Use charts and graphs in your e-mail message

 Important   If Microsoft Office Excel 2007 is installed on your computer, you can take advantage of the advanced charting capabilities in the 2007 Microsoft Office system. If Office Excel 2007 is not installed when you create a new chart in Microsoft Office Outlook 2007, Microsoft Graph opens. A chart then appears with its associated data in a table called a datasheet. You can enter your own data in the datasheet, import data from a text file to the datasheet, or paste data from another program to the datasheet.

In this article

About charts and graphs in Outlook 2007

Office Outlook 2007 includes many different types of charts and graphs that you can use to inform your audience about inventory levels, organizational changes, sales figures, and much more. Charts are fully integrated with Office Outlook 2007. When you have Excel installed, you can create Excel charts in Outlook by clicking the Chart button on the Ribbon, which is a part of the Microsoft Office Fluent user interface (Insert tab, Illustrations group), and then by using the chart tools to modify or format the chart. Charts that you create will be embedded in Outlook, and the chart data is stored in an Excel worksheet that is incorporated in the Outlook file.

You can also copy a chart from Excel to Outlook. When you copy a chart, it can either be embedded as static data or linked to the workbook. For a chart that is linked to a workbook that you have access to, you can specify that it automatically check for changes in the linked workbook whenever the chart is opened.

You can add a chart or graph to your e-mail message in one of two ways:

Chart from sample data

A chart in Outlook that is made up of sample data from an Excel worksheet


Top of Page Top of Page

Choose a chart or graph type and insert data

Insert a chart by embedding it in your message

Do the following when you want to maintain the data that is associated with the chart in Outlook:

  1. In Outlook, click where you want to insert the chart.
  2. On the Insert tab, in the Illustrations group, click Chart.
  1. In the Insert Chart dialog box, click a chart, and then click OK.

Office Excel 2007 opens in a split window and displays sample data on a worksheet.

Sample data for chart

  1. In Excel, replace the sample data by clicking a cell on the worksheet and then typing the data that you want.

You can also replace the sample axis labels in Column A and the legend entry name in Row 1.

 Note   After you update the worksheet, the chart in Outlook will be updated automatically with the new data.

  1. In Excel, click the Microsoft Office ButtonButton image, and then click Save As.
  2. In the Save As dialog box, in the Save in list, select the folder or drive that you want to save the worksheet to.

 Tip   To save the worksheet to a new folder, click Create New Folder Button image.

  1. In the File name box, type a new name for the file.
  2. Click Save.
  3. In Excel, click the Microsoft Office ButtonButton image, and then click Close.

Paste an Excel chart into your e-mail message and link to data in Excel

You can create an Excel worksheet that links to an e-mail message. When you update data on the Excel worksheet, the data is also updated in the e-mail message.

Follow this procedure when you want to link to data on an external Office Excel 2007 worksheet. You create and copy the chart in Office Excel 2007 and then paste it into your e-mail message. When you update the data in Office Excel 2007, the chart in Outlook is updated as well.

  1. In Excel, select the chart by clicking its border, and then on the Home tab, in the Clipboard group, click Cut.

The chart is removed, but the data remains in Excel.

  1. In Outlook, click where you want to insert the chart in the e-mail message.
  2. On the Message tab, in the Clipboard group, click Paste.

The Paste Options button indicates that the chart is linked to data in Excel.

  1. Save the e-mail message with the chart that you linked to data in Excel.

When you reopen the e-mail message, click Yes to update the Excel data.

 Note   You can also create visual representations of information by using SmartArt graphics. For more information, see Create a SmartArt graphic.

Top of Page Top of Page

Arrange data for a chart or graph

For most charts, such as column and bar charts, you can plot the data that you arrange in rows or columns on an Excel worksheet in a chart. Some chart types, however, such as pie and bubble charts, require a specific data arrangement.

For this chart Arrange the data







In columns or rows, for example:

Lorem Ipsum
1 2
3 4


Lorem 1 3
Ipsum 2 4



(with one series)

In one column or row of data and one column or row of data labels, for example:

A 1
B 2
C 3


1 2 3



(with more than one series)

In multiple columns or rows of data and one column or row of data labels, for example:

A 1 2
B 3 4
C 5 6


1 2 3
4 5 6

XY (scatter)


In columns, placing x values in the first column and corresponding y values and/or bubble size values in adjacent columns, for example:

X Y Bubble size
1 2 3
4 5 6

In columns or rows in the following order, using names or dates as labels:

High values, low values, and closing values, for example:

Date High Low Close
1/1/2002 46.125 42 44.063


Date 1/1/2002
High 46.125
Low 42
Close 44.063

Top of Page Top of Page

Applies to:
Outlook 2007