How to make a PPT chart: complete steps to make it from scratch

Key points of this article

First write the one-sentence conclusion to be proved by this chart, then select the chart type, and finally insert the data. The probability of rework is higher if the order is reversed.
Give priority to inserting native charts instead of screenshots. Data can be modified directly in the slide. There is no need to redo the numbers when updating them.
Chart types are selected according to four types of tasks: comparison, composition, trend, and distribution. If the wrong type is selected, it will be difficult for readers to understand.
After finishing, check the data source, unit, coordinate axis starting point and legend, and open it on another computer to check it again
When the data is already in the table, organize the data area first and then put it into the slide, which can reduce subsequent modifications one by one.

When many people make PPT, the chart is the last thing they add: copy a few columns of numbers from the table, apply a default style, and paste it into the slide. As a result, the people in the audience don’t know what it wants to explain after reading it for a long time. People who report to leaders, explain progress to research groups, and make plans for clients are all prone to this situation.

This article is for anyone who needs to make a chart from scratch. After reading, you can complete the whole thing in a fixed order: first determine the conclusion of the chart, then select the type, insert the chart, fill in the data, adjust the style, and finally check item by item. This article will distinguish between the two situations of "creating native charts directly in the slide" and "the data is already in the table", and explain which step in the process OmniDoc's UniPPT slides are at.

How to make PPT charts? One sentence conclusion

Direct answer: First write a sentence to be proved by this chart, then select the chart type, and finally insert the data and adjust the style. When the order is reversed, a common situation is that after the picture is completed, it is discovered that it cannot express the intended meaning.

your situation	Recommended practices	reason
To compare the numerical sizes of several items	Bar chart (vertical or horizontal)	Comparable at a glance, suitable for ranking and comparison
To explain the proportion or composition of	Pie chart or donut chart, used when there are few categories	The relationship between parts and the whole is intuitive, and it is difficult to distinguish when there are many categories
To show trends over time	Line chart	Time is placed on the horizontal axis, and the trend is continuously readable
It depends on the data distribution or the relationship between two variables	Scatter plot	The aggregation and dispersion of points can reveal patterns
There are only two or three numbers, and I just want to emphasize one conclusion.	No charts, just large numbers with simple labels	The more complex the chart, the more easily the focus is diluted

Before you start: Confirm these points first

Whether the data has been sorted. Each column should have a header, the units should be consistent, and there should be no merged cells. The chart reads numbers one by one according to the data area. Merging cells will cause data misalignment, which will be difficult to find later.
Whether the diagram is for live presentation or attached to the document. The pictures used for demonstration should have large font size, few elements, and can be seen clearly in the back row; the pictures attached to the document can retain more details. The font sizes and labeling densities of the two are very different, so decide on the purpose first before proceeding.
Slideshow color and font. If the entire set of PPT already has a template, the color of the chart should be the main color and auxiliary color in the template, otherwise the page will appear abrupt.
Whether bilingual version is required. When the same material is to be given to English readers, you can use OmniDoc to translate PPTX into bilingual versions or output only the translation. After translation, check the axis names and legends in the charts page by page, because these words are easily missed parts. Machine-translated technical terms require manual verification.

Steps to create a native chart from scratch in a slideshow

Create a new or open the target slide and write the title as a conclusion sentence. For example, "sales in East China increased quarter-on-quarter in the third quarter" instead of "sales data". Readers should see the conclusion first, and then look at the pictures to gain direction.
Insert chart. Use the insert chart function of the office software and select the chart corresponding to the previous section among the available types, such as a bar chart for comparing values.
Fill in the data in the pop-up data table. Paste your data in, keep only the required rows and columns, and delete the default sample data, otherwise the old data will remain in the graph.
Check whether the data range is correct. The number of data series and categories should be consistent with the table. If they are inconsistent, adjust the data area until the graph matches the table.
Set the coordinate axis. The starting point of the vertical axis of bar charts and line charts usually starts from 0. If the coordinate axes are truncated in order to magnify differences, this should be noted next to the figure to avoid misleading readers.
Add unit and data labels. The unit is written in the axis name or label. The data label only labels the values that the reader needs to compare, not every point.
Adjust color and font size. Highlight one series you want to emphasize, and use light colors of the same color for the rest; the font size should ensure that it can be seen clearly in the back row during projection.
Write two or three sentences of description next to the picture. Point out the key points that readers should see, such as "Eastern China has the largest growth rate, mainly from new customers." Do not let readers guess from the picture.

If the data is already in the table

This article talks about building pictures directly in the slide. If the data already exists in the Excel table, the process is another way: first select only the required data area in the table, confirm that the header and unit are correct, and then copy this data to the chart data table of the slide. The data structure remains consistent with the source table. When modifying the numbers later, you only need to update one place, and there is no need to refill it cell by cell.

Arrange slides in OmniDoc

The OmniDoc desktop client (download.omnidoc.top) includes UniPPT slides, suitable for building a complete set of pages in the same workspace. The recommended division of labor is: first determine the conclusion sentence and page structure of each page in UniPPT, the type and data of the charts are still determined in the order of this article, and finally checked page by page. Please refer to the actual function in the client for the specific location of inserting the chart.

Check each item after completion

Just because the diagram is finished does not mean it can be delivered directly. The following suggestions should be checked one by one:

Check items	How to see	What to do if there is a problem
Is the data consistent with the source table?	Compare key figures row by row, focusing on totals, high values, and low values	Go back to the chart data table and make changes. Do not change the numbers directly on the chart by hand.
Units and decimal places	Are the three units of axis names, data labels, and text consistent?	Unified to the same unit, please indicate next to the figure when conversion is required.
Coordinate axis starting point	Whether the vertical axis starts from a reasonable position, and whether the differences are exaggerated	Indicate truncation, or change it to coordinate axis starting from 0
Legend and color	Can different series be distinguished, and can they still be recognized after black-and-white printing?	Reduce color variations, switch to shapes, or directly label the series name
Switch to a computer and open it	Whether font, font size, color, and position have changed	Use common fonts, or export as PDFs before checking the layout
Translate content	Have the scroll names, legends, and titles all been translated?	Fill in missing text page by page, with terminology consistent with the entire text

📊 Core Comparison

There are three common ways to display data visualization content in slides. The main difference lies in whether they can be modified later.

Method	Can you directly change the data?	Suitable for the scene	Notes
Native charts	Yes, you can modify it directly in the data table	The materials need to be repeatedly revised or unified with other page styles	Data must be synchronized at all times to avoid forgetting to modify the table after changing the table
Screenshot inserted image	No	Only images that have been finalized and remain unchanged are shown	Screenshots must be redone when the numbers are updated
Images generated by external tools	No	Quoting charts published by others	The source must be cited, and permission to use it must be confirmed

❓ Frequently Asked Questions (FAQ)

1. How to use PPT charts without looking flashy?

Place only one main image per page, letting the chart serve the conclusion in the title. Remove 3D effects, unnecessary gridlines, and meaningless decorations, and keep the colors within two or three types.

2. How to analyze data in PPT charts?

First, calculate the proportion, growth rate, and ranking in the table, then create a chart of the results. Charts are responsible for presentation, and analysis conclusions should be written on the page; readers cannot rely solely on charts to make their own judgments.

3. Can PPT charts be modified after generation?

Native charts can be modified in data tables, while screenshots can only be redone. Materials that need to be repeatedly adjusted should prioritize using native charts.

4. What is the difference between PPT charts and tables?

Tables make it easy to check precise values, and charts make changes and comparisons easy to see at a glance. When both are needed, you can use charts to show the pattern and place the specific numbers in a small table or notes nearby.

📝 Summary

How to create a PPT chart depends on the order: first determine the conclusion, then select the type, then insert the native chart, fill in the data, and finally check each item one by one. Native charts are easy to modify; existing tables can be organized in data areas before adding slides. After completing the work, review the checklist once more, so the chart and chart can truly help readers understand the material.

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