Add a Data Table to an Excel Chart: Steps and Tips

To add a data table beneath a chart in Excel for Microsoft 365 on Windows, select the chart, then choose Chart Design > Add Chart Element > Data Table > With Legend Keys or No Legend Keys. The table displays the chart’s plotted values below the chart; it is a chart element, not a separate range of worksheet cells.

What Excel’s chart data table does

A chart data table puts the figures represented by a chart directly under its plot area. It usually lists category labels down the first column and the values for each series in adjacent columns. For example, a column chart comparing quarterly sales for three products can show the same quarter and product values in a grid beneath the columns.

This can help readers check exact values without estimating from an axis or adding a data label to every bar or point. The chart still provides a visual overview, while the table supplies a compact numerical reference. It is especially useful when a chart will be printed, pasted into a report, or shared with people who need both the trend and the underlying figures at a glance.

The table is connected to the chart’s data source. It is not a second copy that you can edit independently: change the source data and the chart, including its data table, updates accordingly. To change a number, edit the worksheet cells that supply the chart.

Check chart type and source data first

Excel does not offer a chart data table for every chart type. The feature is commonly available for column, bar, line, and area charts. It is generally not offered for chart types such as pie, doughnut, scatter, stock, surface, and radar. Availability can depend on the particular chart setup, so check the Data Table menu after selecting the chart rather than assuming every variation is supported.

If Data Table is unavailable or disabled, a chart type that supports the feature may solve the problem. You can also keep the existing chart and place a normal worksheet range beside or below it instead. A PivotChart or a complex combination chart may have additional limitations; if the option is missing, use a regular supported chart or a separate worksheet table.

Before adding the element, confirm that the chart is based on the range you intend to present. Click the chart and choose Chart Design > Select Data to review the chart data range, category labels, and series. The data table reflects what the chart plots, not necessarily every row or column in the worksheet.

How to add a data table in Excel

Use the ribbon in the Windows desktop version of Excel for Microsoft 365:

Click the chart once to select it. The Chart Design and Format tabs should appear on the ribbon.
Open Chart Design > Add Chart Element.
Point to Data Table.
Choose With Legend Keys or No Legend Keys. Excel places the table beneath the chart.

With Legend Keys adds small color or pattern markers that identify the series. No Legend Keys leaves out those markers, which can make the table more compact when the chart legend already makes the series clear. The option you choose does not change the chart’s source data or the plotted values.

On current Microsoft 365 versions for Mac, select the chart and look for the equivalent controls on the Chart Design tab; ribbon layout and labels can vary slightly by update. Excel for the web may not expose every desktop chart-formatting option. If you cannot find Data Table in the web interface, open the workbook in the desktop app and check there.

Choose legend keys and make the layout readable

Legend keys are most useful when the chart contains multiple series and the table’s columns need clear identification. Imagine a line chart with separate lines for North, South, and West. Keys beside the series names can help a reader match each column of figures to the corresponding line color. If the series names are already obvious or the chart includes a clear legend, omitting the keys may reduce clutter.

A data table takes up space, so adding one can make a chart look cramped, particularly when the chart is small or has many categories. Consider making the chart wider, reducing unnecessary whitespace, or shortening long category labels at the source. Avoid shrinking the text until it becomes difficult to read. If the table has many rows or series, a separate worksheet table may be easier to scan than a dense element attached to the chart.

Use legend keys when readers may need help matching series names to colors.
Leave them out when a nearby legend already identifies the series clearly.
Check the chart at the size at which it will be viewed or printed.
Keep category and series labels concise enough to fit the available space.

Formatting and updating the table

The data table is part of the chart, so its appearance is managed as a chart element. Select the chart and use the chart formatting controls to adjust the overall design. Depending on the available options and chart type, Excel may let you choose table borders or other data-table settings through Chart Design > Add Chart Element > Data Table > More Data Table Options. The choices shown can differ across Excel versions.

Number formatting usually follows the chart’s underlying values and source formatting, but check the result rather than assuming every display detail will match a separately formatted worksheet range. If values appear with too many decimal places, consider adjusting the number format of the source cells and then checking the chart table again. Formatting the source cells can also affect other uses of those cells, so a separate presentation range may be preferable when the chart needs a special display.

When the chart source changes, the table updates to reflect the chart. For example, if a sales value changes from 120 to 135 in a source cell, the chart’s plotted value and the corresponding table entry should update. If you add a new category but it does not appear, check whether the chart’s data range includes the added row. Choose Chart Design > Select Data to inspect or revise that range.

Common problems and practical fixes

If the Data Table command is missing, first make sure the chart itself is selected, rather than a cell, the chart title, or another object. Then confirm the chart type supports the feature. If the option remains unavailable, try a supported column, bar, line, or area chart, or use a worksheet range as an alternative.

If the table shows unexpected labels or values, review the chart’s selected data range and series definitions. A chart can use the wrong row or column for category labels, or omit part of the intended source. In Chart Design > Select Data, verify the entries for the chart data range and the listed series. Correcting the source setup is better than trying to edit the chart data table itself.

If the chart becomes too crowded, remove the element by selecting the chart and choosing Chart Design > Add Chart Element > Data Table > None. You can also select the data table within the chart and press Delete. Removing it does not delete or change the worksheet data. If the values are still important, place a regular worksheet table nearby or use data labels for a smaller number of key points.

Chart data table versus worksheet table

These two features have similar names but different purposes. A chart data table is attached to a chart and presents the chart’s plotted data in a visual grid. It is useful for a quick reference alongside that chart, but it is not a normal cell range: you cannot select an individual entry as a worksheet cell, sort the table independently, or use it as a separate source for formulas.

A worksheet table is a structured range of cells. It can be sorted, filtered, formatted, referenced by formulas, and reused in other parts of a workbook. For a report that needs a large or detailed dataset, a worksheet table is usually more flexible. You can put it near the chart and format it independently, while keeping the chart focused on the main message.

There is also a third option: data labels. Labels put values next to bars, points, or other marks in the chart itself. They are effective when only a few values need emphasis, but can overlap in a chart with many categories. A chart data table favors exact-value lookup; data labels favor direct association with particular marks.

When a data table is a good choice

Add one when readers need to compare the visual pattern with the exact figures and the chart has enough room to show both. A monthly line chart with twelve values may benefit if the audience needs to identify a specific month’s result. A small chart with dozens of categories may not: the table can become crowded and compete with the chart for attention.

For a presentation, consider whether the audience can read the table from the back of the room. For a printed report, check the chart after resizing or changing page layout. If precise values matter more than the visual, a standalone worksheet table may be clearer. If only the highest or latest value matters, a data label or a short callout may communicate that point with less clutter.

Frequently Asked Questions

Can I add a data table to any Excel chart?
No. Excel supports chart data tables for several common types, including column, bar, line, and area charts, but not every chart type has the option. Select the chart and inspect Chart Design > Add Chart Element > Data Table to see whether it is available.

How do I show the legend in an Excel chart data table?
Select the chart, then choose Chart Design > Add Chart Element > Data Table > With Legend Keys. The keys help identify which series each set of values belongs to. Choose No Legend Keys if the chart legend already provides enough context.

Can I edit the numbers directly in the chart data table?
No. The chart data table is a display element, not an editable worksheet range. Change the values in the cells used by the chart; the chart and its table then update from that source.

Why is Data Table grayed out in Excel?
The chart may not be selected, or the selected chart type may not support a data table. Select the chart area and check the command again. If it is still unavailable, use a supported chart type or add a normal worksheet table beside the chart.

How do I remove a chart data table without deleting my data?
Select the chart and choose Chart Design > Add Chart Element > Data Table > None, or select the table element and press Delete. This removes only the chart element; the worksheet cells that supply the chart remain unchanged.

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Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

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