Mastering the Art of Organizing and Presenting Information in Spreadsheets

4 min readDec 5, 2024

Effective data organization and presentation are vital for making sense of large datasets. While spreadsheets allow storing vast amounts of data, their real power lies in the ability to extract insights, identify patterns, and present trends visually. In this guide, we will explore how to organize, sort, and present data effectively, with a focus on creating charts and other visualization techniques.

Why Organizing and Presenting Information Matters

Spreadsheets, though rich in functionality, can become overwhelming when dealing with endless rows and columns of raw data. Proper organization enables you to extract relevant information and present it in a way that tells a story. Visualization tools, such as charts, make it easier for the audience to interpret data and identify trends, enhancing decision-making and communication.

Sorting Data for Better Organization

Sorting is a fundamental technique to arrange data systematically. It helps streamline datasets, making it easier to locate specific values and uncover trends.

Sorting Data with Letters and Numbers

When sorting mixed data:

Numerical values are prioritized in ascending order.
In descending order, letters take precedence over numbers.

Steps to Sort Data

Select the Range: Highlight the cells you want to sort. Avoid including column headers unless instructed otherwise.
Use Toolbar Buttons: Click the “Sort Ascending” or “Sort Descending” buttons on the toolbar for a quick sort.
Custom Sorting Options: If sorting by a column other than the leftmost one, use the “Custom Sort” option:

Right-click the range.
Open the Sort dialogue box.
Specify the primary column and additional sorting criteria.

Key Considerations

Headers: Specify if your range contains headers to avoid accidental rearrangement.
Sort by uppercase and lowercase letters by using the case sensitivity settings..
Sorting Direction: Choose to sort vertically by columns or horizontally by rows.

Types of Charts

Column Chart: Displays data in vertical bars, ideal for comparing categories.
Bar Chart: Uses horizontal bars, offering a clear view of data distribution.
Scatter Chart: Plots relationships between two variables with data points.
Web Chart: Displays data points radially, resembling a spider web.
Bubble Chart: Enhances scatter plots with spheres of varying diameters.
OHLC Chart: A stock chart type showing opening, high, low, and close values.

Creating Charts Step-by-Step

1. Selecting a Chart Type

To begin:

Click the Add Chart button in the toolbar.
Choose from the available chart types in the dialogue box.
Preview chart subtypes (e.g., flat or 3D styles) to decide on the best fit.

2. Specifying Data Sources

Once the chart type is selected:

Alternatively, manually input the cell range in the dialogue box.
Ensure the first cell in the range serves as the legend (if applicable).

3. Adding Labels and Customizations

Enhance your chart with:

Titles: For the chart and axes.
Labels: Choose between values or percentages.
Legends: Include a legend for clarity, derived from the first cell in the range.

When all customizations are complete, click “Done” to generate the chart.

Modifying and Customizing Charts

Charts can be refined further after creation. Adjust styles, data ranges, or labels to suit your needs.

Editing Charts

Accessing the Edit Mode: Click the “Edit” button on the chart’s frame.
Customizing Tabs: Navigate through tabs for Type, Data, and Options to modify specific aspects.
Saving Changes: Click “OK” to apply modifications.

Scaling and Repositioning

Repositioning: Drag the chart’s frame to place it anywhere within the spreadsheet.
Resizing: Adjust the size by dragging the bottom-right corner of the chart frame.

Publishing Charts Online

Charts can be shared online by embedding them in blogs or websites using HTML snippets. Here’s how:

Publish the Chart: Click the “Publish” button on the chart’s frame.

Copy the Code: Use the dialogue box to copy the snippet.
Embed the Code: Paste it into an HTML document to publish online.

To stop the publication, use the “Revert Publish” option.

Removing Unnecessary Charts

When a chart is no longer relevant:

Hover over the chart to reveal its frame.
Click the “X”

Conclusion

Organizing and presenting information effectively transforms data from a mere collection of values into actionable insights. Sorting ensures structured datasets, while visualization tools such as charts make patterns and trends evident. By mastering these techniques, you can harness the full potential of your spreadsheets, making data more accessible and impactful for your audience. Whether you’re working on financial analysis, project tracking, or academic research, these strategies will elevate the way you interact with and present information.