Set Minimum and Maximum Values on Value Axis in PowerPoint 2011 for Mac

Let's imagine that you need to create a chart from data where values are not too different. Our sample data, shown in Figure 1, below, explores how people of different age brackets choose their favorite colors. If you look closely at the data, you will realize that all values span from between 285 and 365. So, does it makes sense to even discuss any value lower than 250 or above 370 for this data set. The answer to that question is not very easy to answer. Although we do show you how to show a more pronounced change in this tutorial, make sure you read The Ethics of Distortion box towards the end of this page.

Figure 1: What's your favorite color?

Yet, when you create sample column and bar charts from this data using PowerPoint's defaults, you'll end up with charts akin to what you see in Figure 2, below. The chart on the top shows columns that are very similar in their heights. There really is no contrast highlighting the findings of our data. It's the same story with the chart below where the bars look almost similar.

Figure 2: Value Axis in a Column chart and a Bar chart

The reason for lower contrast between values in these charts is that the minimum and maximum values set for the value axis are calculated from a minimum of zero. This actually makes the differences in the column height or bar widths so much less pronounced, and thus makes the chart much less effective as a visual medium.

Fortunately, you can easily choose your own maximum and minimum values. In the following steps, we are using our column chart as an example. But, the same techniques will work for bar charts too.

Follow these steps to learn more in PowerPoint 2011 for Mac:

1. First of all, take a look at your chart data and note what your minimum and maximum values. Our chart data that you saw in Figure 1 earlier on this page has a minimum value of 285, and a maximum value of 365. Now decide the minimum and maximum values to be assigned for your value axis. Considering our sample chart data, we decided to set our minimum value to be 250 (less than 285) and the maximum value to be 370 (more than 365).
2. Now, select the value axis of the chart. Right-click (or Ctrl+click) to access the context menu as shown in Figure 3, below. From this context menu, chose the Format Axis option, as shown in Figure 3.
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   Figure 3: Format Axis option selected for the value axis
3. Doing so opens the Format Axis dialog box, as shown in Figure 4, below.
4. 
   Figure 4: Format Axis dialog box
5. Within the Format Axis dialog box, locate the Minimum and Maximum options, highlighted in red within Figure 4, above. As you can see, the Minimum and Maximum options are set to Auto by default, which is indicated by the Auto check-boxes selected in front of these options.
4. Deselect the Auto check-box in front of the Minimum option, and then type a new minimum value, as shown highlighted in red within Figure 5 , below. For our sample chart, the Minimum value was changed to 250.
5. 
   Figure 5: Minimum Vertical axis value changed
5. Similarly, deselect the Auto check-box in front of the Maximum option, and then type a new maximum value, as shown highlighted in red within Figure 6 , below. For our sample chart, the Maximum value was changed to 370.
6. 
   Figure 6: Maximum Vertical axis value changed
6. Once you are done, click OK within the Format Axis dialog box to get back to your slide. Now you can see that the maximum and minimum values on the value axis have changed to the new values. If you compare the charts in Figure 7 with the charts in Figure 2, you will find that these changed charts provide a more pronounced contrast for the data.
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8. 
   Figure 7: Charts with changed Maximum and Minimum values on Vertical axis
7. Save your presentation often.