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How to Create Powerful Presentations Using Excel

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TL;DR Transform raw Excel data into compelling presentations with our 15-step guide. Learn to set objectives, clean data, select appropriate charts, and incorporate interactive elements for engaging and effective presentations. Enhance your storytelling and data visualization skills to create powerful, dynamic presentations.

Introduction

Sometimes, we receive data in Excel and are tasked with transforming this raw data into powerful presentations. Excel is not just for spreadsheets; its powerful data manipulation capabilities make it an excellent tool for creating presentations, especially when dealing with large datasets or when you need to display data-driven insights dynamically. This guide provides 15 detailed steps to help you turn Excel data into compelling presentations effectively.

Detailed Steps to Create Engaging Presentations Using Excel

presentation on excel sheet

  • Set Your Objectives
  • Clearly define the purpose of your presentation.
  • Identify the core message you want to convey.
  • Understand your audience's needs and expectations.
  • Set actionable goals for what your presentation should achieve.
  • Align your presentation structure to these objectives for maximum impact.
  • Organize Your Data
  • Separate raw data and analysis into different sheets for clarity.
  • Group similar data together to facilitate easier analysis.
  • Use named ranges to make data references clearer.
  • Organize data chronologically or categorically based on the presentation flow.
  • Maintain a clean and organized data setup to avoid confusion during visualization.
  • Clean Your Data
  • Remove any irrelevant or redundant data.
  • Correct all errors and inconsistencies in the data set.
  • Use Excel functions like TRIM to clean text data.
  • Standardize data formats (dates, numbers, etc.) across your dataset.
  • Check for and resolve any missing data issues.
  • Select Appropriate Charts
  • Choose charts that best represent the nature of your data.
  • Consider the impact of different chart types on data interpretation.
  • Use bar or column charts for comparisons among categories.
  • Opt for line charts to display trends over time.
  • Employ pie charts to show proportions within a whole.
  • Utilize Advanced Chart Options
  • Explore Excel’s specialized charts like radar or waterfall for complex data.
  • Customize chart colors, labels, and legends for better readability.
  • Use trend lines or data labels to add meaningful insights to charts.
  • Employ dual-axis charts for comparing different datasets on the same chart.
  • Utilize 3D charts to enhance visual appeal, but use sparingly to avoid distortion of data.
  • Link Data Dynamically
  • Connect charts to live data sources to ensure real-time data updates.
  • Use Excel’s Data Model to integrate data from multiple sources.
  • Apply dynamic formulas like INDEX and MATCH to make charts responsive.
  • Employ data validation techniques to ensure data integrity.
  • Set up dynamic ranges to auto-adjust as data grows.
  • Incorporate Interactive Elements
  • Use slicers and timelines for interactive data segmentation.
  • Implement PivotTables to summarize large datasets dynamically.
  • Add form controls like buttons and sliders to make the presentation interactive.
  • Design your slides to respond to user inputs or selections.
  • Ensure interactive elements are intuitive and clearly contribute to the narrative.
  • Design a Dashboard
  • Combine multiple data visualizations on a single screen for a unified view.
  • Ensure each component of the dashboard provides unique but complementary information.
  • Use consistent design elements across all visuals for a cohesive look.
  • Make sure the dashboard is easy to read and navigate.
  • Include interactive elements in the dashboard to engage the audience.
  • Automate with Macros
  • Use macros to streamline repetitive tasks, enhancing presentation efficiency.
  • Automate data updates and visual adjustments with VBA scripts.
  • Write macros that help navigate through the presentation smoothly.
  • Ensure macros are tested and error-free to avoid glitches during the presentation.
  • Provide button triggers for macros on the Excel interface for easy access.
  • Narrative Flow
  • Structure your presentation to tell a coherent story.
  • Begin with an introduction that outlines key points.
  • Build the body of your presentation with data-driven analysis.
  • Conclude with a strong, data-supported conclusion.
  • Transition smoothly between sections to keep your audience engaged.
  • Maintain Design Consistency
  • Use a uniform color scheme, font style, and layout across all slides.
  • Apply consistent formatting rules for all data visuals.
  • Design templates that can be reused for future presentations.
  • Ensure that the visual design supports the data narrative.
  • Avoid overdesigning that may distract from the data itself.
  • Test and Iterate
  • Conduct dry runs to test the flow and functionality of your presentation.
  • Invite feedback from peers to refine content and design.
  • Make iterative adjustments based on practical trials and feedback.
  • Test on different devices to ensure compatibility.
  • Finalize the presentation after thorough testing and refinement.
  • Prepare Backups
  • Save copies of your presentation in multiple formats.
  • Ensure you have both digital and physical backups available.
  • Regularly update your backups to reflect the latest changes.
  • Store backups in different locations to mitigate risk.
  • Consider cloud storage options for easy access and additional security.
  • Have a contingency plan in place in case of technical issues.
  • Add Supporting Notes
  • Embed comments within your Excel cells to provide additional context.
  • Use the notes section for personal reminders during the presentation.
  • Prepare detailed explanations that can be referred to if questions arise.
  • Keep notes concise and relevant to the data being presented.
  • Ensure all notes are hidden from the audience view but accessible to you.
  • Peer Review
  • Share your presentation with colleagues or experts for feedback.
  • Encourage constructive criticism to refine your presentation.
  • Consider diverse perspectives to enhance the presentation’s appeal.
  • Implement suggested changes that align with your objectives.
  • Conduct a final review session to ensure all feedback has been addressed.

Mastering Excel for presentations transcends basic data visualization—it transforms how we communicate and persuade with data. This expertise not only empowers you to deliver insights in a compelling manner but also enhances your strategic influence within your organization or client base. Through the careful integration of data, design, and narrative, your presentations become not just informative but transformative, inspiring action and facilitating decision-making. The steps outlined in this guide equip you with the tools to turn complex data into captivating stories that resonate deeply with your audience. Embrace these practices to elevate your presentations from mundane to memorable, ensuring that every data point not only informs but also inspires and engages.

Are you ready to leverage your Excel data into powerful narratives that not only inform but also inspire and persuade? Visit INK PPT today and discover how our expert design services can amplify your presentation impact. At INK PPT, we don't just design slides; we craft stories that engage, inform, and motivate your audience to action. Elevate your presentations with us—where data meets design and storytelling.

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About the Author

presentation on excel sheet

Ankush Dahiya - Unleashing Possibilities

My journey is all about forging connections and unleashing the potential of our ventures. Whether it's nurturing partnerships, shaping strategies, or discovering new horizons for our business, I'm your go-to person.

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How-To Geek

How to link or embed an excel worksheet in a powerpoint presentation.

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The best laptops of 2024, whatsapp nuked 5 years of my texts and media—don't let it happen to you, quick links, what's the difference between linking and embedding, how to link or embed an excel worksheet in microsoft powerpoint.

Sometimes, you want to include the data on an Excel spreadsheet in a Microsoft PowerPoint presentation. There are a couple of ways to do this, depending on whether or not you want to maintain a connection with the source Excel sheet. Let's take a look.

You actually have three options for including a spreadsheet in a PowerPoint presentation. The first is by simply copying that data from the spreadsheet, and then pasting it into the target document. This works okay, but all it really does is convert the data to a simple table in PowerPoint. You can use PowerPoint's basic table formatting tools on it, but you can't use any of Excel's features after the conversion.

While that can be useful sometimes, your other two options---linking and embedding---are much more powerful, and are what we're going to show you how to do in this article. Both are pretty similar, in that you end up inserting an actual Excel spreadsheet in your target presentation. It will look like an Excel sheet, and you can use Excel's tools to manipulate it. The difference comes in how these two options treat their connection to that original Excel spreadsheet:

  • If you link an Excel worksheet in a presentation, the target presentation and the original Excel sheet maintain a connection. If you update the Excel file, those updates get automatically reflected in the target presentation.
  • If you embed an Excel worksheet in a presentation, that connection is broken. Updating the original Excel sheet does not automatically update the data in the target presentation.

There are advantages to both methods, of course. One advantage of linking a document (other than maintaining the connection) is that it keeps your PowerPoint presentation's file size down, because the data is mostly still stored in the Excel sheet and only displayed in PowerPoint. One disadvantage is that the original spreadsheet file needs to stay in the same location. If it doesn't, you'll have to link it again. And since it relies on the link to the original spreadsheet, it's not so useful if you need to distribute the presentation to people who don't have access to that location.

Embedding that data, on the other hand, increases the size of presentation, because all that Excel data is actually embedded into the PowerPoint file. There are some distinct advantages to embedding, though. For example, if you're distributing that presentation to people who might not have access to the original Excel sheet, or if the presentation needs to show that Excel sheet at a specific point in time (rather than getting updated), embedding (and breaking the connection to the original sheet) makes more sense.

So, with all that in mind, let's take a look at how to link and embed an Excel Sheet in Microsoft PowerPoint.

Linking or embedding an Excel worksheet into a PowerPoint presentation is actually pretty straightforward, and the process for doing either is almost identical. Start by opening both the Excel worksheet and the PowerPoint presentation you want to edit at the same time.

In Excel, select the cells you want to link or embed. If you would like to link or embed the entire worksheet, click on the box at the juncture of the rows and columns in the top left-hand corner to select the whole sheet.

presentation on excel sheet

Copy those cells by pressing CTRL+C in Windows or Command+C in macOS. You can also right-click any selected cell, and then choose the "Copy" option on the context menu.

presentation on excel sheet

Now, switch to your PowerPoint presentation and click to place the insertion point where you would like the linked or embedded material to go. On Home tab of the Ribbon, click the down arrow beneath the "Paste" button, and then choose the "Paste Special" command from the dropdown menu.

This opens the Paste Special window. And it's here where you'll find the only functional different in the processes of linking or embedding a file.

If you want to embed your spreadsheet, choose the "Paste" option over on the left. If you want to link your spreadsheet, choose the "Paste Link" option instead. Seriously, that's it. This process is otherwise identical.

Whichever option you choose, you'll next select the "Microsoft Excel Worksheet Object" in the box to the right, and then click the "OK" button.

presentation on excel sheet

And you'll see your Excel sheet (or the cells you selected) in your PowerPoint presentation.

presentation on excel sheet

If you linked the Excel data, you can't edit it directly in PowerPoint, but you can double-click anywhere on it to open the original spreadsheet file. And any updates you make to that original spreadsheet are then reflected in your PowerPoint presentation.

If you embedded the Excel data, you can edit it directly in PowerPoint. Double-click anywhere in the spreadsheet and you'll stay in the same PowerPoint window, but the PowerPoint Ribbon gets replaced by the Excel Ribbon and you can access all the Excel functionality. It's kind of cool.

presentation on excel sheet

And when you want to stop editing the spreadsheet and go back to your PowerPoint controls, just click anywhere outside the spreadsheet.

  • Microsoft Office
  • Microsoft Excel

How to Insert an Excel Spreadsheet Into Powerpoint: A Step-by-Step Guide

Inserting an Excel spreadsheet into PowerPoint is a straightforward process. All you need to do is open your PowerPoint presentation, click on the slide where you want the spreadsheet to appear, and then use the Insert Object function to add the Excel file. Once you’ve completed these steps, your Excel spreadsheet will be embedded into your PowerPoint slide, ready for you to present.

Step by Step Tutorial: How to Insert an Excel Spreadsheet Into PowerPoint

Before we dive into the steps, let’s understand what we’re aiming to achieve. By inserting an Excel spreadsheet into PowerPoint, we’re looking to display data in a more visual and interactive manner during a presentation. It could be a sales report, a project timeline, or any kind of data that you’ve crunched in Excel and now want to share with your audience in PowerPoint.

Step 1: Open Your PowerPoint Presentation

Open the PowerPoint presentation where you want to insert the Excel spreadsheet.

Make sure you’re on the right slide where you want to insert the Excel spreadsheet. If you haven’t created a slide yet, you can easily add a new one by clicking on “New Slide” in the Home tab.

Step 2: Click the Insert Tab

Navigate to the Insert tab on PowerPoint’s ribbon.

The Insert tab is where all the magic happens when it comes to adding different types of content to your PowerPoint slides, including tables, images, and, of course, Excel spreadsheets.

Step 3: Click on Object in the Text Group

In the Text group, click on Object.

When you click on Object, a dialog box will appear, giving you the option to insert various types of content. For our purposes, we’re interested in inserting an object from a file—specifically, an Excel file.

Step 4: Choose ‘Create from file’ and Browse for Your Excel File

Select ‘Create from file’ and then click on ‘Browse’ to find the Excel file you want to insert.

Navigating to your Excel file might take a bit of digging, especially if you’ve got a lot of folders and files to sift through. But once you find the file, select it, and click ‘OK’, you’re almost done.

Step 5: Click OK to Insert the Spreadsheet

After selecting the file, click OK, and your Excel spreadsheet will be inserted into your PowerPoint slide.

Your spreadsheet won’t just be a static image; it’ll be a fully functional Excel sheet. This means you can double-click on it to make changes, and those changes will be reflected in the PowerPoint presentation.

After completing these steps, your Excel spreadsheet will be part of your PowerPoint slide. You can resize it and move it around to fit your layout. The beauty of this is that you can interact with the spreadsheet right from PowerPoint, which can be really useful if you need to make last-minute changes or highlight certain data during your presentation.

Tips: How to Insert an Excel Spreadsheet Into PowerPoint

  • Always save your Excel file before inserting it into PowerPoint to ensure all changes are up-to-date.
  • If your Excel file is large, consider linking to it instead of embedding it to avoid making your PowerPoint file too heavy.
  • Resize the Excel object in PowerPoint to ensure that the text is readable and the data is visible.
  • Use the ‘Format Object’ options in PowerPoint to add a border or shadow to your Excel spreadsheet, making it stand out on the slide.
  • Remember that if you update the original Excel file, you will need to reinsert it into PowerPoint for the changes to take effect unless you’ve linked to the file.

Frequently Asked Questions

How do i edit an excel spreadsheet after inserting it into powerpoint.

You can double-click on the inserted Excel spreadsheet, and it will open in Excel for editing. Once you save the changes in Excel, they will be updated in PowerPoint.

Can I link to an Excel spreadsheet instead of embedding it?

Yes, when inserting the Excel file, choose ‘Link’ instead of ‘Insert’, which will create a link to the file instead of embedding it. This way, any updates to the Excel file will automatically reflect in PowerPoint.

What if I only want to insert a part of the Excel spreadsheet?

You can copy the specific range of cells in Excel that you want to display and then paste it into PowerPoint as an embedded object.

Can I insert multiple Excel spreadsheets into one PowerPoint slide?

You can, but it might make the slide look cluttered. It’s best to insert one spreadsheet per slide for clarity.

Will my Excel formulas work in PowerPoint?

The formulas in your Excel spreadsheet will remain functional when you embed the spreadsheet into PowerPoint. However, if you paste the cells as an image, the formulas will not be active.

  • Open your PowerPoint presentation and select the slide for insertion.
  • Click the Insert tab on PowerPoint’s ribbon.
  • Click on Object in the Text group.
  • Choose ‘Create from file’ and Browse for your Excel file.
  • Click OK to insert the spreadsheet.

Inserting an Excel spreadsheet into a PowerPoint presentation can add a whole new level of detail and professionalism to your work. Whether you’re presenting financial results, project timelines, or any other data-heavy information, having the ability to display and interact with Excel data directly in PowerPoint is a game-changer. It ensures that your audience can see the exact figures and calculations that you’re discussing, which can help to clarify points and answer questions on the spot.

Just remember to keep your slides uncluttered, make sure any inserted data is relevant to your presentation, and always double-check that the data you’re showing is accurate and up-to-date. With these tips in mind, you’ll be well on your way to delivering a powerful and informative presentation that leverages the best of both Excel and PowerPoint.

Matt Jacobs Support Your Tech

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.

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5 Excel Presentation Tips for Reports

James palic.

  • November 25, 2020

Microsoft Excel is the best tool in the Microsoft Office Suite for analyzing data. Yet Excel also has the charting and graphing features that help display your data in an easy to understand format.  Not every presentation has to be in PowerPoint. In fact, Microsoft Excel can be a better medium for presenting data in many cases.   Let’s discuss some Excel presentation tips that will help you present data in a compelling and visually appealing format.

1. Charts and Graphs

Effectively providing a visual summary of data using graphs and charts is an important presentation technique. But it’s just as easy to make a confusing chart as it is to make a helpful one. Cramming every bit of data possible into a visual can result in your presentation becoming cluttered and complicated. Will your audience be able to comprehend the data being portrayed? Could you possibly group or format it differently to make it more meaningful or easier to understand? Excel offers several choices for chart type that can turn the raw data of your excel workbook into an easy to understand format.  Excel charts can also be used as embeds in PowerPoint presentations. 

Make sure to use the excel chart type that best matches your data.  Pie charts are used for presenting categories as a percent of the total. Line graphs are used when you have data collected over a period of time.  Scatter plots are useful to show how two different values of a data set relate.  Give your visual tools some thought before you present and use them appropriately to produce a convincing story.

2. Diagrams

If you have hierarchical excel data or you are trying to describe a process or a series of steps, then a diagram may be the best option. Diagrams are great if you’re creating organization charts, flow charts, or other data that would benefit from a visual layout. The simplest way to gain and keep someone’s attention is to show them an image that is eye-catching and easy to understand .

3. Highlighting and Borders

To call attention to sections of data in your spreadsheets, such as summary totals and conditional formatting, use color highlighting along with a border to make that section stand out.  You can also create a key to describe what different highlight colors mean. Colors are visually appealing and draw the audience’s eyes to the specific information that you want to show them. If you provide a color-coded key, then they can easily determine what they’re looking at.

Excel has a wide selection of built-in themes that will distinguish column headers and other areas of the spreadsheet so that you present a pleasing color pallet. These themes provide a starting point for choosing fonts, formatting, and colors that are easy to read and visually appealing.  People associate a coordinated color pallet with professionally done work and will be more likely to pay attention if they believe you carefully constructed your presentation.

5. Sparklines

Sparklines are small charts or graphs inserted as the background of a single cell.  Sparklines are useful for illustrating trends or patterns in a data table without creating a full chart.  And, unlike charts, sparklines are automatically printed along with the worksheet.  Sparklines can be used to show trends or maximum and minimum values.  Since sparklines don’t take up as much space as traditional charts and can be placed next to the data being described, they can be an effective tool for analysis.

With the Excel data presentation tips above, you can format your Excel spreadsheets to make a big impact on your audience. If you’d like to learn more about Excel and how you can use it for presentations, contact ONLC today.

  • Categories: Microsoft Excel

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You always want to have the latest data available if you're making a presentation. That way, you can ensure that your slides are accurate and reflect the realities on the ground.

However, there are times when you have to create a presentation as your colleagues are still compiling data. How can you ensure that any change they make in your Excel database reflects in your PowerPoint slide?

This is where the Paste link function comes in. Here's how to use it to ensure you always have the latest database and chart info on your presentation.

Linking Your Excel Data to PowerPoint

paste link in paste special window for powerpoint

To link your Excel table to your presentation, it first must exist. If your colleagues haven't created it yet, you can create a placeholder table you can select and copy and then have your teammates update its content. Once you've made the initial data, follow the steps outlined below.

  • Select the table you want to copy over to your presentation.
  • Click on Copy or press Ctrl + C ( Command + C for Mac users).
  • Open Microsoft Powerpoint .
  • Open the file presentation you're working on if you already have one; otherwise, click on Blank Presentation .
  • On a blank slide, go to the Home menu ribbon .
  • Click on the down arrow under the paste icon .
  • Choose Paste Special…
  • In the Paste Special window, choose the Paste link radio button.
  • Choose Microsoft Excel Worksheet Object .

Once done, you'll see the table you copied from Excel appear on your PowerPoint presentation.

However, you need to access the source Excel file to edit the content or formatting of the table you added. To do so, you can open the file where you saved it; or, you could double-click the table, and it will automatically open the source file.

Related: How to Organize Your Spreadsheets in Excel

Creating a Dynamic Chart

paste chart and link data

One of the easiest ways to visualize, compare, and analyze data and trends is to use charts. However, if you want to create a chart from the linked Excel table you just created, you must do it from its source file first. Once you've made the chart, you can copy and link it to your PowerPoint file. Here's how to do it.

  • Select the chart you create in Excel.
  • Go to the slide where you want to place the chart you just copied.
  • On the Home menu ribbon , click on the down arrow under the paste icon .
  • In the Paste Options , you can either choose Use Destination Theme & Link Data (L) or Keep Source Formatting & Link Data (F) . These are the third and fourth icons, respectively. The first option lets you use the theme you're using for your presentation, while the second one retains the look and feel of your source Excel file.
  • Once you've pasted your chart, you can move it around to suit your needs.

Related: How to Create Powerful Graphs and Charts in Microsoft Excel

Updating Your Chart

refresh chart data

Unfortunately, if you need to make changes to your chart, you'll have to open its source data in Excel. If you have access to the Excel file, you can just make changes directly, and it should automatically reflect on the PowerPoint chart.

If you don't have the Excel file open, you can right-click on the PowerPoint chart, then choose Edit Data > Edit Data in Excel in the context menu. You can also select Edit Data > Edit Data to open a small window if you only need to make minor changes.

In case the changes you make don't automatically reflect on the PowerPoint chart, you can manually update it. To do so, click on your chart, go to the Chart Design menu ribbon , then click on Refresh Data . This will pull in the latest information from the linked Excel file and update the information displayed on your PowerPoint chart.

Formatting Your Excel-Linked PowerPoint Chart

chart style options

Unlike your Excel data table, any changes you make to the chart design in Excel will not affect your chart in PowerPoint. For this reason, you have to finalize the design and feel of the chart you're copying from in Excel before copying it over to your presentation.

Alternatively, you can make design changes to your PowerPoint chart independently. That means you can change how your presentation chart looks without affecting the chart you copied from Excel.

To make those changes, click on your chart, then go to the Chart Design menu ribbon . You can choose how the chart feels under Chart Styles . If you think that the current chart type doesn't fit well with your presentation, you can even change it.

Click on Change Chart Type to open a new window. From there, you can pick out any chart type you like in the left column.

Related: How to Make a Line Graph in Excel

Finding Linked Files

powerpoint file info

Sometimes, you cannot remember if the tables and charts in your presentation are linked to an Excel file. Or it might be the case that you linked your PowerPoint data to a spreadsheet but can't remember where you saved it.

You can check the PowerPoint file directly if it's linked to any file and where these files are. To do so, click on File in the menu ribbon . In the full-screen menu that opens, go to Info on the left-hand column .

Under the Info window, on the right-hand column, go to Related Documents . Click on Open File Location to see where the linked files are saved.

If you moved the linked Excel files, click on Edit Links to Files . A Links window will appear showing each linked object and the file's location attached to it. The window gives you four choices:

  • Update now : Update the object's data to the latest changes in the linked file.
  • Open Source : Opens the linked Excel file.
  • Change Source… : Opens a File Explorer window to change the linked file.
  • Break Link : Removes the link from your presentation.

Always Stay Updated

This nifty feature first appeared in Microsoft Office 2010 and has since been available to all Office users. So, whenever you're making a presentation based on incomplete data, you no longer have to worry about updating it manually in the future.

By copying the Excel information and then pasting it into your presentation as a linked item, you're guaranteed to have the latest data updated into your PowerPoint file automatically.

  • Productivity
  • Microsoft Excel
  • Microsoft PowerPoint

How to Link or Embed an Excel File in PowerPoint? Quick Guide!

Vania Escobar

If you tend to work with data on a daily basis, learning how to integrate Excel data seamlessly within your PowerPoint slides is crucial . 

Whether you're a business professional looking to include real-time financial data in your slides or a student preparing a data-rich project, understanding today's guide will be vital!

This tutorial teaches you how to link or embed Excel data into your PowerPoint slides . These features will not only impress your audience but save you a lot of time in the future (if you know how to apply them well!)

Today, we'll cover the following topics:

  • What's the difference between Linking and Embedding Excel Files into PowerPoint?
  • How do you LINK Excel Data to PowerPoint Slides?
  • How do you EMBED Excel Data to PowerPoint Slides?
  • Linking vs. Embedding an Excel File into PowerPoint: Which is your best option?

What’s the difference between Linking and Embedding Excel Files into PowerPoint?

Before we dive into the tutorial, I would like to highlight the differences between embedding and linking Excel files into PowerPoint . 

While these terms may appear similar, their crucial differences significantly impact how Excel content is integrated into presentations.

Linking Excel Data to PowerPoint

Linking creates a dynamic connection between your PowerPoint presentation and the original Excel file . 

Any changes to the Excel file are instantly reflected in the linked PowerPoint slide, ensuring real-time synchronization to display the latest data.

Embedding Excel Data into PowerPoint

Embedding involves placing a complete copy of the Excel file into the PowerPoint presentation. Think of it like taking a snapshot of your chart or graph and pasting it seamlessly into your slide . 

The embedded content becomes a permanent part of your presentation, independent and unaffected by the original Excel file's location. 

Presentation design service - 24Slides

How do you LINK Excel Data to PowerPoint Slides? (Data is automatically updated)

If you frequently work with Excel and PowerPoint, this step-by-step guide is designed to save you time in your daily tasks significantly.

  • The first step is to create the graph or chart you want in Excel. In this example, we are going to make a bar chart in Excel.
  • If you want, you can customize your chart in the tabs Chart Design and Format.

How to customize a bar chart in Excel

  • Save the Excel worksheet you want to link to PowerPoint.
  • Press "Ctrl + C" to copy your Excel data.
  • Open PowerPoint and go to the Home tab > Paste > Paste Special.

Paste data into PowerPoint

  • A pop-up window will open, where you must check the option "Paste link as Microsoft Excel Chart Object."
  • Press "OK," and you will now have Excel data inserted into PowerPoint.

How do you LINK Excel Data to PowerPoint Slides

How to Customize your Linked Data in PowerPoint?

If you want to explore more design options in PowerPoint, when pasting your graphic, you need to choose another type of paste:

  • Go to the Home tab in PowerPoint > Paste > Paste Options.        
  • Click "Use Destination Theme and Link Data" or "Keep Source Formatting and Link Data." You can also use the shortcuts, the "L" and "F" keys, respectively.

How do you LINK Excel Data to PowerPoint Slides

  • At first, the charts will have a transparent background, but you can edit the colors and layouts in the Chart Design tab.

Check the final result of our Excel file linked in PowerPoint: 

Linking a Bar Chart from Excel to PowerPoint

Now, you know how to insert data from Excel to PowerPoint!

Let's check the second way to do it.

How do you EMBED Excel Data to PowerPoint Slides? (Data is not automatically updated)

To learn how to embed an Excel file into PowerPoint, we will use a data table as an example:

  • First, build your table in Excel.
  • Save the file on your computer.
  • Select your table and press "Ctrl + C."
  • Go to your PowerPoint file.
  • Right-click on the slide to see different "Paste Options" (this is another way to paste information from Excel to PowerPoint).

Paste options in PowerPoint

  • Choose the middle option: "Embed," and that's it!
  • As this is a data table, you can freely edit the information in PowerPoint. 

How do you EMBED Excel Data to PowerPoint Slides

  • Reminder: If you embed an Excel file into PowerPoint, the information you modify in Excel will not be reflected in PowerPoint.

How to Customize your Embedded Data in PowerPoint?

In case you want to use PowerPoint features to customize your chart, keep the following steps in mind when pasting your Excel chart:

  • Right-click on the slide you want to paste your content.
  • Choose either of the first two options: "Use Destination Styles" or "Keep Source Formatting." Also, you can use the shortcuts, the "S" and "K" keys, respectively.

How do you EMBED Excel Data to PowerPoint Slides

  • When you click on your chart, these tabs will be enabled: Table Design and Layout. There, you can edit the colors, line sizes, cell sizes, and more!

Here is the final result of our Excel file embedded in PowerPoint:

Embedding a Data Table from Excel to PowerPoint

That's it! By following each step carefully, you will master how to insert an Excel sheet into PowerPoint.

But which option is the best for you? Let's figure it out! 

Linking vs. Embedding an Excel File into PowerPoint: Which is your best option? 

Which option do you need for your PowerPoint project? Still trying to figure out all their differences?

Here, we summarize the pros and cons of each inserting option:

Pros and Cons of Linking an Excel File to PowerPoint

Pros of linking an excel file to powerpoint.

  • The information will be updated automatically if you edit any data in your Excel file.
  • The PowerPoint file size doesn't increase since the linked content is not stored in it.
  • You have access to PowerPoint features to edit your content.

Cons of Linking an Excel File to PowerPoint

  • The linked content will be affected when you change the name of your Excel file or modify its location on your computer.
  • If you want to share the file with more people, they can see the content in PowerPoint or Google Slides, but the Excel source file won't appear.

Pros and Cons of Embedding an Excel File into PowerPoint

Pros of embedding an excel file into powerpoint.

  • If you want to share the file with more people, they can access the Excel source file without problems, both in PowerPoint and Google Slides.

Cons of Embedding an Excel File into PowerPoint

  • The embedded content won't be updated automatically if you edit any data in your Excel file.
  • If you add a lot of embedded content to PowerPoint, the file size can be very heavy.
  • All your Excel worksheets will be accessible when you share the PowerPoint file, including the hidden sheets.

Linking vs. Embedding an Excel File into PowerPoint

After reading this tutorial, inserting an Excel file into PowerPoint won't be complicated anymore!

There are several ways to share and present your Excel data in your slides. Just consider the pros and cons between linking and embedding content in PowerPoint, and take advantage of both software to the fullest. 

At 24slides , we create world-class presentation designs and all the essential marketing collateral you need. Explore some of our creative work and book a call with us today !

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Frantically Speaking

How to create your presentation using Excel?

Hrideep barot.

  • Presentation

excel presentations

MS- Excel, widely known as Excel, is famous for its spreadsheets and data handling. But little has been explored of this wonderful software other than the standard features.

Do you know that you can create and give your presentation using Excel? Are you curious of how to create a presentation in Excel?

Read till the end to get familiar with the steps and bonus tips in the end!

This is our game plan for this article.

Is excel presentation a good choice?

Step 1: choose a template, step 2: create slides, step 4: remove the grids, add a background picture, add colors to your data, font size matters, make use of cells, title slide, conclusion slide, product sales, comparative analysis, financial resolution or budget proposal, who all can benefit through excel presentations, does excel have presentation mode, how to export excel presentations.

Now, you might wonder: how can a simple spreadsheet be made presentable, especially a business report or pitch?

Well, using Excel might be more advantageous than you think. Here’s why:

Although PPT or PowerPoint Presentations gives a wide variety of options and templates to choose from, it can sometimes be too stretched out or contain lots of information that can be overwhelming.

Often, the main agenda of the presentation gets blurred, as we tend to emphasize and explain each and everything on the PPT.

If you want to give a crisp, short and effective presentation, then consider going for an Excel presentation.

There are fewer chances of your audience losing focus, as you emphasize only the needed information, especially if you are presenting a business report.

You will also save time of giving and making your presentation.

Now that you know why Excel is a good choice, let us see how we can use an Excel sheet in a presentation.

Creating a presentation in Excel

Creating a presentation in Excel can be the easiest way of making a presentation.

Follow these steps to make your presentation in excel:

These are a few good options to choose from for excel presentations

The first step is to choose a template that goes with the aim of your presentation.

If your aim is to give a business presentation, you can go for templates like the ones seen in the above picture.

If you aim to present a business idea or budget, then you can choose templates such as planner and checklist or expense budget.

Choosing the right template would make things easier for you and your audience.

You might wonder how can I possibly create a slide in excel? Isn’t that a feature of PowerPoint?

Well, the idea is to create one similar to PowerPoint.

By using the sheets as slides, one can easily create an impactful presentation.

Make sure to name the sheets, and arrange them in order to give a smooth presentation.

Step 3: Organize your data

Now enter your required data and arrange it.

Simply select the required data by pressing the SHIFT key and use the ARROW keys to select.

Then, click on the Insert option from the menu tab and click on the Recommended Charts.

Now, select the type of chart you want.

Here are some possible options:

Using line graph can make your boring data interesting!

If you have data that depicts a financial report, and you want to explain the profits annually, then go for Line Graphs.

Remember to name your chart. You can click on the chart title to rename it.

Pie charts make a great option for presenting survey results as well!

If you want to present a monthly report on the expenses, then go for a pie chart.

Pie charts fit well when you present on a single aspect or topic.

Tables work for almost all purposes.

However, the information presented needs to be simple and short.

You can do this by making colored tables.

You can select your data, and from the Page Layout option from the menu, browse the themes and colors.

Go for lighter tones, as they look aesthetic and professional as well.

Also, the audience won’t find it difficult to read the data, which can happen if you use darker colors.

One of the main features of Excel are the grids, i.e., rows and columns.

Our last step is to get rid of the grids, as they can distract the audience and you may also run the risk of giving a shabby presentation.

To remove grids, go to the Page Layout option in the menu tab and unselect or uncheck the boxes under Gridlines and Headings.

After this step, your presentation would seem as if it was made using a PPT!

Tips for making a creative and professional presentation using Excel

stick to plain backgrounds for excel presentations

Level up your presentation by setting a background picture in your Excel sheets!

In order to do this, go to the Page Layout and click on Background.

You can choose any of your saved pictures or choose from almost infinite options by searching one.

After you choose your picture, click on insert and your background picture is ready!

Last step is to remove the gridlines for a clean presentation.

You can also remove Headings and Formula Bar by unchecking them from the View tab.

It is quite a task to locate and understand data when everything is of the same color.

In other words, when you have a single color, say white, the audience would be busy tallying the data from right to left and not be able to concentrate on your presentation.

To resolve this issue, make your tables with two color tones.

You can choose them from Themes in Page Layout.

Here is the final result:

use your creativity to make slides standout!

This table would take less time to locate the data in one row, as the color makes the task easy!

I bet you took some time to read this, especially if you are looking from a laptop or PC.

Did you feel any difference?

Your eyes were strained as you tried to read what was written.

Hence, make sure to have a decently larger font for making your information visible to everyone as not everyone sees your presentation from the same proximity as you.

If you don’t want a background picture, you can go for an image.

For adding an image, go to Insert and click on Illustrations.

You can add pictures, shapes, icons, 3D models and many more.

Remember to uncheck the Gridlines and Headings, before adding the images.

Cells in a spreadsheet can be used in creative ways.

Apart from entering data and doing calculations in a breeze, they can be turned into text boxes!

So make use of them as far as you can.

You can add in the main heading in the first sheet along with a background picture.

You can also use cells for short descriptions or notes below the tables or data for better comprehension for the viewers.

This is very important for all types of presentations and not just for Excel.

The main reason to categorize is to avoid “data dump”.

This happens when you put in too much information in one chart or sheet.

You might get confused or zoned out while presenting, and it is overwhelming from an audience’s perspective as well.

So, divide your data into various sheets and name them, ensuring they are in right order.

Doing so will also give your presentation a better clarity.

Sample Excel presentation

Suppose you are from the Sales department and are asked to give a presentation to the senior executives about the current vaccination drive status and future prospects.

Considering the period to be Jan-June 2021, here is a possible sample of how you can go about giving your presentation using Excel:

Ensure to make your excel presentation title stand out!

Here you can talk about your views on how the organization should carry forward the vaccination drive, and give suggestions on how to do it more efficiently.

Do not forget to add a thank you slide at the end for excel presentations

What are some good Excel presentation topics?

Excel is a good medium to present product sales. The sample presentation above is a type of product sales.

It gives the organization a clear idea of the direction of the sales of a product and planning further marketing strategy.

If you have just begun your journey as an entrepreneur or are in the sales and marketing field, here is a useful article for you to enhance your skills of giving a business pitch to your clients! Pitch Perfectly: Crucial Public Speaking Tips for Startup Founders

Some topic ideas for product sales can be:

  • Annual product review in XYZ branch
  • Sales review of XYZ product
  • Review of top-selling products in XYZ zone
  • Sales promotion review 2020-21

Comparative analysis can be presented using Excel most effectively.

You can show data in simple charts and graphs, and compare the metrics using parameters such as time( weekly, monthly, annually) or regionally( within a company or branch, across branches, or internationally).

Some topics you can consider:

  • Comparative analysis of student population taking XYZ stream/course
  • Analyzing weekly donations to XYZ foundation
  • Regional analysis of reported crimes in XYZ state
  • Health and hygiene: A correlational study

Excel is a go-to application when it comes to finances.

With its easy tools and graphics, you can present budget proposals and financial resolutions with utmost ease.

You can consider these topics:

  • FDIs for the year 2018-22
  • Shares review 2020-21
  • Annual review: Financial department
  • Funds report: XYZ branch 2020-21

Although Excel is a great tool, it is not suitable for every type of presentations and professions.

It is an excellent medium for those engaging in quantitative data such as:

  • researchers
  • sales and marketing
  • data analysts
  • corporate executives
  • logisticians, etc.

You can present your data in full-screen mode or presentation mode in Excel!

To do this, go to the View tab and select Full-screen mode, or press CTRL+ SHIFT+F1.

To go back to normal mode, right-click and choose the close full-screen option, or click on the three vertical dots on the top of the screen.

To export your Excel presentation, follow these steps!

STEP 1: Go to Files tab and select Export option.

STEP 2: In Export, click on create PDF/XPS document and name your file.

STEP 3: Click on Publish. Done!

Although we went through the steps of making an Excel presentation, do not leave the other aspect out!

Your body language and delivery style also matters!

If you are confused on what approach to take regarding body language while giving a speech, follow this article! To walk or stand still: How should you present when on stage?

For preparing your voice, follow along How to prepare your voice for a speech: Step-by-step guide .

We took a look into the steps for creating a creative and effective Excel presentation in just 4 steps!

Hope that the steps and tips would make your next Excel presentation a success and completely reinvent the way Excel is seen!

Hrideep Barot

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Excel Visualization: A Guide to Clear Data Presentation for Beginners

I once struggled with dull data tables.

Numbers clustered in rows and columns become a blur. But with Excel visualization , you can empower your audience to make informed decisions based on the data presented. Excel charts and graphs replace chaos, revealing patterns and trends.

Convey ideas efficiently with the right visual. It’s not just about creating a chart; it’s about making data understandable and engaging.

In this article, I’ll guide you step-by-step on transforming your Excel data into insightful visuals.

Let’s get started!

Table of Contents

Understanding the Basics of Excel Visualization

Excel provides various visualization options, whether 2D or 3D versions, standard, stacked, or 100% stacked options. It’s all about finding the right fit that best represents your data and message.

The Excel Charting Interface

Let’s start with creating a chart in Excel.

When you click on the Insert tab in Excel, you’ll see various chart types that you can use to visualize your data.

Insert Column Chart

The Excel charting interface provides a wide range of options, from line and area charts to bar and column charts. When you click on a chart, the ‘ Chart Tools ’ contextual tab provides additional features for customizing your charts.

Types of Data for Visualization

Excel visualization data can be broadly categorized into numerical, categorical, and time-series data.

  • Numerical data includes values that can be measured, such as sales figures or temperature readings.
  • Categorical data includes information such as names, labels, or groups.
  • Time-series data involves values measured over time, such as stock prices or website traffic.

Excel offers different chart types depending on your data type.

Selecting the Right Chart Type

Selecting the right chart type is half the battle for effective data visualization in Excel.

Pie charts are best for part-to-whole comparisons. Use line charts for time series or trends. Bar or column charts are the most suitable for categorical comparisons.

However, consider more advanced chart types for more complex data sets.

Scatter plots are excellent for correlation analysis , while histograms and box plots are ideal for distribution analysis of quantitative data.

It’s all about understanding your data and determining the best way to display it.

Steps for Visualizing Data in Excel – Creating Basic Charts

Creating basic charts in Excel is a fundamental skill for anyone looking to present data in a visual format.

Excel offers a variety of chart types, each with unique properties and use cases. The key to successful chart creation in Excel is understanding these different chart types and knowing how to present your data most effectively with them.

Organizing Your Data

Before you dive into creating Excel charts, it is crucial to organize your data correctly . 

Well-organized data will make the charting process easier and the resulting charts more meaningful. Ensure your data is clean, error-free, and arranged clearly and logically.

This will make it easier to select the data for your charts and create visuals that effectively communicate your data analysis results.

Pie and Donut Chart

Pie charts are popular for showing the proportion of different categories within a whole. While visually appealing, they are often misused and can lead to misleading interpretations.

Generally, they are most effective when comparing a few categories representing parts of a whole.

On the other hand, donut charts are a variation of pie charts with a hole in the middle (as the name implies!). Like pie charts, they can display multiple data series, but they should be used sparingly.

To create a pie chart in Excel:

  • Select the data you want to visualize
  • From the “ Insert ” tab, choose “ Pie ” from the chart options.
  • You can customize your chart by changing the colors, adding labels, and adjusting other settings in the “ Format Chart Area ” pane.

Here’s a video guide on how to create a donut chart:

Line and Area Chart

Line and area charts are handy when dealing with time-series data . These charts plot data points on a graph and connect them with a line, allowing you to see trends over time. 

Check out this video for a step-by-step guide on how to create a line chart:

One of the business essentials when working with line and area charts is customizing the axis and gridlines. This can help make your chart more readable and meaningful .

The “ Format Axis ” pane allows you to customize the axis labels, adjust the scale, and add gridlines.

Column and Bar Graph

Bar and column charts are Excel’s most commonly used chart types. They are excellent for comparing different categories of data.

While bar charts and column charts are often used interchangeably, there is a difference: A bar chart presents data horizontally , while a column chart presents data vertically . This distinction can influence how easily your audience interprets the chart.

You can also choose between a stacked or clustered bar and column chart layout.

In a stacked chart , data series are stacked on each other, while in a clustered chart , they are placed side by side.

To create a bar or column chart:

  • Select the data
  • Then choose either “Bar” or “Column” from the chart options in the “ Insert ” tab
  • Remember to format the chart and the axis labels to make the chart easier to understand

Advanced Charting Techniques

In this section, I’ll describe how to present complex data in a visually appealing and easily understandable format. Since each dataset is unique, treat these charts as ideas for meaningfully presenting your data.

Combination Charts

This type of chart combines the features of line and column charts, allowing you to present mixed data more comprehensively.

For example, when you have a target and actual data for comparison , a combination chart can be the perfect tool for visualization.

Clicking the Chart Design tab on the ribbon allows you to change the chart type and create a customized combination chart.

Combo chart example

This allows you to have your target values in columns and the actual values marked along the line, which provides a clearer visualization of your data.

Trendlines and Data Analysis

Another essential feature of Excel charts is the ability to add trendlines. These can be linear, polynomial, or moving average trendlines.

A trendline graphically displays trends in your data , and you can extend it beyond the actual data to predict future values.

Along with trendlines, interpreting R-squared values is also crucial in data analysis. This will help you understand the relationship between your dependent and independent variables, thus enhancing your analysis results.

Check out our detailed how-to post on adding trendlines to Excel charts .

Conditional Formatting in Charts

Conditional formatting is another advanced charting technique in Excel that can enhance your data visualization. You can also add data bars, color scales, and icon sets.

These features allow you to customize your charts based on certain conditions, making it easier for your audience to understand your data. Applying these formatting options enables you to create more engaging and visually appealing charts for your data presentation.

Creating a Tornado Chart in Excel

Tornado charts are particularly effective when comparing and contrasting different variables . A well-crafted tornado chart can help you visualize how changes in several factors can impact a specific outcome – for example, the impact of inflation on NPV and IRR results.

Here’s a video showing you how to create a tornado chart:

Designing a Funnel Chart in Excel

Funnel Charts in Excel are highly effective tools for monitoring sales processes or any other process that narrows down over time.

Here are two quick methods for designing funnel charts in Excel:

Building a Waffle Chart in Excel

Waffle charts, also known as square pie or waffle bar charts, are a great way to visualize individual data points compared to the whole data set. They are a fun and engaging way to present percentages or proportions.

Here is a simple method for creating waffle charts:

Data Visualization Tips – Enhancing Chart Aesthetics

The aesthetics of your Excel chart play a significant role in how effectively your data is communicated.

A visually appealing chart is easier to understand and engages your audience. Enhancing chart aesthetics involves working with various chart elements and features, such as colors, styles, and data labels.

Adding data labels, for instance, provides additional information on your chart, making it easier to interpret.

Besides, you can customize the chart’s colors and styles to match your presentation theme or company branding.

Check out this post for more information on good dashboard design principles .

Working with Chart Elements

Working with chart elements can significantly improve the readability and effectiveness of your data visualization.

Some key chart elements you can manipulate include titles, legends, and data labels.

  • Data labels provide additional context to your data and can be customized to suit your chart
  • Modify axis labels and gridlines to adjust their appearance and improve readability. Check out this video on how to add gridlines to your Excel charts:

These chart elements can enhance your aesthetic appeal and make your data easier to interpret.

Customizing Chart Colors and Styles

Spicing up your Excel charts is easier than you think.

The ‘ Chart Design ‘ tab in the Excel ribbon allows you to alter your charts’ aesthetics significantly.

Navigate to the ‘ Chart Styles ‘ section, and you’ll see various styles for your chart. 

Looking for a bit more customization? No problem! Simply click the ‘ Change Colors ‘ dropdown and choose a color scheme.

Changing chart style and color

You can use Excel’s preset color schemes or create a custom color palette for brand consistency. Minor visual changes can significantly affect your chart’s overall look and feel.

3D Charts and Effects

Adding a third dimension to your charts can make them pop . But be careful.

While 3D effects can add a specific wow factor, they can also lead to misinterpretations of your data if they are not used properly.

To add 3D effects to your charts, click the ‘ Chart Styles ‘ and choose a style with 3D effects. 

Remember, though, that 3D effects should be used sparingly and only when they can enhance the understanding of the data. Overuse of these effects can lead to cluttered, confusing charts. When it comes to 3D effects, less is often more .

Advanced Excel Graphics

Beyond the basic charts, Excel offers advanced graphics capabilities to take your data presentation to the next level.

This includes using Sparklines, shapes, and icons, among other features.

Sparklines are mini-charts within individual cells, each representing a row of data. They give a quick snapshot of trends, helping you understand your data at a glance.

Excel offers line, column, and win/loss types of Sparklines that you can add with the Quick Analysis tool.

Using Shapes and Icons

Example column chart with a star

Remember to appropriately format these shapes and icons to convey the right message and not distract from the data.

Portraying a Story Through Data

Excel visualization is not just about creating charts or diagrams; it’s about telling a story with your data. This is where the concept of data storytelling comes in.

It’s about using visualization tools to highlight key points and trends in your data, making it easier for your audience to understand and absorb.

It’s not unlike creating a plot in a novel where rows and columns of data are the characters, and the chart is the narrative arc. Every element should convey your story effectively and compellingly, from simple bar charts to intricate trend analysis.

Exporting and Sharing Your Visualizations

Once you’ve created your data visualization in Excel, it’s important to know how to share it! This involves exporting the visual representation of data in a format that others can easily access.

Whether you’re sharing a simple bar graph or a complex infographic, the export method will depend on the intended use of the chart/graphic.

This process can be as simple as saving your chart as an image or embedding Excel visuals in PowerPoint presentations and documents.

Saving Charts as Images

One of the simplest ways to share visualizations is by saving them as images .

To do this, right-click the chart and select ‘Save as Picture.’ Several image formats are available, each with its uses.

For instance, JPEG is great for photographic images, while PNG is ideal for images with transparent backgrounds. However, it’s important to consider the resolution of your image. High resolution is crucial for clear, crisp images, especially if they’re intended for print.

Embedding Excel Visuals in Presentations and Documents

Embedding them in presentations and documents is another way to share your Excel visualizations.

This can be done in two ways: linking and embedding .

  • Linking refers to connecting the original Excel file and the document where it’s inserted. Any changes made to the original file will automatically update in the document (assuming the link isn’t broken ).
  • Embedding involves inserting a copy of the chart into the document. While this won’t update automatically, it ensures that the chart will always be available, regardless of the status of the original file.

Both methods have advantages and should be chosen based on your specific needs.

Frequently Asked Questions

What are some common mistakes for beginners to avoid in data visualization with excel.

Common mistakes include overcrowding the chart with too much data, using inappropriate chart types, neglecting to label axes or data points clearly, and choosing colors or styles that reduce readability.

What are the best practices for presenting Excel data visually to a non-technical audience?

Focus on simplicity and clarity .

Use straightforward chart types, avoid technical jargon, and highlight key takeaways. Ensure your charts are well-labeled, and use annotations or callouts to draw attention to important data points.

What are some resources to learn more about Excel visualization? 

For more tips and tricks, visit my YouTube channel . Alternatively, look at Chandoo’s training, where I learned many excellent dashboard design ideas.

Can Excel visualization help in career development?

Absolutely! Proficiency in Excel visualization is a valuable skill in many industries.

It’s especially relevant in fields like data science, finance, marketing, and others involving large amounts of data. Effectively communicating data through graphical representation can give you a significant advantage in your professional journey.

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Insert Excel data

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In PowerPoint, you can embed tables and worksheets from Excel in your presentation slides.

In Excel, click and drag to highlight the cells you want to copy.

Right-click the copied cells and select Copy .

In your PowerPoint presentation, right-click and select the Paste Options you want:

Use Destination Styles – Choose to edit your copied cells like a PowerPoint table, but with PowerPoint's color scheme and fonts.

Keep Source Formatting – Choose to keep your table editable in PowerPoint while maintaining the same source formatting from Excel.

Embed – Choose to keep a copy of your table in PowerPoint in case you want to edit the data, which will open in Excel.

Note:  If you're working with a large Excel file, it'll inflate your PowerPoint presentation to a big size. You may also unintentionally be giving more access to your Excel file than you intend to.

Picture – Choose to paste your table as a picture to get the same benefits as embedding except you can format your cells like a picture and add effects to it. You won’t be able to edit data once it’s been pasted though.

Keep Text Only – Choose to paste your table as straight text and to do all formatting in PowerPoint.

If you pasted as a picture, on the Picture Tools Format tab, select the quick picture style you want to use. Adjust the table to your liking.

Insert Excel data in PowerPoint

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How to Embed an Excel File in PowerPoint (5 Easy Ways)

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Here’s an overview of how data will be presented from Excel into PowerPoint.

how to embed an excel file in powerpoint

How to Embed an Excel File in PowerPoint: 5 Suitable Examples

Let’s assume we have a “ Sales Data for Fruits ” dataset, which includes the Product ID , Fruits , States , and Sales amount under columns B , C , D , and E respectively.

dataset of sales data for fruits

Method 1 – Embedding an Entire Excel File in PowerPoint

  • Select the Insert tab on the Ribbon  in PowerPoint.
  • Click on the Object command on the Text group of commands.

clicking on Object feature in Insert tab

  • In the Insert Object dialog box, click on the radio button of Create from file option.
  • Choose the Browse… button.

working on Insert Object dialog box

  • In the Browse window, select your desired file and click OK .

selecting excel file to be embedded in powerpoint

  • You can see your file path and name in the highlighted box. Click OK .

Inserting exel file as object in powerpoint

Note: Don’t check the box before the Link option to embed the Excel file .

Make sure to attach your intended data on the first page of the Excel file.

embed excel file in powerpoint file

Read More: How to Perform Excel to PowerPoint Automation

Method 2 – Embedding a Section of Excel Data in PowerPoint File

  • Open the Excel file and select the range of data (e.g. C4:E14 ) you want to embed.
  • Press CTRL + C on your keyboard to copy this range.

copy portion of data with keyboard shortcut in excel file

  • Open your PowerPoint slide and navigate to the Home tab.
  • Click on the Paste drop-down option and then click on Paste Special .

clicking on paste special option

  • Select Paste and click on Microsoft Excel Worksheet Object . Press OK .

working on paste special dialog box

  • The selected range is copied to the presentation file.

section of Excel data embedded in powerpoint file

Method 3 – Utilizing Embed Command to Add Unlinked Excel File

  • Select the dataset (e.g. B4:E14 ) and right-click.
  • Click on the Copy command from the context menu.

copying selected range using copy command on context menu

  • Use the Paste drop-down option in PowerPoint.
  • Choose Embed (E) from Paste Options .

using Embed as paste options to embed excel file in powerpoint

  • The output in PowerPoint is as follows.

excel data embed in powerpoint file

Method 4 – Applying Camera Gadget Tool to Embed Data as Image

  • Click on the triangular-shaped Customize Quick Access Toolbar icon and select More Commands .

selecting more commands from customize quick access toolbar menu

  • This will bring a dialog box as follows. Click on the drop-down icon beside the Popular Command bar to get more options. Then pick Commands Not in the Ribbon from the available options.

choosing Commands Not in the Ribbon

  • To bring the Camera tool to the right side, select Camera and click the Add button in the middle.

adding Camera to quick access toolbar

  • This will allow you to have a Camera icon in the Toolbar . Now you’re ready to take snaps of the selected area by using the Camera tool.

camera icon available on QAT in Excel file

  • Select the region you want to copy and press the Camera icon.

selecting range and taking image by clicking on camera icon

  • Left click anywhere to get an image.

image taken by camera tool in Excel file

  • Copy the image by selecting it and pressing Ctrl + C command.
  • Paste the output in the presentation slide as follows:

use keep source formatting and embed option to paste image

  • Remember that the embedded portion is an image.

image of excel file embed in powerpoint

Read More: How to Link Excel Data to PowerPoint Chart

Method 5 – Embedding an Excel Chart in PowerPoint File

Charts are perhaps the most commonly-used Excel format in PowerPoint.

column chart of sales of fruits

  • Copy the Excel chart with Ctrl+ C command.
  • Paste the chart into the PowerPoint slide by using Keep Source Formatting & Embed Workbook , one of the Paste Options .

using a paste option to paste chart in powerpoint file

Finally, the output in the presentation slide is as follows:

column chart of exel file embed in powerpoint

Embed Vs. Link an Excel File in PowerPoint

When you want to add an Excel file to a PowerPoint presentation, you have two options: embedding or linking the file. Here’s a brief overview of the differences between the two:

  • Embedding an Excel file in PowerPoint means that a copy of the file is saved within the PowerPoint presentation itself. This can make your presentation larger in file size, but it also means that you don’t need the original Excel file to view or present the data. Any changes made to the original Excel file won’t be reflected in the embedded copy within PowerPoint.
  • Linking an Excel file to PowerPoint means that the presentation will display data from the original Excel file. This keeps the file size of the presentation smaller and ensures that any changes made to the Excel file are reflected in the PowerPoint presentation. However, if the Excel file is moved or deleted, the links will be broken and the data won’t display correctly in the presentation.

Read More: How to Link Excel Sheets to PowerPoint

How to Insert Excel File into PowerPoint as Icon

  • Open a presentation file and select the intended slide to place the icon.
  • Go to the Insert tab and click on the Object tool in the Text group.

clicking on Object feature in Insert tab

  • Select the Create from file option.
  • Click on the Browse button to attach the Excel file that you want to place as an icon on the slide.
  • Make sure to check the boxes beside Link and Display as icon options.

checking boxes of Link and Display as icon in the Insert Object dialog box

  • Use the hooks on the icon’s corners to resize it and drag it into place on the slide.
  • Double-click the icon to access the workbook’s contents and edit them.

excel file inserted as an Icon in Powerpoint file

Read More:  How to Insert an Excel File into PowerPoint as an Icon

How to Link Excel File in PowerPoint That Updates Data Dynamically

  • To link an Excel file in PowerPoint, do the same things as you did in Example 1 .
  • You have to mark the box before the Link option.
  • Press the OK button.

checking the box of Link in the Insert Object dialog box

Now, if you make any changes in the Excel file, you’ll get the updated data in PowerPoint.

Note: If you delete the file or change the location of the file, PowerPoint will start throwing errors when trying to display data.

Read More: How to Link Powerpoint to Excel for Dynamic Data Updates

Benefits and Drawbacks of Embedding an Excel File in PowerPoint

When creating presentations, it’s useful to embed the Excel file directly into the PowerPoint file. But, it’s important to consider the benefits and drawbacks of this approach.

  • Easy Access to Data: Embedding an Excel file in PowerPoint allows you to easily access and manipulate data without having to switch between programs.
  • Increased Interactivity: Embedding an Excel file in PowerPoint allows you to create more interactive presentations with live data that can be manipulated and updated in real time.
  • Saves Time: It can save time by eliminating the need to create separate charts and graphs from scratch.
  • Better Organization: Embedding an Excel file in PowerPoint allows you to keep all your data in one place, making it easier to organize and manage your presentation.
  • Consistent Formatting: Embedding ensures that your data will be presented with consistent formatting and style.
  • File Size: Embedding an Excel file in PowerPoint can increase the file size of your presentation, making it more difficult to share and collaborate with others.
  • Compatibility Issues: Embedding an Excel file in PowerPoint can lead to compatibility issues between different versions of PowerPoint and Excel.
  • Security Risks: Embedding an Excel file in PowerPoint can pose security risks if the Excel file contains sensitive information.
  • Limited Editing Capabilities: Embedding an Excel file in PowerPoint limits your editing capabilities, as you may not be able to make changes to the data directly within the PowerPoint slide.
  • Refreshing Data: If the data in the embedded Excel file changes, you will need to manually refresh the data in the PowerPoint slide to ensure accuracy.

Things to Remember

  • Keep file size in mind when you embed an Excel file in PowerPoint.
  • Ensure compatibility with different versions of PowerPoint and Excel.
  • Test your presentation to ensure that the embedded Excel file displays correctly.
  • Update the presentation file with an embedded Excel file if the data changes or needs to be refreshed.
  • Consider security and privacy concerns when embedding Excel files containing sensitive information.

Frequently Asked Questions

1. Will embedding an Excel file in PowerPoint increase the file size of my presentation?

Yes, it can increase, especially if the Excel file contains a lot of data. This can make it more difficult to share and collaborate on the presentation.

2. How do I ensure compatibility between different versions of PowerPoint and Excel when embedding a file?

To ensure compatibility, it’s important to save the Excel file in a format that is compatible with the version of PowerPoint you are using.

3. What security risks should I be aware of when embedding an Excel file in PowerPoint?

It’s important to ensure that any sensitive information within the embedded Excel file is appropriately protected and access is limited to authorized individuals.

Practice Section

We have provided a practice section on the right side of each sheet so you can practice yourself. Please make sure to do it yourself.

Download Practice Files

Download the following practice workbook and presentation file. It will help you to realize the topic more clearly and will help you practice yourself.

Related Articles

  • [Fixed!] Problems with Embedded Excel Files in PowerPoint
  • [Solved] Embedded Excel in PowerPoint Not Showing All Data
  • How to Open Existing PowerPoint File from Excel VBA

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Mohammad Shah Miran

Mohammad Shah Miran has a professional background spanning over a year at Softeko. Initially starting as an Excel and VBA writer, he authored more than 50 articles for the ExcelDemy project. Currently, Miran is engaged in the LinuxSimply project as a Linux content developer, completed over 40 articles. His analytical approach extends across various domains, including Excel, VBA, Bash scripting, Linux, data analysis, and Python programming. In his leisure time, Miran enjoys watching movies and series or listening... Read Full Bio

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Automatically Create PowerPoint Slides from Excel

Mar 29, 2021 | DataPoint , DataPoint Automation , Evergreen , Merge

Here is a recording of a webinar by Kurt Dupont, showing how to automatically create PowerPoint slides from Excel using the DataPoint PowerPoint add-on.

presentation on excel sheet

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PowerPoint Slides From Excel List

PowerPoint Slides from Excel List

If you have a list of names or topics in Excel, here’s how you can quickly create PowerPoint slides from that list. Unlike most of my macros, these run in PowerPoint, to pull the data from Excel. That was easier than writing Excel macros to make things happen in PowerPoint!

Create a Slide for Each Excel Item

In these macros, the main PowerPoint slide is duplicated. Then, the data from Excel is added to the text boxes on the new slide.

There are 4 macros, with variations for

  • 1 or 2 text boxes on the slide
  • all Excel rows, or based on criteria

You can download the free files from my Contextures site . There’s a zipped folder with the PowerPoint presentation, and an Excel file with data for the slides.

Slide Data in Excel List

There’s a small named table in the sample Excel file, with data for the PowerPoint slides.

You can use this for testing, before trying the macros with your own Excel data.

Excel list with data for powerpoint slides

PowerPoint Main Slide

In PowerPoint, the first slide in the presentation has two text boxes.

The macro duplicates the first slide, and puts the Excel information in those text boxes

In the sample file, don’t move the main slide, if you want the macros to work correctly!

first slide in the presentation has two text boxes

That first slide in the presentation is based on a Master slide.

  • You can edit its Master slide, to change the background or text box settings.
  • You can also replace that chart icon with your company logo, or add other features.

You can edit its Master slide

More PowerPoint Slides

In the PowerPoint file that you can download from my Contextures site, there are 2 other slides.

  • Those additional slides have notes on using the macros, and formatting the Slide Master.
  • These slides aren’t needed by the macro, and you can delete them.

additional slides have notes on using the macros

How to Run Macro to Create Slides

To create PowerPoint slides, from a list in Excel, follow these steps:

  • Open the Excel file where your list is stored
  • Activate the sheet where the data is stored – the list must be formatted as a named Excel table
  • Open the PowerPoint presentation that contains the macros and main slide
  • Be sure the main slide, that you want to duplicate, is the first slide in the presentation
  • At the top of PowerPoint, on the View tab, click Macros
  • Select one of the Create Slides macros, and click Run

run macro to create new slides from data in Excel

Check the New Slides

After the macro runs, you can check the new slides that were added to the PowerPoint presentation.

  • In this example, I ran the macro for 2 text boxes, and checked column 3 in the data, for a “Y”
  • Three of the rows have a “Y”, so 3 slides were added to the presentation.

NOTE : This macro code is further down the page, and all four macros are in the sample PowerPoint file.

3 new slides from Excel data

Save the PowerPoint Slides

After you run the macro, and create the duplicate slides:

  • Save the PowerPoint file with a new name .
  • Then, in that new file, delete the main slide and the two notes slides, or hide them.

NOTE : If you simply export the new slides, you’ll lose the formatting, because they’re based on the Master Slide in the original PowerPoint file.

Create a Presentation Template

Another option is to save the PowerPoint file in PowerPoint Macro-Enabled Template (potm) format.

By default, that file will be saved in your Custom Office Templates folder.

save the PowerPoint file in PowerPoint Macro-Enabled Template (potm) format

Then, to create a new set of slides from Excel data:

  • In PowerPoint, click File, then click New
  • In the Templates section, click Personal
  • Click on the Slides from Excel template, then click Create

create new presentation from custom template

PowerPoint Slides From Excel Macro Code

Here is the code for the CreateSlidesTest_Text2   macro that fills two text boxes on a slide, and checks the Excel table for criteria.

NOTE: To use the macro with a different Excel table, you can change the variable settings, in this section of the macro code.

This macro creates slides for items in the Excel list, after checking a criteria cell, and fills 2 text boxes.

  • In Excel, checks the test column ( colTest ), and creates a slide if it contains the specified text string ( strTest )
  • In the PowerPoint slide, text from the specified columns ( col01 and col02 ), is entered in the 1st text box and 2nd text box

Learn More About PowerPoint Macros

There are PowerPoint code samples on the Microsoft site , that helped me get started with these macros to create slides from Excel data.

For more examples, you can check the StackOverflow forum, or PowerPoint sites.

Get the PowerPoint Slide Files

The macros that create slides are stored in the PowerPoint file. There are no macros in the Excel workbook

______________________________

PowerPoint Slides from Excel List

powerpointslidesfromexcel01a

_____________________________

4 thoughts on “PowerPoint Slides From Excel List”

Does this work on Macs? I keep getting the “No Excel table found on active sheet” when I try to run it. I’ve been using the sample slides and sample worksheet and I am sure to have the sheet with the table “activated” (clicked on? this just means clicked on, right?) when I try to run the macros. None of them work, they all give the sam error message. I also went into VBA editor Tools/References in both programs to make sure the other was clicked on. No luck. Thoughts? Help?

I don’t think it works on Macbook. I had the same error, tried it on a Windows laptop and worked perfectly.

It also has some problems with large data sets and stops running the code after a few hundred rows, (I had almost 1000 rows) but a quick fix would be to delete the rows that it has already done and run again. It will add the new slides after the last slide in the powerpoint.

To the person behind this: thank you so much. You have saved me hours of my life. I was populating each of my slides manually and it took me the whole day to get through 1/16th fo the work. With this code, took me <5 minutes. Thank you so much.

Did you ever figure out how to do this on a mac? If so, please share…

When I click RUN, it only makes about 10 of 219 slides. I am trying to do a list of names. The error says “Could not complete Slides”

Any help would be appreciated

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    In Excel, select the cells you want to link or embed. If you would like to link or embed the entire worksheet, click on the box at the juncture of the rows and columns in the top left-hand corner to select the whole sheet. Copy those cells by pressing CTRL+C in Windows or Command+C in macOS.

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  20. PowerPoint Slides From Excel List

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