Excel Data Bars (Table of Contents)
Data Bars in Excel
Data Bars in Excel is the combination of Data and Bar Chart inside the cell, which shows the percentage of selected data or where the selected value rests on the bars inside the cell. Data bar can be accessed from the Home menu ribbon’s Conditional formatting option’ drop-down list. If we go there, we will be able to see Gradient Fill and Sold Fill Data bar. Whereas gradient fill uses the shades in the cell with values, and solid fill uses the sold dark color fil. Suppose we have a list of 10 numbers, and if we use Data Bars, then it will automatically calculate the length of the bars it should keep for all the selected values inside the cell.
How to Add Data Bars in Excel?
Adding Data bars in Excel is very simple and easy. Let’s understand the working of adding data bars in excel with some examples.
Example #1 – Difference between Chart & Data Bars
Now see the difference between a chart and a data bar. For this, I have taken some sales data to show the numbers in graphics.
For this data, let me apply a simple Column Bar Chart.
Step 1: Go to Insert and click on a Column chart.
Step 2: Now, we have a simple Column chart for our data.
Wow!! Looks good to go and present. But wait, we have more interesting graphics which shows the bars inside the respective cell itself; I am sure you will be amused at seeing them.
We will add excel Data bars for this data which shows the bars inside the cell along with the numbers. Follow the below steps to add data bars in Excel.
Step 3: Select the number range from B2 to B11.
Step 4: Go to the HOME tab. Select Conditional Formatting and then select Data Bars. Here we have two different categories to highlight; select the first one.
Step 5: Now, we have a beautiful bar inside the cells.
The highest value has the largest bar in this group; the least value has the short bar. This is automatically picked by excels conditional formatting only.
Show Only Bars & No Numbers
Showing in cell bars is not the end of the Data bar technique; it has many more techniques in it.
In case if you do not want to see numbers but want to see only bars in the cell, you can choose to show only bars instead of showing both of them. In order to show only bars, you can follow the below steps.
Step 1: Select the number range from B2:B11.
Step 2: Go to Conditional Formatting and click on Manage Rules.
Step 3: As shown below, double click on the rule.
Step 4: Now, in the below window, select Show Bars Only and then click OK.
Step 5: Now, we will see only bars instead of both numbers and bars.
Example #2 – With Negative Numbers
Excel Data bars works for negative numbers as well. I have a student’s six competitive exam scores. Due to negative marking, some of the students in some of the exams got negative marks.
By looking at the data, suddenly you cannot tell which student got negative marks in exams. We need some highlights here also to identify the top scores in each exam very quickly. This can be done by using the Data Bar technique in conditional formatting.
Step 1: Select the Exam 1 Scores range of cells.
Step 2: Go to Conditional Formatting and select Data bars. Select gradient fills but do not select red bars because we have negative numbers here. All the negative numbers will be represented by red bars.
Step 3: Now we have bars. We can quickly identify the negative scores easily.
Step 4: For other remaining 5 exams, you need not apply conditional formatting one by one; rather, you can copy the currently applied conditional formatting range and paste it as formats.
Copy the current conditional formatting range by pressing Ctrl + C.
Step 5: Select the remaining 5 exam range. Press ALT + E + S + T. This is the shortcut key for pasting the only format of the copied cells.
Step 6: We will have conditional formatting data bars for all the exams now.
Things to Remember About Data Bars in Excel
- There are two kinds of Data Bars available in Excel. Select Gradient if you present both bar and numbers together or if you are showing only bars select Solid.
- You can change the color of the bar under Manage Rule and change the color there.
- When the data includes negative values, bars will be created from half of the cell, not from the left-hand side of the cell.
This has been a guide to Data Bars in Excel. Here we discuss how to add Data Bars in Excel along with excel examples and a downloadable excel template. You may also look at these useful charts in excel –