Slide Decks: Charts and Graphs 

before you start

Think about the last time you saw data in a meeting or a news story. Was it shown in a table or as a colorful chart? Charts and graphs turn numbers into visual stories, making information quicker and easier to understand.

1. Charts and Graphs

Charts and graphs are visual tools that turn numbers into pictures, helping people understand information quickly. In this lesson, we use the terms charts and graphs interchangeably. This keeps the focus on using visual tools effectively.

Some chart types work better than others depending on the data. Picking the right one makes it easier to spot patterns, trends, and comparisons (Reynolds, 2019).

The table below details three common chart types.

Chart Type	What It Is	When to Use	Best For	Examples
Line graph	A chart that connects data points with a line to show changes over time	To show trends, growth, or decline across time	Continuous data that follows a timeline	Website traffic over 6 months Sales by quarter
Bar chart	A chart that uses horizontal or vertical bars to compare values	To compare different categories or groups side by side	Distinct items that are not related by time	Sales by product Survey results by department Team performance metrics
Pie chart	A circular chart divided into slices to show parts of a whole	To show how individual parts make up a total (100%)	Percentages with 3–7 categories (more categories make pie charts hard to read)	Budget breakdown Market share Survey response categories (Bolling et al., 2024)

IN CONTEXT: Choosing the Right Chart for the Message

A district manager is creating a report for company leaders. The report includes three types of data:

• Monthly sales trends: A line graph shows changes over time. It highlights a sales peak in November and December.
• Store comparisons: A bar chart compares sales across locations. It clearly shows which stores performed best.
• Budget breakdown: A pie chart shows how the budget is divided into three parts totaling 100%: 45% for inventory, 30% for staff, and 25% for operations.

Using the right chart type helps the team understand the data quickly and make better plans for the next quarter.

To help visualize different chart types, explore the slides in the following slideshow.

Select the right arrow to move forward or the left arrow to go back.

try it

Match each data set with the best chart type:

1. Number of tasks completed by each team (e.g., Marketing, Sales, and Support)
2. Customer calls received each day for one week (Monday to Friday)
3. Monthly office budget split into supplies, travel, and software

Chart types:

• Line graph
• Bar chart
• Pie chart

big idea

The right chart type transforms confusing numbers into clear visual stories that help audiences understand and remember your data.

terms to know

Charts and Graphs

Visual tools that show data in a way that is quick and easy to understand.

Line Graph

A chart that displays data points connected by lines to show how values change over time.

Bar Chart

A chart that uses rectangular bars to compare different categories or groups of data.

Pie Chart

A circular chart divided into slices to show how parts contribute to a whole, typically used for percentages.

---

2. Creating a Chart From Spreadsheet Data

Choosing the right chart is step one. Next, you will explore how to create a chart using spreadsheet data.

Presentation tools like PowerPoint and Google Slides can create charts directly from spreadsheet data. This makes it easier to turn numbers into visuals that are clear and professional-looking (Microsoft, n.d.).

You can:

• Copy and paste data from an existing spreadsheet.
• Type data directly into the chart tool in your presentation software.

Before you build a chart, set up your data clearly in the spreadsheet. The table below shows how to organize your data and why each step matters. It also includes common mistakes to avoid when creating charts.

Do’s	Why It Matters
Put category labels (names of groups or items) in the first column, such as “January” or “Product A.”	Helps chart tools group data correctly
Put numbers in the columns next to the labels.	Keeps data linked to the right category
Use clear headers (titles that explain each column).	Describes what each row and column shows
Remove extra rows or blank cells.	Helps avoid chart errors or clutter
Don'ts	Why It Matters
Do not include the TOTAL row in your chart selection.	Distorts the visual accuracy of the data
Do not use a pie chart unless you are showing parts of a whole.	Misleads if the values do not add up to 100%
Do not mix too many chart features or data in one graph.	Makes the chart confusing and hard to read
Do not use vague labels like “Data1,” “Info,” or “Misc.”	Makes it difficult to understand what the chart represents

Clean and organized data makes charts easier to create and easier to read.

EXAMPLE

A sales manager lists team names in the first column and monthly sales numbers in the second to create a clear bar chart.

Include only the data that helps make your point. This keeps your chart clear and easy to understand. The table below shows what to include and what to avoid.

Good Practice	Avoid
Highlight key trends or comparisons.	Too much data that clutters the chart
Leave out data that does not support your point.	Too little data that lacks context

try it

Choose a small set of spreadsheet data to copy from Excel and paste into PowerPoint. Create a chart by selecting the table and going to Insert > Chart.

• What chart type did you choose and why?
• Did you organize your data with clear labels and headers?
• Does the chart clearly show trends, comparisons, or parts of a whole?

Reflect on how your chart format helps make the information easier to understand.

It is also important to think about who will see your chart. Choose a chart style that matches how comfortable your audience is with data. The table below shows how to decide.

Audience	Chart Style
Business executives	Summary charts with clear labels and headings
Technical teams	Detailed charts showing all data points, precise values, and multiple variables
General staff	Simple visuals with short titles and notes

Always aim for clarity. A good chart helps your audience see what matters—quickly and confidently.

EXAMPLE

A project lead shares a summary pie chart with executives during a budget meeting. They give the finance team a detailed spreadsheet with line graphs for deeper analysis.

big idea

Well-organized spreadsheet data creates professional charts that communicate your message clearly and support informed decision-making.

terms to know

Category Labels

Text descriptions that identify what each data series or group represents in a chart.

Headers

Short titles at the top of each column or row in a spreadsheet.

---

3. Animating Chart Elements

Once you have built an easy-to-read chart, you can add simple animations to make key points stand out.

Chart animations—effects that reveal data step by step—can help your audience focus on the right information at the right time and follow your message more easily (Microsoft, n.d.).

The table below shows the reasons to use chart animations.

What They Do	Why They Help
Show data gradually	Keep people from jumping ahead
Focus on one point at a time	Help explain each part clearly
Match your message flow	Support your storytelling with visuals

EXAMPLE

In a team update, a presenter shows one sales region at a time on a chart. This helps the team stay focused and understand each part clearly.

Use animations to guide your audience through your chart. The examples below show how this can work with different chart types.

• Line graphs: Show points in chronological order to highlight a trend.
• Bar charts: Animate bars in logical order—by size for rankings or by category for comparisons.
• Pie charts: Reveal one slice at a time to keep attention on each part.

These small effects help your audience follow the story, not just the numbers.

watch

Take a look at this short video to learn how to animate chart elements in a simple, effective way. The example shown uses PowerPoint, but Google Slides includes similar animation features for charts—though with fewer options.

Stick to simple, professional animations like “Appear” or “Fade in.” Avoid flashy effects, such as “Bounce,” “Spin,” or “Zoom with sound,” as they can distract from your message instead of supporting it (Reynolds, 2019).

Though simple animations work well, they are not always needed. The type of presentation can help you decide this. The table below shows what works best in different settings.

Presentation Type	Ideal Animation Choice
Business meetings	Minimal or no animation for open discussion
Trainings or lessons	Step-by-step reveals to guide learning

hint

Always ask: Does this animation help the audience follow the main point step by step? If not, skip it.

try it

Imagine you are showing a line graph of website traffic.

• It starts low in January, rises gradually through the year, and then shows a sharp increase in December due to holiday sales.

How could you use animation to tell this story clearly?

• Which points would you show first?
• Would you reveal the months one at a time?
• How would this help your audience follow the trend?

Think about how simple animations can help your chart tell the story step by step.

big idea

Simple chart animations help your audience focus and understand your message without adding confusion.

term to know

Chart Animations

Movement effects applied to chart elements to control how data appears during presentations.

REFERENCES

Bolling, T., Mitchell, A., Scott, T., & Wheeler, N. (2024). Workplace software and skills. OpenStax. openstax.org/details/books/workplace-software-skills

Microsoft. (n.d.). Create a chart from start to finish. support.microsoft.com/en-us/office/create-a-chart-from-start-to-finish-0baf399e-dd61-4e18-8a73-b3fd5d5680c2

Reynolds, G. (2019). Presentation zen: Simple ideas on presentation design and delivery (3rd ed.). New Riders. www.presentationzen.com