Dynamic charts in excel

When you create a chart in Excel and the source data changes, you need to update the chart’s data source to make sure it reflects the new data.

In case you work with charts that are frequently updated, it’s better to create a dynamic chart range.

What is a Dynamic Chart Range?

A dynamic chart range is a data range that updates automatically when you change the data source.

This dynamic range is then used as the source data in a chart. As the data changes, the dynamic range updates instantly which leads to an update in the chart.

Below is an example of a chart that uses a dynamic chart range.

Note that the chart updates with the new data points for May and June as soon as the data in entered.

How to Create a Dynamic Chart Range in Excel?

There are two ways to create a dynamic chart range in Excel:

• Using Excel Table
• Using Formulas

In most of the cases, using Excel Table is the best way to create dynamic ranges in Excel.

Let’s see how each of these methods work.

Click here to download the example file.

Using Excel Table

Using Excel Table is the best way to create dynamic ranges as it updates automatically when a new data point is added to it.

Excel Table feature was introduced in Excel 2007 version of Windows and if you’re versions prior to it, you won’t be able to use it (see the next section on creating dynamic chart range using formulas).

Pro Tip: To convert a range of cells to an Excel Table, select the cells and use the keyboard shortcut – Control + T (hold the Control key and press the T key).

In the example below, you can see that as soon as I add new data, the Excel Table expands to include this data as a part of the table (note that the border and formatting expand to include it in the table).

Now, we need to use this Excel table while creating the charts.

Here are the exact steps to create a dynamic line chart using the Excel table:

That’s it!

The above steps would insert a line chart which would automatically update when you add more data to the Excel table.

Note that while adding new data automatically updates the chart, deleting data would not completely remove the data points. For example, if you remove 2 data points, the chart will show some empty space on the right. To correct this, drag the blue mark at the bottom right of the Excel table to remove the deleted data points from the table (as shown below).

While I have taken the example of a line chart, you can also create other chart types such as column/bar charts using this technique.

Using Excel Formulas

As I mentioned, using Excel table is the best way to create dynamic chart ranges.

However, if you can’t use Excel table for some reason (possibly if you are using Excel 2003), there is another (slightly complicated) way to create dynamic chart ranges using Excel formulas and named ranges.

Suppose you have the data set as shown below:

To create a dynamic chart range from this data, we need to:

1. Create two dynamic named ranges using the OFFSET formula (one each for ‘Values’ and ‘Months’ column). Adding/deleting a data point would automatically update these named ranges.
2. Insert a chart that uses the named ranges as a data source.

Let me explain each step in detail now.

Step 1 – Creating Dynamic Named Ranges

Below are the steps to create dynamic named ranges:

• Go to the ‘Formulas’ Tab.
• Click on ‘Name Manager’.
• In the Name Manager dialog box, specify the name as ChartValues and enter the following formula in Refers to part: =OFFSET(Formula!$B$2,,,COUNTIF(Formula!$B$2:$B$100,”<>”))
• Click OK.
• In the Name Manager dialog box, click on New.
• In the Name Manager dialog box, specify the name as ChartMonths and enter the following formula in Refers to part: =OFFSET(Formula!$A$2,,,COUNTIF(Formula!$A$2:$A$100,”<>”))
• Click Ok.
• Click Close.

The above steps have created two named ranges in the Workbook – ChartValue and ChartMonth (these refer to the values and months range in the data set respectively).

If you go and update the value column by adding one more data point, the ChartValue named range would now automatically update to show the additional data point in it.

The magic is done by the OFFSET function here.

In the ‘ChartValue’ named range formula, we have specified B2 as the reference point. OFFSET formula starts there and extends to cover all the filled cells in the column.

The Same logic works in the ChartMonth named range formula as well.

Step 2 – Create a Chart Using these Named Ranges

Now all you need to do is insert a chart that will use the named ranges as the data source.

Here are the steps to insert a chart and use dynamic chart ranges:

That’s it! Now your chart is using a dynamic range and will update when you add/delete data points in the chart.

A few important things to know when using named ranges with charts:

• There should not be any blank cells in the chart data. If there is a blank, named range would not refer to the correct dataset (as the total count would lead to it referring to less number of cells).
• You need to follow the naming convention when using the sheet name in chart source. For example, if the sheet name is a single word, such as Formula, then you can use =Formula!ChartValue. But if there is more than one word, such as Formula Chart, then you need to use =’Formula Chart’!ChartValue.

You May Also Like the Following Excel Tutorials:

• How to Create a Thermometer Chart in Excel.
• How to Make a Bell Curve in Excel.
• Creating a Step Chart in Excel.
• Creating a Pareto Chart in Excel.
• How to Make a Histogram in Excel
• How to Add Error Bars in Excel (Horizontal/Vertical/Custom)

I have a strong reason for you to use a dynamic chart range. It happens sometimes that you create a chart and at the time when you update it you have to change its range manually.

Even when you delete some data, you have to change its range. Maybe it looks like that changing a chart range is no big deal. But what, when you have to update data frequently?

You do need a dynamic chart range.

Are you sure, I need a Dynamic Chart Range?

Yes, 100%. Alright, let me show you something.

Below, you have a chart with the month-wise amount and when you add the amount for Jun, chart values are the same, there is no change. Now the thing is, you have to update the chart range manually to include Jun in the chart. So what do you think, using a dynamic chart range is a time-saver?

Using Data Table for Dynamic Chart Range

If you are using the 2007 version of excel or above then using a data table instead of a normal range is the best way.

All you have to do, convert your normal range into a table (use shortcut key Ctrl + T) and then use that table to create a chart. Now, whenever you add data to your table it will automatically update the chart as well.

In the above chart, when I have added the amount for Jun, the chart gets updated automatically. The only thing that leads you to use the next method is when you delete data from a table, your chart will not get updated.

The solution to this problem is when you want to remove data from the chart just delete that cell by using the delete option.

Using Dynamic Named Range

Using a dynamic named range for a chart is a bit tricky but it’s a one-time setup. Once you do that, it’s super easy to manage it. So, I have split the entire process into two steps.

1. Creating a dynamic named range.
2. Changing source data for the chart to dynamic named range.

Creating a Dynamic Named Range for Dynamic Chart

To create a dynamic named range we can use OFFSET Function.

Quick Intro to Offset: It can return a range’s reference which is a specified number of rows and columns from a cell or range of cells. We have the following data to create a named range.

In column A we have months and amounts in column B. And, we have to create dynamic named ranges for both of the columns so that when you update data your chart will update automatically.

Download this file to follow along.

Here are the steps.

1. Go to Formulas Tab -> Defined Names -> Name Manager.
   
2. Click on “New” to create a named range.
   
3. Now, in the new name window, enter the following formula (I will tell you further how it work).
   • =OFFSET(Sheet2!$B$2,0,0,COUNTA(Sheet2!$B:$B)-1,1)
4. Name your range “amount”.
   
5. Click OK.
6. Now, create another named range by using following formula.
   • =OFFSET(Sheet2!$A$2,0,0,COUNTA(Sheet2!$A:$A)-1,1)
7. Name it “month”.
8. Click Ok.

At this point, we have two named ranges, “month” & “amount”. Now, let me tell you how it works. In the above formulas, I have used the count function to count the total number of cells with a value. Then I have used that count value as a height in offset to refer to a range.

In the month range, we have used A2 as starting point for offset and counting the total number of cells having in column B with counta (-1 to exclude heading) which gives reference to A2:A7.

Changing Source Data for the Chart to the Dynamic Named Range

Now, we have to change source data to named ranges we have just created. Oh, I am sorry I forget to tell you to create a chart, please insert a line chart. Here are the further steps.

1. Right click on your chart and select “Select Data”.
   
2. Under legend entries, click on edit.
   
3. In series values, change range reference with named range “amount”.
   
4. Click OK.
5. In horizontal axis, click edit.
   
6. Enter named range “months” for the axis label.
   
7. Click Ok.

All is done. Congratulations, now your chart has a dynamic range.

Sample File

Last Words

Using a dynamic chart range is a super time saver & it will save you a lot of effort. You don’t have to change your data range again and again. Every time when you update your data your chart is instantly updated.

More Charting Tips and Tutorials

• How to Add a Horizontal Line in a Chart in Excel
• How to Add a Vertical Line in a Chart in Excel
• How to Create a Bullet Chart in Excel
• How to Create a Dynamic Chart Title in Excel
• How to Create Interactive Charts In Excel
• How to Create a Sales Funnel Chart in Excel
• How to Create a HEAT MAP in Excel
• How to Create a HISTOGRAM in Excel
• How to Create a Pictograph in Excel
• How to Create a Milestone Chart in Excel
• How to Insert a People Graph in Excel
• How to Create PIVOT CHART in Excel
• How to Create a Population Pyramid Chart in Excel
• How to Create a SPEEDOMETER Chart [Gauge] in Excel
• How to Create a Step Chart in Excel
• How to Create a Thermometer Chart in Excel
• How to Create a Tornado Chart in Excel
• How to Create Waffle Chart in Excel

This tutorial will demonstrate how to create a dynamic chart range in all versions of Excel: 2007, 2010, 2013, 2016, and 2019.

By default, when you expand or contract a data set used for plotting a chart in Excel, the underlying source data also has to be manually adjusted.

However, by creating dynamic chart ranges, you can avoid this hassle.

Dynamic chart ranges allow you to automatically update the source data every time you add or remove values from the data range, saving a great deal of time and effort.

In this tutorial, you will learn everything you need to know to unleash the power of Dynamic Chart Ranges.

Dynamic Chart Ranges – Intro

Consider the following sample data set analyzing profit margin fluctuations:

Basically, there are two ways to set up a dynamic chart range:

1. Converting the data range into a table
2. Using dynamic named ranges as the chart’s source data.

Both methods have their pros and cons, so we will talk about each of them in greater detail to help you determine which will work best for you.

Without further ado, let’s get started.

The Table Method

Let me start off by showing you the fastest and easiest way to accomplish the task at hand. So, here’s the drill: Turn the data range into a table, and you’re golden—easier than shelling peas.

That way, everything you type into the cells at the end of that table will automatically be included in the chart’s source data.

Here is how you can make that happen in just two simple steps.

Step #1: Convert the data range into a table.

Right out of the gate, transform the cell range containing your chart data into a table.

1. Highlight the entire data range (A1:B6).
2. Click the Insert tab.
3. Hit the “Table” button.

In the Create Table dialog box, do the following:

1. Double-check that the highlighted cell range matches the entire data table.
2. If your table contains no header row, uncheck the “My table has headers” box.
3. Click “OK.“

As a result, you should end up with this table:

Step #2: Create a chart based on the table.

The foundation has been laid, which means you can now set up a chart using the table.

1. Highlight the entire table (A1:B6).
2. Navigate to the Insert tab.
3. Create any 2-D chart. For illustration purposes, let’s set up a simple column chart (Insert Column or Bar Chart > Clustered Column).

That’s it! To test the technique, try adding new data points at the bottom of the table to see them automatically charted on the plot. How much simpler can it get?

NOTE: With this approach, the data set should never contain empty cells in it—that will ruin the chart.

The Dynamic Named Range Method

Though easy to apply, the previously demonstrated, Table Method has some serious cons. For instance, the chart gets messed up whenever the fresh data set ends up being smaller than the initial data table—plus, sometimes you simply don’t want the data range to be converted into a table.

Opting for named ranges may take slightly more time and effort on your part, but the technique negates the cons of the table method and, on top of that, makes the dynamic range a lot more comfortable to work with in the long haul.

Step #1: Create the dynamic named ranges.

To start with, set up the named ranges that will eventually be used as the source data for your future chart.

1. Go to the Formulas tab.
2. Click “Name Manager.”
3. In the Name Manager dialog box that appears, select “New.”

In the New Name dialog box, create a brand new named range:

1. Type “Quarter” next to the “Name” field. For your convenience, make the name of the dynamic range match the corresponding header row cell of column A (A1).
2. In the “Scope” field, select the current worksheet. In our case, that’s Sheet1.
3. Enter the following formula into the “Refers to” field: =OFFSET(Sheet1!$A$2,0,0,COUNTA(Sheet1!$A:$A)-1,1)

In plain English, every time you change any cell in the worksheet, the OFFSET function returns only the actual values in column A, leaving out the header row cell (A1), while the COUNTA function recalculates the number of the values in the column each time the worksheet is updated—effectively doing all the dirty work for you.

Let’s break down the formula in greater detail to help you understand how it works:

NOTE: The name of a named range must start with a letter or underscore and should contain no spaces.

By the same token, set up another named range based on column Profit Margin (column B) with the help of this formula and label it “Profit_Margin”:

=OFFSET(Sheet1!$B$2,0,0,COUNTA(Sheet1!$B:$B)-1,1)

Repeat the same process if your data table contains multiple columns with actual values. In our case, as a result, you should have two named ranges ready for action:

Step #2: Create an empty chart.

We’ve made it through the trickiest part. Now, it’s time to set up an empty chart so that you can manually insert the dynamic named ranges into it.

1. Select any empty cell in the current worksheet (Sheet1).
2. Go back over to the Insert tab.
3. Set up any 2-D chart you want. For our example, we will create a column chart (Insert Column or Bar Chart > Clustered Column).

Step #3: Add the named range/ranges containing the actual values.

First, insert the named range (Profit_Margin) linked to the actual values (column B) into the chart.

Right-click on the empty chart and choose “Select Data” from the contextual menu.

In the Select Data Source dialog window, click “Add.”

In the Edit Series box, create a new data series:

1. Under “Series name,” highlight the corresponding header row cell (B1).
2. Under “Series values,” specify the named range to be plotted on the chart by typing the following: “=Sheet1!Profit_Margin.” The reference is made up of two parts: the names of the current worksheet (=Sheet1) and the respective dynamic named range (Profit_Margin). The exclamation mark is used to bind the two variables together.
3. Select “OK.”

Once there, Excel will automatically chart the values:

Step #4: Insert the named range with the axis labels.

Finally, replace the default category axis labels with the named range comprised of column A (Quarter).

In the Select Data Source dialog box, under “Horizontal (Category) Axis Labels,” select the “Edit” button.

Then, insert the named range into the chart by entering the following reference under “Axis label range:”

=Sheet1!Quarter

Finally, the column chart based on the dynamic chart range is ready:

Check this out: The chart gets updated automatically whenever you add or remove data in the dynamic range.