In last week’s Challenge, I posted a question from an Excel User Forum that asked the following:

*“I’ve used Excel 2010 to create a bubble chart plotting the risk-reward analyses of a portfolio of research projects. X-axis is the potential reward of the project, y-axis the probability of success, z-axis (bubble size) is the budget.
I would like to control the color of the bubbles by a fourth, qualitative text attribute of the project type. So each project (bubble) would be characterized as either “New Product”, “Optimization” or “Tech Transfer”.
Can this be done by conditional formatting? If you could point me in the right direction, it would be most appreciated. – Cheers, John”*

Here is the dataset that I created based on the request to try and make solution:

A | B | C | D | |
---|---|---|---|---|

1 | ||||

2 | Type | X Reward | Y Probability | Z Bubble Size |

3 | New Product | 8 | 8 | 80 |

4 | New Product | 9 | 10 | 29 |

5 | Optimization | 1 | 9 | 13 |

6 | New Product | 10 | 0 | 62 |

7 | Tech Transfer | 9 | 9 | 52 |

8 | Optimization | 7 | 7 | 12 |

9 | Tech Transfer | 9 | 10 | 22 |

10 | New Product | 2 | 0 | 0 |

11 | New Product | 4 | 7 | 29 |

12 | Tech Transfer | 8 | 2 | 30 |

So how did you perform this task? I chose to use If statements with that utilize the NA() function. What does the NA() function do? The NA() Function will make your conditional formula an error value of #N/A. The resulting #N/A essentially says that there is no value available. We use #N/A to make the Excel Chart not display the value (mostly as if it were an empty cell). Now this may seem pretty straight forward for some users, but the other trick with this challenge is how you set up the chart data range so that you can easily create the Excel bubble chart.

**The Breakdown**

1) Setup the Chart Data Range

2) Create Chart Data Conditional Filters by Type

3) Create Excel Bubble Chart

4) Change Series Names to Type Names

5) Chart Cleanup

**The Step-by-Step**

1) Setup the Chart Data Range

So our original data range for our Excel Bubble Chart is from cells A2:D12. Lets go ahead and chart that in a Bubble graph. To do this, you only need to highlight cells B3:D12 (the actual data). It would look like this:

This is what the real data would look like. Here is a note, if you try and create a chart from the data and if you include the Types in column A, your chart will not look like what you wanted. Notice that it creates an additional series that doesn’t really exist.

Then if you try and include the column headers in row 2, you will get this type of chart. It has our type names, but the data is not in the right place. So not good.

It is important to know that you only chart the data when making an Excel Bubble Chart. So with that in mind, we need to create our final chart data range. Here is the setup that we want.

A | B | C | D | E | F | G | H | I | J | K | L | |
---|---|---|---|---|---|---|---|---|---|---|---|---|

1 | New Product | Blue | Optimization | Red | Tech Transfer | Green | ||||||

2 | Type | X Reward | Y Probability | Z Bubble Size | X’s | Y Probability | Z Bubble Size | Y Probability | Z Bubble Size | Y Probability | Z Bubble Size |

Lets break this part down a little further.

a) Column F will hold the values for our X Values (horizontal axis). This is the main tip and trick for Excel Bubble Charts with multiple series. Each series will use the same X values.

Blue Series

b) Column G will contain our Y Values (vertical axis) when the type is equal to our value in cell G1 (New Product).

c) Column H will have the bubble size for this series when the type is equal to our value in cell G1 (New Product).

Red Series

d) Column I will contain our Y Values (vertical axis) when the type is equal to our value in cell I1 (Optimization).

e) Column J will have the bubble size for this series when the type is equal to our value in cell I1 (Optimization).

Green Series

f) Column K will contain our Y Values (vertical axis) when the type is equal to our value in cell K1 (Tech Transfer).

g) Column L will have the bubble size for this series when the type is equal to our value in cell K1 (Tech Transfer).

2) Create Chart Data Conditional Filters by Type

Okay, now that we have how we want our data set up, we need to make our Excel chart data range formulas.

a) The first one is easy. For our X values, since they are the same for all series, we just need to put this formula in cell F3

F3 =B3

b) For the New Product Y values in in cell G3, we need to create a quick conditional formula using an IF statement:

G3 =IF($A3=G$1,$C3,NA())

In written terms, if the Type in cell A3 equals the value that we have in our series name in cell G1, then put the value that exists in cell C3. If it is not equal, then put in #N/A. To get a final value of #N/A, we need to use the NA() function.

c) For our Excel Chart Bubble Size values in cell H3, we need to put this easier conditional formula:

H3 =IF(ISNA(G3),NA(),$D3)

This formula as written states that if cell G3 is equal to a #N/A value, then input a #N/A value in cell H3. If not, we should copy over the value in cell D3 for our bubble size.

Now one other note is that you may have noticed that not every cell reference is an Absolute Reference nor a Relative Reference. I did this so that we can simply copy over these formulas to the other 2 chart series for Optimization and Tech Transfer. For instance, when you only see one dollar sign ($) before a reference, it means that it will lock down the reference to the column or the row, but not both when we copy the formula. And when you don’t see any $, then the reference will move according to where you copy it. If you want to learn more about this, please check out this post:

**Referring to Ranges in Formulas for your Excel Dashboard Templates**

d) Now what we have our chart series formulas, we can copy them down and across our data range to make our new chart data range.

First, copy cells F3:H3 down to cells F4:H12

Now that you have done that, we need to copy the range of our Y values and Bubble sizes from G3:H12

to cell range of I3:L12. Your new chart data range should look as follows:

Looking at the chart data range, you will see that there is only one value for each line. This will break up our data into 3 series that will each be colored differently. This is how we conditionally create different colored series in an Excel Bubble chart.

3) Create Excel Bubble Chart

Okay, all the heavy lifting has been completed with our conditional Excel formulas. Now we need to make our chart. To do this, as I said before, we need only highlight our DATA to create the Excel Bubble Graph. So highlight the chart data range from F3:L12

Then go to the Insert Ribbon and choose the Other Charts button from the Charts Group and then choose a Bubble chart type :

Your resulting chart should look like this:

That is pretty close to what we wanted. However, since there is no easy way to tell Excel what our Series names should bee since we have multiple data points in each series, we should probably rename each series so that the Legend gives more information.

4) Change Series Names to Type Names

To change the series names, we need to first click on the chart, then go to the Design Ribbon and choose the Select Data button from the Data group:

You will now see the Select Data dialog box. From there, select Series 1 in the Legend Entries (Series) area of the dialog box. And then choose the Edit button:

This will then bring up the Excel Edit Series dialog box. You should now click in the Series Name box and then click on cell G1:

Click on OK. Then repeat this step for Series 2 and Series 3:

No your resulting chart should look like this with the updated legend:

5) Chart Cleanup

Now the final thing you may have to do is to update the Minimum horizontal axis to Zero. Do this by clicking on the horizontal axis. Then press CRTL+1. You will now see the Format Axis dialog box.

Then change the Minimum Axis Options choice to Fixed and a value of Zero (0). Your final chart should now look like this:

**The Video Tutorial**

Please check out the video demonstration here.

If you like it, please press the like (thumbs up button) for me .

**The File Download**

Your can download your free Excel dashboard dynamic bubble chart color template here:

Dynamically_Change_Bubble_Chart_Colors

Thanks for trying my challenge and hopefully you learned a new technique for your next Excel Company Dashboard. If you liked it, please share it with a friend and leave me a comment. Thanks and don’t forget to subscribe.

Steve=True

Thanks a lot, you have no idea how long I have been trying to find this. You have helped me a lot at work… i just wanted to ask one more thing, how can I change the color of an entire series?

Hi Daniel. Thanks for your great comment. Try selecting the series and then right click on it and select the format data series menu item. Then go to the fill color and set it there. Is that what you meant? Steve=True

I agree, this is great. One question: Is it possible to add data labels that are in a separate column of data all together? The only optoins I see are X, Y, Bubble Size or Series for Data Labels, but I would like to label each bubble based on different column. Wondering if this is possible?? Thanks!

Hi Trevor,

Thanks for the kind comment.

I think this is possible.

What version do you have? Excel 2013 has a new label option for an alternate range. Alternately, you would need to use a chart label add-in that you can find on the web if you have 2010 or earlier version. Or you would have to create a duplicate bubble for your labels, but then set the fill color to “No Fill”. Hope this helps.

Steve=True

Steve=True

I have Excel 2019 and am a complete loss as to how to add labels (even with your description above). I have tried using the Label add-in but it seems like cheating.

Hi K Riemer, i don’t have it yet. will look to purchase next week and check it out. I recommend the following:

1) Click on Chart

2) Click on Data Series in the chart.

3) Click on Design Ribbon (menu)

4) Click on Add Chart Element Button

5) Click on Data Labels

6) Click on Data Label desired

Hi,

Thanks for your clear explanation. This helped me a lot.

Jaco, so glad to help. thanks for the great comment. Steve=True

Hi,

thank you for the article! Now I’m struggling to make “locked” data labels to my bubble chart. When I use scroll bar the data labels of the bubbles change. So if I have a bubble named “5” and I scroll on so that new bubbles appear the data label also moves to another bubble. Any way to fix this?

Hi Petteri,

Looks like you went above and beyond the tutorial 🙂 Not sure of your exact layout and options. However, if you have Excel 2013, check out this link: https://www.exceldashboardtemplates.com/how-to-use-data-labels-from-a-range-in-an-excel-chart-2/

If you have versions earlier than 2013, this tutorial may help, but it may be a lot of manual work:

https://www.exceldashboardtemplates.com/how-to-add-custom-labels-that-dynamically-change-in-excel-charts/

Finally, you can always create your own XY Scatter series with labels that position them where you want them to be.

Hope this helps.

Steve=True

Hi Steve=True,

thank you for the suggestions! I’m using Excel 2010 -version. I actually figured out some kind of a solution for the data labels problem this morning. I created a “dummy” series which has the same X and Y values as the actual data series. Then as a bubble size I added the running numbering from my chart. I added data labels to that series and then I hid the bubbles, so now only the labels show up! Now it’s easy to match the right bubble with the right row of data even though I didn’t get the text field as a data label. I’m not sure how this will work when I have large amount of entries as the bubble size of the “dummy” series keeps growing, but at least it works for now!

Hello this very informative, but is it possible that this would work differently in Excel 2016? I have followed the directions to a T and it creates a dramatically different graph in 2016. Let me know when you can. THanks!

Hi Scott, it should work. I will have to try it.

Hi steve

How to dynamically display data in tooltips in bubble chart in Excel 2013

Hi Bala, I am not sure if it is possible. The tool tips seem to be linked to the actual values.

Hi Steve=True

Brilliant solution!!!

My data is all relative values, scaled 1 – 10. Is there any way that the X and Y Axis scale can be shown as 1 – 10 without the bubbles at the lower and upper bounds being cropped? I am really just looking to hide the values and grid-lines below 0 and beyond 10.

Thanks

k

Hi K Riemer,

I am not sure that you can really do that without limiting your inputs of Bubbles that will not expand beyond that those bounds and also limit the scale of one bubble vs another. Excel scales on its own for the bubbles relative to the other bubbles. Therefore, if you have a large value compared to others at (x=1,y=8), then Excel will make it a large bubble and it is so close to your bounds that it will appear chopped.