drag that label wherever I want it on the chart. If I drag the label far from its default location, a leader line appears by default to show what data point the data label is associated with.
Basic formatting of data labels is simple to achieve by using the Font section of the Home tab on the Excel ribbon.
Use the Formatting Task pane for advanced options
If you wish to go beyond basic text formatting and text box fills, many more formatting options are available on the Formatting Task pane. Though there are several ways to open the Formatting Task pane, the easiest is to double-click the data labels themselves. Here, I have double-clicked one of the data labels for the blue Drinks series.
In the Formatting Task Pane, you can customize the way the data labels appear, change their size and alignment, change their text properties, and even add another data series for them to include. See Format and customize Excel 2013 charts quickly with the new Formatting Task pane for more discussion about the Formatting Task Pane in general.
Text in data labels
Often, the real story doesn’t lie in all the numbers in the chart, but it’s hidden in a few key data points. Let’s reapproach our example with that in mind.
First, I’ll delete the data labels that I already put in place. To delete all the data labels for a given series, click once on any data label in the series, and this will select them all. If you press the delete key on your keyboard, all the data labels from that series will disappear from your chart. To delete any single data label, follow the same procedure, except click twice (and not too fast) on the individual data label you wish to delete.
Below, I have inserted just one data label and moved it to a roomy place in the chart. Next, I want to type custom text into the data label box to help tell the story behind the data.
To make it easier to place an insertion point in the data label, I have found that it helps to zoom in on the chart. You can do this by adjusting the zoom control on the bottom right corner of Excel’s chrome.
Then, select the value in the data label and hit the right-arrow key on your keyboard.
The story behind the data in our example is that the temperature increased significantly on Wednesday and that appeared to help drive up business at the lemonade stand. So I type some text to emphasize that point while still leaving the data label intact.
Linked data embedded in data labels
Excel 2013 also lets you put numbers from your spreadsheet into your data labels – that is, numbers that are not directly associated with the data point. Here is a quick example. Let’s say that I want to add a further annotation about the temperature on Wednesday and I want to include a data value with that annotation. Here’s how I would do it:
First, I select my data label and I type some additional text to give context to the new number I’m about to add to the data label. Then, I right-click the data label to pull up the context menu. Note the Insert Data Label Field menu item.
When I click Insert Data Label Field, Excel 2013 opens a dialog that gives me a few options to choose from. I want to pull in a data value that is calculated on my worksheet, so I select Choose Cell.
The Choose Cell option opens a familiar type of dialog that allows me to go back into my worksheet and select the cell with the value that will be shown in my data label. In this example, I select a cell that contains the value that shows how many days it has been since the temperature was this warm (26 days, in this case).
When I click OK, the value from the cell I selected (D39, here) appears in my data label. To finish it off, I type the rest of my statement and end up with a very rich data label.
Data label callouts
The data labels up to this point have used numbers and text for emphasis. Putting a data label into a shape can add another type of visual emphasis. To add a data label in a shape, select the data point of interest, then right-click it to pull up the context menu. Click Add Data Label, then click Add Data Callout. The result is that your data label will appear in a graphical callout. In this case, the category Thr for the particular data label is automatically added to the callout too.
In the image below, I clicked inside the data callout, backspaced over the Thr entry, and then typed a bit of information that explains what is behind this anomalous data point.
If you want to change the shape of a data callout, you can do so by right-clicking the data label to pull up the context menu, or by selecting the data label, then clicking Change Shape in the Format tab in the ribbon.
In this case, let’s say that for the Snacks value on Thursday, I don’t really want to show the value in the data label, but I’d like to make my point with something a bit more whimsical. For this, I turn to the rich formatting options in the Formatting Task pane we talked about earlier. Below, I have double-clicked the data label to pull up the Formatting Task pane for the data label.
Then, I clicked the Fill and Line symbol:
I then selected Picture or Texture Fill, and clicked on Online.
Let’s say that on Thursday the lemonade stand ran out of donuts, which were the main selling item in the snacks section. I can search Office Art on the web for an image of a donut to serve as the background in my data label.
I pick an image from the results, and it’s automatically inserted into the background of my data label.
We’re almost there. The donut image is good, but it’s too small to convey the message. Also, I want to use a text comment instead of showing the data value for this point. So I re-size the data point’s bounding box, select the data value, and replace it with some clarifying text. I can adjust the text color and font size using the Font controls on the Home tab in the ribbon.
Tell us what you think
In this article, we used data labels with text, images, and shapes to help reveal the story behind the data. This example only scratches the surface of the many things you can do with data labels in Excel 2013. Have fun exploring and storytelling, and let us know in the comments how you’re putting data labels to work for you!
To quickly identify a data series in a chart, you can add data labels to the data points of the chart. By default, the data labels are linked to values on the worksheet, and they update automatically when changes are made to these values.
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Data labels make a chart easier to understand because they show details about a data series or its individual data points. For example, in the pie chart below, without the data labels it would be difficult to tell that coffee was 38% of total sales. Depending on what you want to highlight on a chart, you can add labels to one series, all the series (the whole chart), or one data point.
Note: The following procedures apply to Office 2013 and newer versions. Looking for Office 2010 steps?
Add data labels to a chart
To make data labels easier to read, you can move them inside the data points or even outside of the chart. To move a data label, drag it to the location you want.
If you decide the labels make your chart look too cluttered, you can remove any or all of them by clicking the data labels and then pressing Delete.
Tip: If the text inside the data labels is too hard to read, resize the data labels by clicking them, and then dragging them to the size you want.
Change the look of the data labels
Use cell values as data labels
You can use cell values as data labels for your chart.
Change the text displayed in the data labels
Tip: If you want to add a comment about your chart or have only one data label, you can use a textbox.
Remove data labels from a chart
Add or remove data labels in a chart in Office 2010Add data labels to a chart (Office 2010)
Apply a different predefined label entry (Office 2010)
If you have entered custom label text but want to display the data label entries that are linked to worksheet values again, you can click Reset Label Text.
Create a custom label entry (Office 2010)
The size of the data label box adjusts to the size of the text. You cannot resize the data label box, and the text may become truncated if it does not fit in the maximum size. To accommodate more text, you may want to use a text box instead. For more information, see Add a text box to a chart.
Change the position of data labels (Office 2010)
You can change the position of a single data label by dragging it. You can also place data labels in a standard position relative to their data markers. Depending on the chart type, you can choose from a variety of positioning options.
Remove data labels from a chart (Office 2010)
Data labels make a chart easier to understand because they show details about a data series or its individual data points. For example, in the pie chart below, without the data labels it would be difficult to tell that coffee was 38% of total sales. Depending on what you want to highlight on a chart, you can add labels to one series, all the series (the whole chart), or one data point.
Add data labels
You can add data labels to show the data point values from the Excel sheet in the chart.
Click More Data Label Options to change the look of the data labels.
Change the look of your data labels
Change the text displayed in the data labels
Tip: If you want to add a comment about your chart or have only one data label, you can use a textbox.
Remove data labels
If you decide the labels make your chart look too cluttered, you can remove any or all of them by clicking the data labels and then pressing Delete.
Note: This removes all data labels from a data series.
In Visio Professional, a text callout data graphic (not to be confused with a callout shape) is a type of data graphic that can be applied after you import data to shapes in your drawing. The following example shows a text callout data graphic for the Memory field. It is represented by a chip icon, and the number of gigabytes follows the icon. Not all callout data graphics have icons like the example above. Sometimes you just need to use them for simple text labeling. For example, to show a department name, a phone number, a date, and so on. Applying the callout data graphic to shapes
Configuring other callout propertiesAfter applying a callout, you may need to configure it so that the graphic visualizes your data properly. For example, you might want to change properties like text formatting, or you may want to position it differently.
Insert animated, clickable callouts in Microsoft PowerPoint presentation slides so when the user clicks on a designated area of the slide, a text bubble appears. To make the callout appear only when clicked, associate the callout with a trigger shape. Assign the trigger shape to an area on the screen that, when clicked, displays the callout instead of advancing to the next slide.
Step 1
Open the presentation to edit in Powerpoint and then click the first slide to contain a callout.
Step 2
Click “Basic Shapes” in the AutoShapes section of the Drawing tool.
Step 3
Click the desired shape for the trigger and then drag the shape onto the slide. Adjust the size of the shape by dragging the sides or corners of the shape to cover the desired area on the slide. The trigger should be large enough for the user to be able to find and click during the presentation. Note that the trigger will be invisible, so the shape will not cover up the artwork on the slide once the trigger is configured.
Step 4
Click the “Callouts” option in the AutoShapes section of the Drawing tool and then click a callout shape. Drag the shape to the slide and then drop the callout on top of the trigger shape. Adjust the callout shape, as desired.
Step 5
Click inside the callout shape and then type the text to show on the slide pop-up.
Step 6
Right-click the callout to reveal the context menu. Click the “Custom Animation” option in the context menu to open the Custom Animation control panel.
Step 7
Click the “Add Effects” drop-down box and then click “Entrance.” Click “More Effects.”
Step 8
Click the “Faded Zoom” option and then click “OK.” The effect is added to the Custom Animation pane.
Step 9
Click the effect to open the associated drop-down menu and then click “Timing” in the drop-down menu to open the Faded Zoom Timing dialog box.
Step 10
Click the “Start Effect on Click of:” radio button then click the name of the trigger shape in the drop-down menu. Click “OK” to save the settings and close the dialog box.
Step 11
Right-click on the trigger shape in the slide then click “Format AutoShape.”
Step 12
Slide the “Transparency” slide to “100%.” This setting will make the trigger shape 100 percent transparent. Click “OK” to save the settings.
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Save the presentation then press “F5“ to test the slide. Click the trigger shape to test the callout.
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