Do you see charts with data labels that read [CELLRANGE] rather than a real value or number? Do you see this behavior more in PowerPoint slides you receive from others, rather than the slides you create yourself? This is a known bug and can affect users of PowerPoint 2010 and older versions if they open slides with charts created in PowerPoint 2013 and newer versions.
Look at this chart created in PowerPoint 2016 for Windows, as shown in Figure 1, below. You will notice that the data labels have been highlighted in red.
Figure 1: Slide with data labels in PowerPoint 2016 for Windows
Now open the same slide in PowerPoint 2010 for Windows, and you will not see the data labels you expect. Rather, each data label is now confusingly called [CELLRANGE], as you can see in Figure 2, below. Compare this slide with the same slide, shown in Figure 1, and you will realize that something is amiss in PowerPoint 2010 for Windows.
Figure 2: Slide with data labels in PowerPoint 2010 for Windows
Why does this happen? That’s because while PowerPoint 2013 and higher versions allow you to populate your data labels with specific values you place in the chart’s datasheet, PowerPoint 2010 and earlier versions only allow you to use either the exact value or the Series or Category names.
Look at Figure 3 below, where you can see Label Options for Data Labels. You’ll notice that we have opted to source Value From Cells.
Figure 3: Values from Cells in PowerPoint 2016
This Value From Cells option is a huge improvement over the conventional Value option, and lets you choose a range different than the Values range in the Excel datasheet. To do so, you click the Select Range… button next to the Value From Cells option, shown highlighted in red within Figure 3, above.
As mentioned, clicking the Select Range… button brings up the Excel datasheet for this PowerPoint chart, as shown highlighted in in red within Figure 4, below. Also note the Data Label Range window, highlighted in green.
Figure 4: Select Range for Data Labels
Within the Data Label Range window, you will click the upward pointing arrow, highlighted in blue. You now select the range of cells to source your data labels, and click the upward pointing arrow again. Next, click the OK button in the Data Label Range window.
You will now see the data labels show values from your selected range. However, open this slide in PowerPoint 2010 or a previous version, and you will see all data labels read [CELLRANGE], rather than a real value or number!
This is because PowerPoint 2010 and previous versions provide fewer choices for data labels, as can be seen highlighted in red within Figure 5, below.
Figure 5: Label Options in PowerPoint 2010
Notice that there is no Value From Cells option, or a Select Range button, as shown previously in Figure 2, earlier on this page.
Predictably, Microsoft did not want to make these charts backward-compatible with older PowerPoint versions. So what can you do in such a situation?
Here are some ideas that will help. Note that the first two ideas need to be implemented in PowerPoint 2013 or a newer version before you send it to others who use older versions. The third idea will work for recipients who are using an older version.
Follow these steps:
This is a variation of the preceding idea. Follow these steps:
Finally, if this annoys you and you would like Microsoft to know that you are unhappy, you can reach out to the PowerPoint development team via the UserVoice initiative. Learn more in our PowerPoint Feedback and UserVoice: Does This Go Anywhere? post.
Geetesh Bajaj is an awarded Microsoft PowerPoint MVP (Most Valuable Professional), and has been designing and training with PowerPoint for more than two decades. He heads Indezine, a presentation design studio and content development organization based out of Hyderabad, India.
Geetesh believes that any PowerPoint presentation is a sum of its elements–these elements include abstract elements like story, consistency, and interactivity — and also slide elements like shapes, graphics, charts, text, sound, video, and animation. He explains how these elements work together in his training sessions. He has also authored six books on PowerPoint and Microsoft Office.
Filed Under: Troubleshooting Tagged as: [CELLRANGE], Charts, Data Labels, Geetesh Bajaj, PowerPoint 2003, PowerPoint 2007, PowerPoint 2010, PowerPoint 2013, PowerPoint 2016
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