Excel to PowerPoint

Excel to PowerPoint

Sharing Excel Data with
PowerPoint Presentation

Problem: You have information in Excel that needs to be presented in a
PowerPoint presentation. You want the Excel data to look good
in PowerPoint and you would like the slide information to be
updated when the Excel data is changed.

Solution: 

In PowerPoint use the Paste Special with the Paste link option.

The Steps:

1.  Select the Excel chart.

2.  Copy the chart to the clipboard (ctrl+C or Edit>Copy).

3.  Switch to PowerPoint and navigate to the slide the chart will reside.

4.  In PowerPoint, paste the chart from the clipboard by using
     Edit>Paste Special

     Paste Special has two options
     (My preference is option 2, Paste link):

     

      Option 1: Paste Picture (Windows Metafile) - this pastes a scalable
                         vector graphic of the clipboard item.

                        If Paste is used, the chart is rendered in PowerPoint as a
                        graphic. This graphic will not look crisp and its
                        appearance will degrade as the chart is enlarged. 

                        Graphics are not linked to the original Excel file.

                      

     Option 2: Paste link - this pastes a link to the original item in Excel. 

                        If the item is change in Excel, it will be automatically 

                        updated in PowerPoint.

                        When Paste link is used, if the PowerPoint presentation  

                        is not open when the Excel object is changed, the next 

                        time the presentation is opened, an alert message  

                        displays informing the viewer that the link needs to 

                        be updated.

                        The message gives the viewer three choices: 

                        1.Update Links, 2.Cancel or 3. Help. 

                         

Selecting Update Links will update the item in PowerPoint to match the Excel file and selecting Cancel opens the presentation without updating the chart. Don’t select the help option.

When using the Paste link option a dynamic link is created between the Excel workbook and the PowerPoint presentation. If any information in the linked data is changed the presentation will request a new update of the data.

Once a link is established, the PowerPoint presentation will always look in the place the Excel file was originally located. If you move the Excel file you lose the link. To changed a link use the Edit>Links option.