Switch Series and Categories in PowerPoint 2013 for Windows

A typical column chart contains two sets of data. One set shows as the series within your charts, and the other set ends up representing the categories. By default, the series shows up as the Legend (and columns) within the chart. Categories on the other hand constitute the groups of these individual columns.

In our sample chart in PowerPoint that you can see in Figure 1, below, the individual fruits (Grapes, Apples, and Bananas) are the series whereas the years (Year 2011, Year 2012, Year 2013, and Year 2014) constitute the categories.

Figure 1: Chart with three series and four categories selected

You can quickly swap the visual representation of series and categories in the chart. For example, our chart currently includes three series and four categories. We can change it to show four series and three categories, as shown in Figure 3, later on this page.

Follow these steps to swap series and categories for a chart in PowerPoint 2013 for Windows:

1. Select the chart that you want to swap series and categories for. If you don't have an existing chart, insert a new chart in your slide. For this tutorial we have selected a column chart, as shown in Figure 1, previously on this page.
2. With the chart still selected, access the Chart Tools Design tab of the Ribbon and make sure the Switch Row/Column button is active, as shown highlighted in red within Figure 2.
3. 
   Figure 2: Switch Row/Column button

Why Can't I Click the Switch Plot Button?

Is the Switch Row/Column button grayed out? This indicates that the Excel sheet containing the chart data is not open. To open the Excel sheet containing the chart data, just click the Edit Data button (highlighted in blue within Figure 2, above). Doing so opens the Excel sheet containing the chart data. Now, come back to PowerPoint, and you will see that the Switch Row/Column button is no longer grayed out.
3. To switch rows and columns of your chart, click the Switch Row/Column button. Doing so will modify your chart by switching the categories and series, as shown in Figure 3 (compare Figures 1 and 3).
4. 
   Figure 3: Chart rows and columns interchanged

Don't See Numbers as Numbers (See Them as Text)

If your chart's category names contain just numbers and no alphabets, then the switching process may not work for you. For example, if we remove the word 'Year' from our sample chart's category names, then clicking the Switch Row/Column button will not achieve the desired result. That's because the charting engine treats those cells as numbers and uses them to populate series values and categories. So, if you want to switch rows and columns, make sure that your chart's Category names are formatted as Text. Learn more in our Format Cells As Text in Excel 2013 tutorial.
5. If you want the chart to get back to its original status, click the Switch Row/Column button again that you saw in Figure 2 earlier on this page.
4. Save your presentation often.