Set Minimum and Maximum Values on Value Axis in PowerPoint 2013 for Windows

If your chart data values are not so much different from each other, the chart created using this data will not help your audience to differentiate the series representing those values. 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 between 285 and 365. So, it makes no sense to even discuss any value lower than 250 or above 370 for this data set.

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 bar chart below where the bars look almost similar in length.

Figure 2: A column chart and a bar chart with columns and bars that are very similar

The reason for lower contrast between values in these charts is that maximum and minimum values set for the value axis are calculated from a minimum value 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 in PowerPoint 2013 for Windows as an example. But, the same techniques will work for bar charts too.

Follow these steps to learn more in PowerPoint 2013 for Windows:

1. First of all, take a look at your chart data and note down the maximum and minimum 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 maximum and minimum 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. Carefully, right-click to access the contextual menu as shown in Figure 3, below. If you do not get the Format Axis option in the contextual menu, you may have right-clicked on another chart element. Make sure you then deselect anything in the chart, and then right-click on the value axis again.
3. 
   Figure 3: Format Axis option selected for the value axis
3. Doing so opens the Format Axis Task Pane, as shown in Figure 4, below. Make sure that the Axis Options button is selected as shown highlighted in blue within Figure 4.
4. 
   Figure 4: Format Axis Task Pane
5. With the Axis Options button selected within the Format Axis Task Pane, 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 text Auto.
4. Click within the box provided with 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. This may change the Maximum value since it is still set to Auto option, as shown in Figure 5. The Reset button that shows up next to the Minimum option can be clicked upon if you want to get back the automatic value.
5. 
   Figure 5: Minimum value changed in the axis
5. Similarly, click within the box provided with the Maximum option, and then type a new maximum value, as shown highlighted in red within Figure 6, below. For our chart example, the Maximum value was changed to 370. The Reset button that shows up next to the Maximum option can be clicked upon if you want to get back the automatic value.
6. 
   Figure 6: Maximum value changed in the axis
6. Now you can see that the maximum and minimum values on the value axis have changed to new values. If you compare the charts in Figure 7 with the charts in Figure 2 shown earlier on this page, you will find that the charts within Figure 7 provide a more pronounced contrast for the data.
7. 
8. 
   Figure 7: Charts with changed maximum and minimum values on the value axis
7. Save your presentation often.