We explain how you can link Excel to PowerPoint to exchange data in Microsoft Office. Make your presentation dynamic!
You are watching : Shortcut to copy and paste
If you often create presentations with PowerPoint, then you sometimes present numbers here that come from Excel spreadsheets. It can be quite annoying to manually transfer the numbers from Excel to PowerPoint every time. And it’s error prone. Isn’t it also possible to transfer the data directly from Excel to a presentation? Yes, we’ll show you how.
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Why should you master dynamic linking?
If you are looking for a new job or want to improve your career, you will quickly find that Excel skills are still in great demand. Excel is used in almost every office job. Take a look at the job board of the employment agency. You’ll see: There are dozens of vacancies in your region that require professional knowledge of Microsoft Office.
You can stand out among your colleagues or competitors if you don’t just master the basics of Word , Excel, PowerPoint and Outlook, but also the cooperation of all programs within the Microsoft Office family.
In training, studies and professional life, the interaction of Word and Excel as well as Excel and PowerPoint is often in great demand , for example if you:
- Work in sales and have to make frequent presentations
- As an office manager, you often work on presentations for others
- Study and later want to appear as a scientist at conferences.
For all of these tasks, it can help if you can exchange data between Excel and PowerPoint. You can really benefit here, especially due to the increasing importance of data and IT in our economy (digitization, big data, AI).
Diagrams that you have created in Excel can be dynamically inserted into PowerPoint: changes you make in Excel are reflected in the presentation. Photo by Wolfgang Sender for Superprof.
What you can achieve
In the interaction between Excel and PowerPoint you can achieve the following:
- Tables, diagrams Copy Excel unchangeably to PowerPoint
- Copy tables and charts from Excel to PowerPoint so that numbers are updated
- Dynamically insert entire worksheets from Excel into slides.
Insert charts statically
Sometimes you want to insert an Excel chart or table as an image into a presentation – so that the data in it cannot be changed. You typically use this when you don’t need to show your presentation repeatedly with up-to-date data.
Or when you want to be absolutely sure that outsiders can really only see what is shown (sometimes there is more info hidden in presentations than what is shown – e.g. names of creators, date stamps, meta information…).
How do you copy the charts from Excel invariably?
- You select your diagram or the desired cells or other objects with the mouse.
- You click on Edit and select “Copy as graphic”.
- Select the data Excel is now in the clipboard as an image.
- You can paste this image into a graphics program or presentation software. There you can often adjust the size, brightness, contrast, etc. You can no longer change the content data in this way, since it is an image.
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Link diagrams dynamically
< p>In contrast to static copying (pasting data from Excel as a graphic), you can also connect data from Excel to PowerPoint in such a way that the values of diagrams, tables, etc. in your slides change when you change the data in Excel.< /p>
Example: Let’s assume you want to display the number of your followers on Instagram in one slide for the day. If you keep a list in Excel, you only need to create a link to Excel once in your slide – whenever you then change the numbers in Excel, they also change in your slides: they are always up to date.
If you want numerical values in your presentation to be automatically updated in PowerPoint when you also change the data in Excel, then you can proceed as follows:
Create a link between a source and a target< /h3>
Your source here is any Excel file with values (you can use entire tables or just individual cells). Your goal is a PowerPoint file. Your task is to establish a connection (link) between the source and target via Microsoft Office. You usually only have to do this once.
Proceed as follows:
- Create an Excel file with a diagram or table etc. and save it.
- Select and copy the object in Excel in your workbook that you want to see in PowerPoint: You can copy an entire table, a chart, individual values or just a single cell.
- Go to “Copy” on the ribbon and then “Copy content”.< /li>
- Then go to PowerPoint and click “Start” on the ribbon.
- The “Insert” button will appear on the far left. Here you will find a small down arrow (⇓) at the bottom of the button that you click on.
- Now select “Paste Special”.
Link Entire Worksheet
Excel is also used for its powerful grouping and analysis functions. For example, it is possible here that you can aggregate, filter and abstract certain data. Sometimes you don’t just want to dynamically display these values individually in PowerPoint, but even a whole complex spreadsheet from Excel.
With PowerPoint this works like this:
- Select the slide in PowerPoint in which you want to insert a table
- In PowerPoint, click on the “Object” button in the “Insert” ribbon. You’ll find this incredibly well hidden – just look in the area between the Wordart and Symbols buttons in the ribbon on the right-hand side. It’s the bottom one of the three little icons there (in the current default version).
- Then select “Insert object” and “Create from file”.
- As “Object” you select Now select the Excel file that has the worksheet / spreadsheet that you want to insert into PowerPoint.
- Now check “Link”. Then click OK.
- Note: PowerPoint now inserts the spreadsheet that is at the top of your Excel file into the current slide. If necessary, you must place this sheet at the top (open Excel and move the desired sheet to the far left on the lower tabs).
Once you’ve successfully inserted the spreadsheet into your slide, the really cool part of the work begins. If you now move the mouse to the inserted table in the slide and double-click, Excel will open and you can easily edit the data and format here, for example:
- Filter or sort data< /li>
- Hide columns or rows
- Apply conditional formatting.
Any change in your Excel data sheet will then also be reflected in your slide in the presentation. A manual update is no longer necessary. However, make sure to save your Excel file whenever you have made a change.
Of course, this function is only suitable for certain cases: But if it is usable, you may be able to use it through the automatic updates save a lot of time – and avoid typos.
What else you need to pay attention to
Links
The dynamic linking of PowerPoint and Excel now works very reliably. Nevertheless: If file names or directories are changed, the links may no longer work. It may occasionally be necessary to manually update the file connections. Therefore, make sure that you do not change the names of the source files (Excel) and target files (PowerPoint) or the associated directory names.
Don’t rely on the fact that the data is always updated: it’s better to check that it’s up to date always in the source files and in the output in the presentation.
If a shortcut stops working, click Get Info on the File tab. In the lower right corner under “Related Documents” you will find the entry “Edit links to files”. Here you can see if there is a problem with your links.
Documentation
If you connect Excel and PowerPoint as described, then there is a high probability that you and others in the team work If this is the case, then it is best to create a small documentation in your PowerPoint file as the last PPT slide, in which you list the following points, among other things:
- Who is responsible for the file ?
- What should be considered when presenting the slides to customers?
- Who else is allowed to work in them?
- How should new versions be handled?
- From which sources (e.g. Excel, images on the local server) is the president fed?
- List image rights/photo rights (if not already under the respective image).
In everyday life there is often hardly any time for these tasks and quite a few postpone these tasks into the indefinite future. However, if the PPT slides are really important to you, then this care is recommended for better results in the long run. We have more tips for creating PowerPoint slides here.
Do you want to learn more?
< p>PowerPoint, Excel and with them Microsoft Office are full of interesting functions that can make your work easier. If you want to get really good, you can consider hiring a personal trainer. A trainer can bring you the following advantages:
- You only get the knowledge that you really need.
- In many cases you get valuable tips from everyday office life and not just theoretical knowledge.
- You can get further training on the entire Microsoft Office, including Word, Outlook or Publisher.
- You can learn during a presentation competently and convincingly come across.
- You can try out several trainers.
Our economy is becoming more and more digital, more collaborative and faster. If you want to keep up with developments, current IT knowledge is a must, especially in the standard programs. Mastering alternative presentation programs can also help you. With the right trainer, you can set yourself apart from your colleagues very quickly. This can mean more income, better positions or a higher reputation for you.
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