TL;DR
22% of chart insertion attempts resulted in blank or broken charts — users didn't know you needed data first. As Lead Designer, I championed a deceptively simple solution: pre-fill new charts with sample data so users could see what's possible before committing. This 'show, don't tell' approach dramatically lowered the barrier to entry, making charts approachable for Excel beginners and proving that sometimes the best UX is removing steps, not adding features.
22%
Blank Chart Rate Baseline | 0 steps
Setup Required | P1
Priority After P0 Wins | Web
Initial Platform |
The Problem: The Blank Chart Paradox
What We Discovered in Usability Testing
"I clicked Insert Chart and... nothing happened?" — First-Time User Study
"Oh, I needed to select data FIRST? That wasn't obvious." — Casual User
"The blank chart made me think Excel was broken." — Mobile User
The brutal data:
- 22% blank chart rate — Nearly 1 in 4 chart insertions resulted in empty/broken visuals
- 92% awareness, 2% adoption — Users knew charts existed but the first-time experience scared them off
- High abandonment — Users who got blank charts rarely tried again
- Support ticket spike — 'Why is my chart empty?' was a top-10 help query
The Root Cause: Mental Model Mismatch
The problem wasn't technical — it was conceptual:
User's Mental Model | Excel's Actual Behavior |
'Insert Chart' should show me examples or templates | Empty chart container waiting for data selection |
Charts are things I create FROM DATA (step 2) | Data must be selected BEFORE inserting (step 1) |
If I don't have data, show me what's possible | If no data selected, show empty/broken chart |
Learning by seeing examples | Learning by reading help docs |
CRITICAL INSIGHT: Every other modern tool — Canva, Figma, Google Slides — shows examples or templates on blank canvas. Excel was punishing exploration.
Why This Was Strategically Critical
This wasn't just a novice user problem — it was blocking our entire adoption strategy:
- Pre-insert nudges wasted — We'd added 'Insert Chart' prompts, but users got blank charts and gave up
- AI features invisible — Modern colors and insights didn't matter if users couldn't get past blank canvas
- Mobile adoption killed — On small screens, selecting data THEN inserting chart was especially unintuitive
- Competitive disadvantage — Competitors with templates looked more beginner-friendly
My Approach: Show, Don't Tell
The Core Design Hypothesis
What if... inserting a chart WITHOUT data selected automatically filled it with sample data? Users could:
- See what charts look like immediately
- Explore different chart types with real examples
- Learn by tinkering (change sample data, see chart update)
- Build confidence before using their own data
This wasn't a new idea — PowerPoint, Word tables, and countless design tools do this. But it was controversial in Excel because:
- Purists worried it would 'clutter' spreadsheets
- Engineering flagged complexity (where does sample data live?)
- PM questioned if users would understand it's sample data, not real
My argument: The current state (blank charts) is WORSE than any of these risks. We're already failing users. Sample data gives them a path forward.
Design Principles for Sample Data
To address stakeholder concerns, I established clear design principles:
Principle | Design Decision | Why |
1. Obviously Fake | Use generic labels: Q1, Q2, Category A, Series 1 | No one mistakes this for real business data |
2. Easy to Replace | One-click 'Replace with your data' prompt | Users shouldn't fight with sample data |
3. Demonstrates Value | Data shows clear patterns (trend, comparison) | Helps users see WHY charts are useful |
4. Minimal Footprint | Sample data lives in chart only, not cluttering sheet | Doesn't mess up user's spreadsheet |
5. Parity Ready | Same sample data across web, desktop, mobile | Consistent learning experience |
Design Process: Prototyping the Invisible
Phase 1: Concept Validation with Prototypes
I created multiple concept variations and tested with users:
- Concept A: Template gallery (like PowerPoint) — Users found it overwhelming
- Concept B: Wizard flow asking questions — Too many steps, felt cumbersome
- Concept C: (WINNER) Just insert chart with sample data, prominent 'Replace data' option
Why Concept C won: Zero cognitive load. Users saw a working chart instantly and could explore without commitment. The 'Replace data' button made it obvious this was temporary.
Phase 2: Solving the Technical Challenge
Engineering challenge: Where does sample data live?
- Option 1: Create hidden cells with sample data → Messy, affects formulas
- Option 2: Store data in chart object itself → Cleaner, but harder to implement
- Final choice: Hybrid — chart renders from internal data, but presents as if linked to cells
UX solution: When user clicks 'Replace with your data,' we guide them to select cells, then swap chart's data source. Seamless transition from sample to real.
Phase 3: Visual & Interaction Design
Key design details:
- Persistent banner — 'This chart uses sample data' with one-click replace button
- Visual distinction — Subtle watermark or icon so sample charts are recognizable
- Edit-friendly — Users can change chart type, colors, etc. on sample data before replacing
- Mobile optimized — Banner adapts to small screens, replace flow uses touch-friendly selection
Impact & Results (Projected)
Note: As of documentation (FY26 H1), this feature is in planning/early development. Projected impact based on:
- Prototype testing with 50+ users
- Telemetry analysis of blank chart problem
- Competitive benchmarking (PowerPoint, Canva, Figma)
Expected Outcomes
22% → <5% blank chart rate
Projected 80%+ reduction in failed insertions
+15-20% first-time chart adoption
Users who see sample data are more likely to try charts
Lower support ticket volume
Expect 30% drop in 'blank chart' help queries
Improved mobile experience
Touch-first users benefit most from eliminating data-selection step
Early Testing Signals
"Oh wow, this makes so much more sense now!" — User Testing Participant
"I wish ALL features in Excel did this." — Novice User
"This is how I learned PowerPoint. Why didn't Excel always work this way?" — Competitive User
Strategic Impact: Removing Barriers to Entry
Why This Matters Beyond Charts
Sample data isn't just about charts — it's a philosophy:
- Reduce intimidation — Excel's reputation as 'hard to learn' stems from blank-slate anxiety
- Enable exploration — Users learn faster by tinkering with examples than reading docs
- Lower support costs — Self-explanatory features reduce burden on help systems
- Template foundation — Proves model for future 'starter content' in other features
Design Leadership Lessons
- Sometimes the best design removes steps — Not every problem needs a new feature
- Challenge legacy assumptions — 'That's how it's always worked' isn't a design rationale
- Learn from other domains — PowerPoint solved this 20 years ago; no need to reinvent
- Make invisible problems visible — Blank chart data was in telemetry, but required advocacy to prioritize
Key Learnings: Designing for Discovery
What Made This Design Successful
- User-centered problem definition — Started with 'why are charts failing?' not 'what feature should we add?'
- Prototype before debate — Showing working concept converted skeptics faster than arguments
- Clear design principles — Established constraints upfront avoided endless iteration
- Competitive examples — Pointing to PowerPoint made it feel less risky
Challenges Overcome
- Stakeholder concern: 'Won't this confuse users?' → Testing proved opposite
- Technical complexity: Where to store sample data? → Iterated with eng to find elegant solution
- Priority debate: Why not P0? → Needed modern colors first as foundation
The Bigger Picture
The cold start problem isn't unique to Excel charts — it's everywhere:
- Blank text editors (why Google Docs shows templates)
- Empty design tools (why Figma has community templates)
- New user onboarding (why apps show sample content)
The lesson: Design isn't just about features — it's about reducing friction at every step of the user journey, especially the first one. Because if users can't get started, nothing else matters.
