how to make a powerpoint presentation in excel

Automatically Create PowerPoint Slides from Excel (3 Easy Ways)

Microsoft Excel is indeed an extremely effective software. We may perform countless operations on a given dataset using Excel’s tools and features. We frequently need to make PowerPoint slides from Excel files. When we have to do it repeatedly, copying information from Excel and making PowerPoint slides is very time-consuming. This article will discuss three unique and easy ways to create PowerPoint slides from Excel files automatically. Therefore, you should go through these 3 easy ways to Automatically Create PowerPoint Slides from Excel.

How to Automatically Create PowerPoint Slides from Excel: 3 Easy Ways

As an illustration, we will explore a sample dataset. The following dataset, for example, has sales representative Names and Areas. We are going to show the Excel data in PowerPoint slides using all 3 of the approaches. Moreover, I will go through the benefits and drawbacks of using these strategies. In addition, I have yet to mention that I have been using the Microsoft Excel 365 version for this article; You are free to choose any other edition that you find most convenient.

1. Automatically Create Slides Using Insert Command in PowerPoint

The Insert command is the simplest method. Using this Insert Command, slides are kept up to date immediately after any modifications are made to the Excel file. The issue is that we need to utilize the insert command for each slide. We will insert the Excel object using PowerPoint’s Insert command to automate the procedure. To complete the work, please follow the instructions below.

First, launch PowerPoint.
Then, select the Insert tab.
Next, click Text , and later on the Object option.

Automatically Create Slides Using Insert Command in PowerPoint

As a result, a new dialog box will pop up at this time, and you must click on Create from file .
After that, click on Browse to find the Excel document you want to add to your slides.

how to make a powerpoint presentation in excel

Consequently, the Insert Object dialog box pops up again, allowing you to check the Link box and click OK .
Hence, as demonstrated below, it will yield the desired output in MS PowerPoint.

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

2. Apply Paste Special Feature to Generate Slides from Excel

Another interesting way is to use the Paste Special feature. We can make slides in PowerPoint with the specified and selected data from Excel through the paste feature. Here, as the data in the Excel file is updated, the PowerPoint slide is also updated. To do the procedure, follow these instructions.

First, open Excel’s saved worksheet to insert data.

Apply Paste Special Feature to Generate Slides from Excel

Secondly, move the mouse over the portion of the data you wish to link to PowerPoint. Then click on Copy .
Now, open PowerPoint and click on the slide where you wish to connect the Excel data. Later on, click Paste and Paste Special feature.

And a new dialog box appears. Choose the Paste link After that, click As Microsoft Excel Worksheet Object and hit OK .

As a result, it will return the required output in the PowerPoint slides, as shown below.

Read More: How to Copy Chart from Excel to PowerPoint Without Link

3. Create PowerPoint Slides from Excel Through VBA

There is a unique way of creating PowerPoint Slides automatically using Excel VBA. The only difference between previous methods is that slides are not updated as we change the Excel file. To use the Excel VBA Code, we must add the Microsoft PowerPoint 16.0 Object Library. However, since we are using this approach, we don’t need to create a VBA code for each presentation. Through modification of the code, we can generate dozens of slides.

First of all, select the active sheet of the workbook to begin.

Create PowerPoint Slides from Excel Through VBA

Secondly, navigate to Developer and then Visual Basic .
Later on, select Insert and now click on Module .

Next, put the following code into the Module box. Remember to change the cell’s range.

Finally, click the Run button or press F5 .
So, this is where the output will go.

To overcome the error, follow these:

Step 1 : Hover over Tools => You will see the References option => Click on References .

Hover over Tools and you will see the References option

As a result, the References – VBAProject window will open.

Step 2 : Check Microsoft PowerPoint 16.0 Object Library => You will see the OK button in the top right corner => Hit OK to resolve the error.

In the References - VBAProject window, check Microsoft PowerPoint 16.0 Object Library and you will see the OK button in the right top corner

Download Practice Workbook

You can get a free copy of the example workbook that was used during the discussion which was just below here.

You can automatically create PowerPoint slides from Excel from this point forward by using the procedures that we just discussed. Keep using them, and let us know if you come up with any other strategies to get the work done or if you have any new ideas. Remember to post questions, comments, or recommendations in the section below.

How to Perform Excel to PowerPoint Automation
How to Link Excel Sheets to PowerPoint
How to Update Charts in PowerPoint from Excel Automatically
How to Link Excel Data to PowerPoint Chart
How to Embed an Excel File in PowerPoint
[Fixed!] Problems with Embedded Excel Files in PowerPoint
[Solved] Embedded Excel in PowerPoint Not Showing All Data
How to Link Powerpoint to Excel for Dynamic Data Updates
How to Insert Excel Chart into PowerPoint
How to Copy Table from Excel to Powerpoint with Formatting

<< Go Back to Excel to PowerPoint | Export Data from Excel | Learn Excel

What is ExcelDemy?

Tags: Excel to PowerPoint

Lutfor Rahman Shimanto, BSc, Information Technology, Jahangirnagar University, Bangladesh, has worked with the ExcelDemy project for over a year. He has written 50+ articles and provided solutions of 100+ comments for ExcelDemy. Currently, he works as an Excel & VBA Developer and provides support and solutions in the ExcelDemy Forum. He has solved 100+ ExcelDemy Forum problems. His work and learning interests are in developing various Excel & VBA and Desktop applications. Outside of work, he enjoys Chess... Read Full Bio

Hi and thanks for your post data;

When I use your VBA code I got this error:”user defined type not defined” How can I fix it?

Best Regards

Thanks for reaching out and posting your comment. You are right about the raised error. If you do not add the Microsoft PowerPoint 16.0 Object Library , you must see the User-Defined Type not defined error.

To solve the issue, follow these: Step 1 : Hover over Tools => You will see the References option.

Step 2 : Click on References => In the References – VBAProject window, check Microsoft PowerPoint 16.0 Object Library , and you will see the OK button in the top right corner.

Step 3 : After clicking OK , you will be able to run the code like the following GIF .

Hopefully, the solution will help you overcome your situation. Good luck.

Regards Lutfor Rahman Shimanto

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 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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How to Convert Excel to PowerPoint

Last Updated: June 9, 2023

This article was co-authored by wikiHow Staff . Our trained team of editors and researchers validate articles for accuracy and comprehensiveness. wikiHow's Content Management Team carefully monitors the work from our editorial staff to ensure that each article is backed by trusted research and meets our high quality standards. This article has been viewed 232,011 times. Learn more...

If you want to take data from an Excel spreadsheet and put it into a PowerPoint presentation, you can do so with built-in controls available in both programs. This wikiHow shows you how to put Excel data into PowerPoint slides using these features.

Copying and Pasting Excel Data into PowerPoint

Step 1 Open an Excel file you want to use.

Inserting an Excel Object into PowerPoint

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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.

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!

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.

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

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.

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.

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

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

_____________________________

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

11 Best Excel Presentation Tips in 2024

Brandon Pfaff

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Ask a question or join the conversation for all things Excel on our Slack channel.

There’s more to a spreadsheet than just the numbers on the page. It is equally important to make your spreadsheets look professional, easy to read, and visually appealing to your viewers.

The same way a lawyer with a crooked tie and disorganized papers might raise an eyebrow in court, your Excel presentation won’t hit the right marks with your audience if it looks clumsy and bland, no matter how many hours of research goes into making it or how important the information contained within it is.

Whether you are creating a spreadsheet for personal use, to pass information to your team or share with your project manager, the secrets locked away in this post will be of immense use to you. Let’s take a look at the best Excel presentation tips to help you create standout spreadsheets .

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1. Get a template online

If you are a busy person, and you cannot fit an Excel presentation design into your schedule, enter the ex machina: pre-made Excel templates. You can choose from an array of purpose-specific templates with beautiful designs, fonts, and colors. Simply enter your values to customize it, and you are ready to go.

Of course, using a template means you will not get better at designing things yourself. If getting things done is your priority instead of getting better at designing presentations, then, by all means, use a template and be done with it. On the other hand, if you want to know how to make your Excel presentation better on your own, then find someone to teach you or stick around until the end of this post.

Check out our 50 best Excel templates to make your life easier and our 33 Excel business templates for workplace productivity .

2. Name your worksheets correctly

Excel presentation is all about clarity. For this single reason, the importance of a correct and reliable project or worksheet name cannot be overemphasized. It could be a sentence, a phrase or just a word. Just make sure it is easy to understand by you or by anyone you will be sharing the file with.

You also must make sure it is distinct from the names of other worksheets stored on your computer. After all, what is the use of all the tips you will learn here today if you will not be able to find the worksheet you applied them on?

3. Define your header/title

Your header and title can be anything but it needs to stand out. Your header must be able to speak to the reader and make the reader know at first glance what the header is.

To do this, try a larger font for your header, underline and embolden it. You should center align it and use a different font color. It has to stand out but also blend with the template color scheme and overall aesthetic look. You can also use a different readable for your header. Just remember, we want to make it distinct, not isolated.

Step up your Excel game

Download our print-ready shortcut cheatsheet for Excel.

4. Dos and don'ts of fonts

Full transparency: Fonts make or break your spreadsheet. Always use a uniform font for your data, you can use the same font for your header or you can change that of the header. You can use three fonts in a single presentation and that is the recommended maximum, else you would be pushing it. In this case, less is infinitely better.

These are the guidelines to follow in selecting the right format for your font.

Here is a quick tip, fonts of the sans-serif group are the best for your Excel spreadsheet if readability is your goal. Calibri, Helvetica, Arial or Playfair are few examples. If used with the right alignment, spacing, and color, they can bring out the best in your Excel presentation.

This ultimately depends on your presentation but officially, font 12 is often advised with double spacing to improve readability. As stated earlier, the header font can be larger. The headers should be larger than sub-headers which in turn should be larger than data fonts.

You want to create a sharp contrast between the text color and the background colors e.g. a light color text on a dark background and vice versa. This is where the "zebra stripes" rule comes in, which will be discussed later in the post.

People don’t often use the alignment tool in Excel. If you want to make your presentation look beautiful and business-like , you will need to maximize the alignment feature.

5. Create space for breathing room

When you see tightly packed, clumsy or wordy text or spreadsheet, your brain automatically gets tired of reading it before you even start. But when there is breathing space and the spreadsheet is divided up into categories, it becomes more pleasant to the eyes and ripe for interpretation by the brain.

This brings us to the B2 rule. Try to start your presentation on column B, row 2. Leaving the A column and the first row blank. It works like magic. You should also make sure that the column and row dimensions are the same.

Additionally, don't autofit the height and width of your document. You need to have flexibility and creative control of your workspace. Instead, manually adjust the height and width so that they have just enough white space but not too much to give your presentation some breathing room and improve readability.

6. Add an image

Whether it’s a photograph, an artistic sketch or your logo, images go a long way in making your spreadsheet better. Images make your presentation look official and possess the professional feel in many of the beautiful presentations you have seen. Pictures speak a thousand words. While Excel is not designed to accomplish the kind of presentation you can make in PowerPoint, a picture will help you to drive the point home and make your presentation memorable.

7. Go off the grid

Do you know that erasing all grid lines apart from those of your result will have people asking how you did it and if you used the same Excel software they use? Try it today. In your spreadsheet

Go to the View tab on the ribbon.

Under the Show section, uncheck the box next to Gridlines .

8. Zebra stripes: Excel jungle law

Zebra stripes are alternating dark and light colors on rows lying on top of each other. This helps in a number of ways. First, it has this aesthetic feel that makes your work seem orderly, especially if you are displaying hundreds of rows of data. Second, it helps correlation and readability. A reader can track a row from the right-hand side to the far left and not lose track of what row his or her eyes are set upon.

You can zebra stripe using many methods. When you create a table in Excel, by default this will be zebra striped (Tip- select your data and use the shortcut Ctrl + T on a PC or ^ + T on a Mac to quickly create a table). On the Design tab, under Table Styles, you can change the color and style of your zebra stripes.

It can also be done using a formula in conditional formatting if desired. Conditional formatting is done by highlighting values that satisfy certain requirements (e.g. all odd-numbered rows). It can be copied from cell to cell using the painter tool in the Home toolbar.

9. Use charts, tables , and graphs

Most presentations are incomplete without some form of visual representation. Whether table, graph or chart, you need to visually represent your raw data in mediums that would be understood in a single glance. Charts, graphs, and tables should not be underestimated, especially if you have cumbersome data spanning many columns and rows.

In the Excel ecosystem, the chart, graph, and table features are like symbiotic siblings. You need them to bring out the beauty in the brevity of your work.

10. Create cell styles

Excel has many preset cell styles but you can create your own custom styles that will be more customized, and easier to use and edit because you created it. This is actually an alternative to getting a template if graphics consistency is your goal. After creating a beautiful spreadsheet with the above information, you can save the style so that you can apply it to future presentations.

Now your presentation is perfect with the right feel and style. Simply highlight the cells with your design for saving, then go to the Home toolbar, click on "more" at the base of the style gallery, then select "new cell style". A style dialog box will open, name the style, edit its properties and save.

If it isn't broken and it works efficiently, why change it? You can, however, add a touch of variability by changing the color palette from time to time.

11. Show restraint

You have learned all of these tips and you are ready to start your presentation - be careful of overdoing it. Use color sparingly and don't combine too many tips at once. You need to tread the fine line between underwhelming and too much to find the "just enough" middle ground. Make sure your presentation is perfectly balanced, as all things should be.

Ultimately, the way your Excel presentation turns out depends on how well you communicate your data to your audience. Although, it does help to know the psychology of colors, good fonts. Browse beautiful spreadsheet presentations online to figure out what the "best" looks like. But at the end of the day, the ball is in your court and we hope that your dedication to practicing, sharpening and perfecting your presentation skills in Excel will be rewarded with cheers.

Ready to design your own Excel presentations?

If you would like to sum up the data on your Excel spreadsheet so that its insights are conveyed in a straight-forward manner, then follow this step-by-step guide. You’ll end up with a presentation that summarizes your data in a way that’s painless to analyze.

If you’re eager to brush up on your Excel skills, check out our Excel course and master the fundamentals to boost your productivity.

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Brandon is a full time CPA specializing in all things tax. When he is not serving clients, he enjoys spending time with his wife and son, real estate investing, and sipping fine bourbon.

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How to Embed an Excel File in PowerPoint

A computer monitor with a powerpoint presentation open on one side and an excel spreadsheet open on the other

PowerPoint presentations are a great way to communicate ideas, data, and findings to an audience. One of the most effective ways to enhance your PowerPoint presentation is by embedding an Excel file into it. Embedding an Excel file can give your presentation added value by allowing your audience to interact with your data. In this article, we’ll guide you through the process of embedding an Excel file in PowerPoint, discuss the benefits of embedding, and teach you how to customize your Excel objects to make them a perfect fit for your presentation.

Table of Contents

Step-by-Step Guide on Embedding Excel Files in PowerPoint

To embed an Excel file in PowerPoint, follow these steps:

Open your PowerPoint presentation and navigate to the slide where you want to embed the Excel file.
Click on the “Insert” tab in the top toolbar of the PowerPoint window.
Select “Object” and choose the “Create from File” option in the “Insert Object” dialog box.
Click on “Browse” and navigate to the location of your Excel file. Select the file and click on “Open”.
Check the “Link” box if you want the Excel file to be linked to the PowerPoint presentation. This will ensure that changes made to the Excel file will automatically update in the PowerPoint presentation.
Click “OK” to complete the process. Your Excel file will be successfully embedded into your PowerPoint presentation.

It is important to note that the embedded Excel file may not be visible in the PowerPoint presentation if the viewer does not have Microsoft Excel installed on their computer. In this case, it is recommended to either provide a separate copy of the Excel file or convert the data into a different format that can be viewed by a wider range of users.

Benefits of Embedding Excel Sheets in PowerPoint

Embedding an Excel file in your PowerPoint presentation can help you gain a number of benefits. Firstly, it allows you to present complex data in an interactive way. By embedding an Excel sheet, your audience will be able to view, sort, filter, and manipulate data using Excel functions like formulas, charts, and graphs. Secondly, embedding Excel sheets can give your presentation the edge needed to stand out. By creatively presenting data, your audience will be engaged and more likely to remember what they have seen. Finally, embedding Excel sheets enhances your presentation’s professionalism.

Another benefit of embedding Excel sheets in PowerPoint is that it saves time and effort. Instead of creating separate charts and graphs in PowerPoint, you can simply embed an Excel sheet that already contains the data. This not only saves time but also ensures accuracy and consistency in your presentation.

Moreover, embedding Excel sheets in PowerPoint allows for easy updates. If the data in your Excel sheet changes, you can simply update the sheet and the changes will be reflected in your PowerPoint presentation. This eliminates the need to manually update each chart or graph in your presentation, saving you time and reducing the risk of errors.

Understanding the Different Methods to Embed Excel Files in PowerPoint

PowerPoint offers two methods for embedding Excel files: Embedding and Linking. Embedded files have all the data from the Excel file copied into the PowerPoint presentation, while linked files point to the original Excel file. Embedded files are best for static data that does not change often, while linked files are best suited for data that is updated regularly. Consider your data needs before deciding which method is best for you.

Another important factor to consider when choosing between embedding and linking Excel files in PowerPoint is file size. Embedded files can significantly increase the size of your PowerPoint presentation, which can make it difficult to share or upload. On the other hand, linked files do not increase the size of your presentation, as they only point to the original Excel file.

It is also worth noting that linked files require the original Excel file to be present in order to display the data in the PowerPoint presentation. If the Excel file is moved or deleted, the linked data in the PowerPoint presentation will no longer be accessible. Embedded files, on the other hand, do not have this dependency and can be viewed without the original Excel file.

How to Insert an Existing Excel File into PowerPoint

This is a simple process that can be done in a few steps. To insert an existing Excel file into PowerPoint, follow these steps:

Open your PowerPoint presentation and navigate to the slide where you want to insert the Excel file.

It is important to note that if you make changes to the Excel file after it has been inserted into the PowerPoint presentation, those changes will not be reflected in the presentation unless you have selected the “Link” option. Additionally, if you move the Excel file to a different location on your computer or delete it altogether, the link between the Excel file and the PowerPoint presentation will be broken. Therefore, it is recommended to keep the Excel file in the same location and to use the “Link” option if you anticipate making changes to the file.

How to Create a New Workbook and Embed it in PowerPoint

If you want to create a new workbook, you can do so within the PowerPoint presentation itself. Follow these steps to create a new workbook and embed it in PowerPoint:

Open your PowerPoint presentation and navigate to the slide where you want to create the new workbook.
Select “Object” and choose the “Microsoft Excel Worksheet” option in the “Insert Object” dialog box.
A new Excel workbook will appear. Edit the workbook as needed.
Once you are done editing the workbook, click “Save”. The embedded Excel sheet will be inserted into your PowerPoint presentation.

It’s important to note that any changes made to the embedded Excel sheet will not be reflected in the original workbook. If you need to make changes to the workbook, you will need to do so separately and then re-embed the updated version into your PowerPoint presentation. Additionally, if you want to edit the embedded Excel sheet within PowerPoint, you can do so by double-clicking on the sheet and making your changes. When you’re finished, simply click outside of the sheet to return to your PowerPoint slide.

Best Practices for Embedding Excel Files in PowerPoint

Before you embark on embedding Excel files in your PowerPoint presentation, there are a few best practices you should follow. Firstly, ensure that your data is well organized and easy to understand. Secondly, use charts and graphs wherever possible to make your data more appealing. Finally, remember to keep your audience in mind and make sure your data is presented in a way that is easy to understand and interpret.

Another important best practice to keep in mind when embedding Excel files in PowerPoint is to ensure that your data is up-to-date. Make sure that you have the latest version of your Excel file and that any changes made to the data are reflected in your PowerPoint presentation. This will ensure that your audience is receiving accurate and relevant information.

Additionally, it’s important to consider the file size of your embedded Excel files. Large files can slow down your presentation and make it difficult for your audience to follow along. To avoid this, try to keep your Excel files as small as possible by removing any unnecessary data or formatting. You can also consider compressing your files before embedding them in your PowerPoint presentation.

Troubleshooting Common Issues with Embedded Excel Sheets in PowerPoint

Some common issues that may arise when embedding Excel sheets in PowerPoint include changes not being reflected, the embedded file not opening, and issues with formatting. To troubleshoot such problems, ensure that you are using the correct embedding method and that your Excel data is formatted properly.

Tips for Customizing Embedded Excel Objects in PowerPoint

To customize your Excel objects in PowerPoint, you can use formatting tools to adjust font styles, colors, and sizes. You can also add shapes, borders, and animations to make your data more interesting and engaging. Additionally, you can use Excel’s chart and graph functions to create eye-catching visuals that illustrate data in a new way.

How to Edit and Update Embedded Excel Spreadsheets in PowerPoint

To edit an embedded Excel spreadsheet in PowerPoint, double-click on the embedded object. This will open the Excel window, where you can edit the data. Once you have made your edits, save the Excel file and the changes will be automatically reflected in the PowerPoint presentation.

Integrating Dynamic Charts from Excel into Your PowerPoint Presentation

To integrate dynamic charts from Excel into your PowerPoint presentation, create your chart in Excel and then embed it into the PowerPoint presentation. When the data in the Excel sheet is updated, the chart in the PowerPoint presentation will update automatically.

Embedding Interactive Tables from Excel into Your PowerPoint Slides

To embed interactive tables from Excel into your PowerPoint presentation, select the table in Excel, copy it, and then paste it into your PowerPoint presentation. You can then edit the data in the table as needed.

Enhancing Your Presentations with Animated Charts and Graphs from Excel

To enhance your presentations with animated charts and graphs from Excel, use Excel’s built-in animation features to create eye-catching visuals. These can then be embedded into your PowerPoint presentation, giving it a dynamic edge.

Creating Linked Objects between Excel and PowerPoint for Streamlined Updates

To create linked objects between Excel and PowerPoint, insert an object into your PowerPoint presentation and select the “Link” option. Ensure that the Excel data you are linking to is up-to-date, and your PowerPoint presentation will update automatically whenever changes are made.

Using Macros to Automate the Process of Embedding Excel Files in PowerPoint

To use macros to automate the process of embedding Excel files in PowerPoint, you can use VBA code to streamline the process and make it easier to embed Excel files in PowerPoint. This can save you time and make the process of embedding Excel files in PowerPoint more efficient.

Now that you understand how to embed Excel files in PowerPoint, you can make your presentations more interesting and engaging. Whether you are presenting data to colleagues or clients, embedding Excel files in PowerPoint can help you communicate your ideas more effectively.

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How to create your presentation using Excel?

Hrideep barot.

Presentation

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!

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How to Add an Excel Chart to a PowerPoint Presentation

Copy and paste, or use the Link Data command

Brock University

Charts add a little extra punch to your PowerPoint presentation instead of listing bullet points of data. Conveniently, charts created in Excel can be copied and pasted into your PowerPoint presentations. As an added bonus, update charts in your PowerPoint presentation when changes are made to the original Excel data.

Instructions in this article apply to PowerPoint for Microsoft 365, PowerPoint 2019, PowerPoint 2016, PowerPoint 2013, PowerPoint 2010, and Excel.

Copy Your Chart From Excel

Any chart that you create in Excel can be copied and pasted into any Microsoft Office app.

Open the Excel file that contains the chart you want to copy and select the chart.

Select Home > Copy .

There are other ways to copy the chart. Right-click on the chart and select Copy . Or, use the Ctrl + C shortcut.

Close Excel.

Choose How to Paste Your Chart

The chart you copied in Excel is stored on the Clipboard. Now it's time to paste it into a PowerPoint slide.

Open PowerPoint and navigate to the slide where you wish to paste the Excel chart.

Select Home and select the Paste down arrow. Or, right-click the slide. The different options for pasting a chart display.

Choose Use Destination Theme & Embed Workbook to paste your chart into PowerPoint with the ability to edit it in PowerPoint and match your presentation's color scheme.

Choose Keep Source Formatting & Embed Workbook to be able to edit it in PowerPoint and keep the original color scheme from Excel.

Choose Use Destination Theme & Link Data to be able to edit it by making changes to your original data in Excel. The chart will match your PowerPoint presentation's color scheme.

Choose Keep Source Formatting & Link Data to edit it by making changes to your original data in Excel. The chart will keep the original color scheme from Excel.

Choose Picture to paste a picture of your chart into PowerPoint. The picture cannot be edited and is not tied to any data.

Update Excel Charts in PowerPoint

If you chose to Link Data when pasting your Excel chart into PowerPoint, changes made to the original spreadsheet file will update the chart in PowerPoint.

To manually update chart data:

Select the chart in PowerPoint.

Select Chart Tools Design .

Select Refresh Data .

Microsoft Office Update Prompt

Each time you open a PowerPoint presentation that is linked to another Microsoft Office app, such as Excel or Word, you're prompted to update the links in the presentation file. If you trust the source of the presentation, choose Update Links . All links to other documents are updated with any new changes.

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Tips and guides
Microsoft 365

Tips for turning your Excel data into PowerPoint charts

Courtney Owen
Small business

As a presenter, you probably use charts (also called graphs) in your presentations. Charts display data in a visual format that audiences can easily grasp – if you design the chart and slide clearly and crisply.

A crisp chart has nothing to do with your toaster’s setting. Instead, it’s a chart that shows only the data necessary to make the desired point clear – no less, no more. Too much data (sometimes called “data dump”) will overwhelm your audience, blunting your message.

Limit the Data

Instead of creating a chart from data in an entire Excel spreadsheet, first edit your spreadsheet. One way to do this is to copy and paste data onto a separate Excel workbook tab. Then look at what you can eliminate. When you have only the data you need, you’re ready to create the chart in PowerPoint.

Tip: If your data just has to be huge, see if you can divide the data into two sets. For example, you could cover two related sets in one table and two other related sets in another. These two tables, or sets of data, would end up being two easily digestible slides, instead of one overloaded slide.

Creating the chart

There are several ways to generate a chart in PowerPoint from Excel data, but here we’ll talk about one way. Let’s assume that you’ve already edited an Excel spreadsheet so that it contains only the data that will support your message.

Here are the basic steps to create the chart in PowerPoint from a data set:

2. The Insert Chart dialog opens. Choose the type of chart you want. For this example, I’ll choose the default 2D column chart. Click OK .

Note: Some types of charts are appropriate for specific types of data; your chart type should match your data. For example, if you have one row of data showing percentages that make up a whole, a pie chart would work better than a column chart.

4. Go back to the temporary spreadsheet, click in cell A1, and paste.

5. If your data is smaller than the dummy data, you’ll need to drag the lower right corner of the blue border inward; in the figure, a red arrow points to this corner.

6. Go back to your PowerPoint slide to see the chart

Formatting charts for clarity

You’re not finished yet! PowerPoint’s default charts are overly busy and are rarely formatted in a way that’s easy to understand. Also, PowerPoint has many useful features that you can take advantage of to help you communicate your points clearly.

I can give you some best practices for clear charts, but in the end, you have to decide what is best for your message, your data, and your audience. Here are some ideas that should help you get the results you want.

Use 2D charts

3D charts are notoriously hard to understand. Which is the true value, the front or the back of the column? People aren’t sure. The “walls” and “floor” of the chart make it seem overly complex. Finally, the 3D perspective makes quickly judging values harder. Just switching to a 2D chart instantly makes the chart look easier to understand.

Luckily, PowerPoint 2007 and 2010 default to the 2D style, but PowerPoint 2003 had a 3D default and many charts out there still use that style. To change to a 2D chart, select the chart. On the Chart Tools Design tab, choose Change Chart Type.

Consider changing the chart type

As I mentioned, you should choose your chart type based on your data and the point you are trying to make. Column charts are the most common, but that may be because they are the default. When you’re trying to show trends, a line chart can make the point clearer.

Many people don’t like line charts because the lines are too thin to show up clearly, but you can easily make them thicker. First, try one of the chart styles from the Style gallery; the options near the bottom use thicker lines.

If the lines still aren’t thick enough for your taste, follow these steps to make them as thick as you want:

2. Click the Chart Tools Format tab.

3. In the Shape Styles group, click the Shape Outline button, then choose Weight, More Lines to open the Format Data Series dialog box with the Line Style category active.

4. In the Width text box, type a larger width or use the Up arrow to increase the width.

5. With the dialog box still open, select each remaining line, click the Line Style category, and choose a new width. You can even vary the widths to emphasize one data series over others.

Widen the bars

If you choose a column or bar chart type, widening the bars can make the chart clearer. The steps to widen the bars are not intuitive, so many people miss them. Here they are:

1. Right-click any column or bar and choose Format Data Series. The Format Data Series dialog box opens. ( Tip: Drag the dialog box off the chart, so you can see the result as you do the next step.)

2. With the Series Options category selected, drag the Gap Width slider to the left, toward the No Gap label. All of the columns or bars widen.

3. Click Close to close the dialog box.

Remove the gridlines and use data labels if necessary

The purpose of gridlines is to help your audience figure out the exact value of the data points. Is that sales number $3.5 million or $3.4 million? But when you display a presentation on a screen, your audience can’t easily follow the gridlines. Moreover, the gridlines are a distraction from the chart itself.

In some situations, you need to convey exact numbers. In others, an approximation is fine because no one cares. So you should base your choice of whether to use gridlines on both the goal of your presentation and your audience’s needs.

One way to get rid of the gridlines and still provide exact data is to use data labels. In fact, data labels will show your audience the numbers much more clearly. The only trick is to make sure that you don’t have too many numbers on the screen.

Here you see the evolution of a chart from grid lines to data labels. Follow these steps:

1. Click the grid lines, but not the top or bottom ones (because you’ll select the plot area instead of the grid lines).

2. Press the Delete key on your keyboard to delete the grid lines.

3. With the chart selected, click the Chart Tools Layout tab, choose Data Labels, and then Outside End.

4. If the data labels are too long and overlap, try a bar chart. On the Chart Tools Design tab, click Change Chart Type, choose one of the bar charts, and click OK.

What other options are useful?

PowerPoint has so many options for formatting charts, so I’ll just make a few comments.

Tick marks are small lines along the axes and they are usually unnecessary. They aren’t very noticeable, but getting rid of them will make your chart look cleaner. The red arrows in the figure point to the tick marks. Here’s how to remove them:

2. Right-click the axis and choose Format Axis.

3. In the Format Axis dialog box’s Axis Options category, from the Major Tick Mark Type drop-down list, choose None.

4. Select the next axis and repeat the previous step.

5. When you’re done, click Close.

Some charts have a chart title , but in most cases, I recommend using the slide’s title instead. To delete an existing chart title, just select it and press the Delete key.

Sometimes the legend is in the way of expanding the chart itself. You can select it and drag it to a better location. Then, to expand the rest of the chart, click the Plot Area (try clicking inside the main area of the chart) and drag its handles outward.

1. Click an axis to select it. The easiest way to make sure you select the axis is to click its labels.

3. In the Format Axis dialog box’s Axis Options category, from the Display Units drop-down list, choose the units you want. In the example, you would choose millions.

4. If you want to show the display units, check the Show Display Units Label on Chart checkbox.

5. If you want to show decimal values on the Y axis, click the Number category in the dialog box. From the Category list on the right, choose one of the options, such as Number, to set the decimal places and other number formatting.

6. Click Close to close the dialog box.

Calling out important points

No matter how simple you make your chart, it can seem overwhelming to your audience. You are familiar with the data, but the people watching aren’t. Also, you may need to point to specific sections of the chart as you discuss them. Walking up to the screen and pointing is usually awkward and ineffective, so you can use shapes and animation instead.

An arrow and a circle are two ways to point out sections of a chart, as you see here. I usually make them bright red, so that they stand out from the rest of the chart.

Here are the steps to insert a circle or arrow:

1. Make sure the chart is not selected. Then go to the Home tab and choose the arrow or circle from the Drawing group.

2. Click and drag to place the shape.

3. Format the circle so that it has no fill. To do so, select it, click the Format tab, click Shape Fill, and choose No Fill. To make it red, click Shape Outline and choose the red color swatch.

4. To format the arrow with a red fill, click the Format tab, click Shape Fill, and choose the red color swatch.

You may not want the audience to see the arrow or circle until you get to a specific part of your discussion, so you can add animation to make them appear when you click.

To add animation to the arrow in PowerPoint 2010, follow these steps:

1. Select the arrow.

2. Click the Animations tab.

3. Click Add Animation and choose Wipe from the Entrance section. (You can choose another entrance animation, but Wipe looks good with arrows.) If you don’t see the Wipe animation, choose More Entrance Effects from the bottom of the list to find it.

4. Click Effect Options and choose a direction. For a left-facing arrow, choose from Right. For a down-facing arrow, choose from Top.

To add animation to the circle in PowerPoint 2010, follow the same steps, except that I recommend the Wheel animation. Then choose 1 Spoke from the Effect Options list. This animation looks like you’re encircling the area within the circle.

Do a clarity test

When your chart is done, ask a friend or colleague to look at it. Ask what the chart means. If you get a correct answer, you’ve succeeded!

–Ellen Finkelstein

Ellen Finkelstein trains presenters to present more clearly and powerfully. For free tips and a free report, “From Death by PowerPoint to Life by PowerPoint,” go to www.ellenfinkelstein.com .

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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.

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How to Add an Excel Chart to a PowerPoint Presentation

Adding charts and graphs from Excel to PowerPoint is a great way to visualize data and make your presentations more impactful. As both Excel and PowerPoint are part of the Microsoft Office suite, it’s easy to copy and paste charts between the two applications.

In this blog post, I’ll walk you through the step-by-step process to add Excel charts to PowerPoint slides quickly and easily . Whether you’re creating a business presentation, academic project, or any other slide deck, using charts and graphs to represent Excel data can help engage your audience and simplify complex information.

Why Add Excel Charts to PowerPoint

Before jumping into the how-to steps, let’s first cover why you should add Excel charts to PowerPoint. There are a few key reasons:

Visualize data: Charts allow you to present Excel data visually in a format that’s easy to digest. Rather than showing a table of numbers, charts demonstrate trends, relationships, comparisons, and more through graphical means.
Simplify complex information: Numbers in tables can be boring or confusing, but a chart quickly relays key takeaways. Charts in presentations simplify complex stats into easily interpretable graphics.
Engage your audience: Dynamic charts tend to capture audience attention better than static slides full of bullet points. Using compelling Excel charts in PowerPoint presentations keeps viewers engaged.
Enhance slide quality: Good PowerPoint slides use images, graphics, and multimedia. Integrating charts alongside other visuals improves overall slide quality and stickiness.
Reuse Excel data: Rather than recreating charts manually, copying existing charts from Excel saves time. This way, you avoid errors remaking the same chart.

Now that you know why to add Excel charts into PowerPoint, let’s get into the step-by-step process of how to get it done.

How to Add an Excel Chart to PowerPoint

Follow these six simple steps to insert any Excel chart into a PowerPoint presentation:

Step 1: Open the Excel File with the Chart

First, locate and open the Excel workbook containing the chart you want to transfer. Select the worksheet with your chart on it.

Tip: Before copying the chart, ensure the source Excel data is fully updated.

Step 2: Copy the Excel Chart

With the chart’s worksheet active in Excel, click on the chart itself to select the entire graphic. A border will appear around the perimeter.

Next, press Ctrl+C on your keyboard to copy the selected chart. Or right-click the chart, choose Copy from the context menu.

Step 3: Switch to PowerPoint

Now open the PowerPoint presentation you want to add the Excel chart into.

Create a new slide where you want the copied chart to be positioned.

Step 4: Paste the Copied Chart

With the new PowerPoint slide active, press Ctrl+V to paste the chart. You can also right-click and select Paste .

The Excel chart will now be inserted into the PowerPoint slide, centered on the canvas by default.

Step 5: Adjust Chart Positioning

If desired, use PowerPoint’s tools to move, resize, rotate or otherwise adjust the pasted chart:

Move: Click and drag the chart to slide it around
Resize: Drag the sizing handles on the perimeter
Rotate: Hover over a corner until the rotate icon appears

Position the Excel chart where you want it on the PowerPoint slide.

Step 6: Customize Chart Design (Optional)

To change the copied Excel chart’s visual style in PowerPoint, select the chart, go to Chart Design tab, and pick a new theme:

Chart design tab in PowerPoint

There are plenty of different color schemes and layouts to choose from to match your presentation’s branding.

And that’s it! With those six simple steps, you can swiftly copy any Excel chart and paste it into a PowerPoint slide.

Tips for Enhancing PowerPoint Charts

Beyond the basics, there are a few tips and tricks I recommend to enhance Excel charts that you paste into PowerPoint:

Edit chart data in Excel: To modify the chart data itself, edit the original Excel workbook rather than attempting to tweak the chart in PowerPoint. Then recopy an updated version into PowerPoint again.
Simplify overly complex charts: If your Excel chart seems too busy for a slide, consider simplifying before pasting. Remove excessive label text, lines, legends or data that aren’t relevant for your presentation.
Annotate and highlight: Use PowerPoint tools like arrows, text boxes and highlights to call attention to key data trends in the pasted chart. But don’t go overboard.
Make chart text legible: Check that font sizes remain readable after transferring the chart from Excel to PowerPoint. Increase PowerPoint text sizes as needed.
Cite chart sources: Especially for public presentations, make sure to cite sources for any charts and graphics. Credit the original data sources either on the slide itself or in speaker notes.

Link Excel Data for Live PowerPoint Charts

The copy-and-paste method covered above embeds a static image of your Excel chart into PowerPoint. But you can also link charts to keep the PowerPoint version dynamically connected to Excel data.

Here’s how to create live Excel charts in PowerPoint presentations:

In PowerPoint, go to the Insert tab and click the Object button
Select Create new and choose Microsoft Excel Chart
Browse and select the desired Excel file with data to link
Pick the worksheet and cell range for your chart, just like in Excel
PowerPoint will now insert a linked, live Excel chart you can edit later!

With linked charts, if you edit the original Excel workbook, the PowerPoint chart will update its data accordingly. The downside is that your presentation will depend on access to the separate Excel file.

Embedded static charts decouple this dependency, allowing your PowerPoint file to stand alone. But data can’t be refreshed down the road. Choose the method that makes most sense for your purposes.

Whether you opt for copy-and-paste or linked live charts in Excel, adding charts is a great way to bolster PowerPoint slide decks. Visualizing Excel worksheet data alongside other graphics and multimedia makes for more compelling, engaging presentations.

In this article, we covered why you should integrate charts in the first place, detailed steps for copying over charts, tips for customizing and enhancing them, as well as how to establish dynamic links to Excel data that updates over time.

With these techniques under your belt, go out and take those boring tables of numbers from Excel to exciting new heights in your next PowerPoint presentation! Just remember the key best practices we covered for readability, simplification and proper citation.

What about you – what tips do you have for working with Excel charts in PowerPoint? Share your favorites in the comments below!

About The Author

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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

Copy an Excel chart to another Office program

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Can Powerpoint pull data from Excel and auto-update?

I have an Excel file with 3 sheets; 1 table and 1 bar chart on each. I've been asked to create a Powerpoint that auto-updates when the tables and charts get updated in the Excel. When I copy the table in Sheet 1, use Paste Special and "Use Destination Style" in Slide 1, it works as I think it should. But when I navigate to Sheet 2, the Slide 1 table changes to Sheet 2 data. WHY? How do I get Powerpoint to auto-update tables and charts, pulling the data from Excel?

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TO COPY THE DATA (what you call 1 table) FROM EXCEL TO POWER POINT SLIDE 1

Highlight the data in EXCEL for example cells:-

A 1 to B 10

- to copy then go to slide 1 in Power Point and click at point where you wish to paste data then:-

Clipboard group

Click on the drop down arrow beneath:-

- then click on:-

Paste Special . . .

- to open the window called:-

Paste Special

In the window called:-

- click on the Radio Button called:-

- making sure that:-

Microsoft Excel Worksheet Object

- is highlighted then click:-

TEST TO ENSURE AUTO UPDATE TAKES PLACE

Change a cell in EXCEL and you should see the equivalent cell in Power Point update.

TO COPY A CHART FROM EXCEL TO POWER POINT SLIDE 2

Click in the chart in EXCEL to highlight it then right click and:-

- to copy then go to slide 2 in Power Point and click at point where you wish to paste data then:-

Save Power Point file at this point if required.

Change a cell in EXCEL and you should see:-

- the chart update in EXCEL

- now go to Power Point and you should see the equivalent cell in Power Point update (I did).

Repeat above process called:-

- but this time for slide 3 and copying the data from the second EXCEL Worksheet.

Save Power Point file at this point if required (I did).

Now make a change to a cell in your first Worksheet and you should see:-

- chart in EXCEL update change

- slide 1 change

- slide 2 change

- slide 3 should remain unchanged.

I saw all 4 of the above.

Save both EXCEL and Power Point files at this point if required (I did).

- but this time for slide 4 and copying the data from the second EXCEL Worksheet.

Save Power Point and EXCEL files at this point if required (I did).

Change a cell in EXCEL ( first Worksheet) and you should see:-

- now go to Power Point and:-

- right click the data in slide 1 then click:-

Update Link

- to see the data in slide 1 change.

Save the Power Point file at this point.

Close then re-open the Power Point file clicking on:-

Update Links

- and you should now see the chart in slide 2 update.

Make sure that slides 3 and 4 remain unchanged (mine did).

Save the Power Point file at this point if required (I did).

Now go back to EXCEL this time updating data in your 2 nd Worksheet.

Save the EXCEL file.

Close and re-open the Power Point file clicking:-

- when so doing.

Check the Power Point file and make sure that only slides 3 and 4 have changed.

I saw that only slides 3 and 4 had changed.

Save the Power Point file at this point if required.

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I'm guessing that you're in PPT and choose Insert Object, From File.

That's not The Way.

Instead, start Excel, open your file, select the content that you want to link and choose Copy.

Switch back to PPT, choose Paste Special and put a check next to Link and choose the appropriate object type (ie, Excel Chart Object or whatever).

That should sort things out for you.

Hi Steve, thanks for the taking the time to answer. I do not see "Link" as an option. Just "Display as icon" Let me know if perhaps... this is a function only available to PC?

Please note that your original posting says your operating system is:-

- which is where I tested it and where it works as my procedure shows.

You appear to be working on a MAC operating system; is that correct?

Yes... sorry, I did not see where I could select the OS. I am on Mac.

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How-To Geek

6 ways to make your excel spreadsheet easy to read.

Six tried and tested ways to show off your spreadsheet.

Quick Links

Tip 1: freeze your rows and columns, tip 2: don't overuse cell borders, tip 3: use consistent formatting, tip 4: use notes to avoid too much text, tip 5: let excel create your charts and tables, tip 6: share as a pdf to lock your layout.

It's all well and good having a complicated Excel spreadsheet full of data and formulas, but if it's not presented neatly, it can cause more problems than it solves. We'll show you six tips that you can use to tidy up your spreadsheet and communicate your data more clearly.

This unformatted spreadsheet has several readability issues which we'll address throughout this article.

Our spreadsheet is very large with lots of rows and columns, which means that when we scroll down or across, we can't see the row or column headers. Freezing your column and row headers will keep them permanently in view, no matter where you are on your sheet. To see your freezing options, open the "View" tab on the ribbon, and click "Freeze Panes" in the Window group.

Freeze Top Row and Freeze First Column: As their names suggest, these two options let you freeze row 1 or column A. Excel chooses these as quick-access freezing options because this is usually where your row and column headers sit. Note, however, that these options do not allow you to perform both actions—if you click one of these two options and then click the other, only the last option you chose will be performed on your sheet.

Freeze Panes: If you want to freeze more than just one row or column (if, for example, you have more than one header row), or decide that you want to freeze columns and headers, this option is the one for you.

To freeze several rows at the top of your sheet, select the first row that you don't want to freeze and click "Freeze Panes." So, if you want to freeze rows 1 and 2, select row 3, and click "Freeze Panes." Similarly, if you want to freeze columns A and B, select column C, and click "Freeze Panes." To freeze rows and columns together, you need to click the highest and left-most cell that you don't want to freeze, and click "Freeze Panes." An example will make this clearer.

In our example below, we want to freeze row 1 and column A, so we will freeze panes from cell B2. Excel will then draw a thicker line to demonstrate where the freezing has taken effect.

Now, when you scroll down or across, you'll see that the headers remain viewable.

To unfreeze the panes, go back to the "View" tab on the ribbon, click the "Freeze Panes" button, and choose "Unfreeze Panes." Pressing Ctrl+Z (undo) will not work.

It's often tempting to add borders to your cells to make things clearer, but this can make your spreadsheet look clunky and unprofessional. After all, Excel already has its in-built gridlines to help you differentiate between cells. Instead, color your cells or use horizontal borders only.

In this example, we have added a totals row at the bottom of our spreadsheet, and we want to clearly distinguish this from the main data in our table.

First, select the row you want to affect (in our case, row 102). Then, open the "Home" tab on the ribbon, and use the border and color options to format this row.

We recommend you apply a top border only, and use a light color fill, such as light blue or gray.

For more border or color options, right-click the row number, and click "Format Cells." Whichever color you choose, use variants of that same color throughout your spreadsheet (tip 3). Furthermore, you can let Excel create the table formatting for you (tip 5).

We're making good progress with our spreadsheet, but one thing that still stands out is that we can't see the column headers fully as the text won't fit into our cell width. Follow two steps to achieve this consistently.

First, if you have lengthy column headers, wrap the text in the cell . This means that the text runs onto the next line to fit into the chosen cell width. To do this, highlight the header row, and open the "Home" tab. Then, in the Alignment group, click "Wrap Text."

You will see that the text in each cell along this row has now adjusted to fit the cell width.

However, as some of the words are longer than the cell width, they are split into two lines. So, the second step is to adjust the column widths . You can adjust column widths individually, but we want them to be the same, so that there's an aesthetic consistency across our sheet.

To do this, highlight all cells in the worksheet by clicking the top-left cell reference square. Then, adjust one of the column widths by clicking and dragging between two column headers (you'll see your cursor change to a two-way arrow), and they will all widen together. Glance at your table to make sure you're happy that the text and data fit nicely. If you're not, simply adjust them again until they look great.

Once you've achieved a suitable cell width, click anywhere on your sheet to deselect the cells. You'll notice that doing this makes your spreadsheet far less cramped, which, again, is pleasing on the eye.

We'd also recommend that you center-align your headers vertically and horizontally to add that extra professional quality. Select the header row and click both center alignment icons in the Alignment group on the Home tab.

In Excel, by default, text aligns to the left and numbers align to the right. You may wish to make these all the same—or even center-align all your data—to increase the readability of your data.

Also note the following tips to achieve consistent formatting:

Use the same font and font size throughout your workbook, choosing a typeface that is easy to read, such as Arial, Calibri, or Aptos. If you need to emphasize something, either use bold font or color the cell background.
Choose a color palette. When choosing cell or font colors, follow the vertical columns in the theme colors to use different shades of the same colors. Not only does this make your spreadsheet more professional, but it also means that if you use conditional formatting , you can choose a color that will stand out against your chosen color palette.

Having too much text in a cell defeats the objective of having an easy-to-read Excel sheet. To get around this, right-click the relevant cell and click "New Note." Then, rather than filling the cell with lots of text, you can add extra information to the note.

Type the details you want to add to this cell's note, and then click away from the note to save and close it. You'll then see that the cell has a small red marker in the corner to tell you there's a note. Hover over any cells containing this red marker to see the note.

To edit or delete the note, simply right-click the cell again and click "Edit Note" or "Delete Note."

A quick and easy way to improve your Excel sheet's appearance and display your data effectively is to use the in-built chart and table functions.

To create a chart from your data , highlight the relevant data, click "Insert" on the ribbon, and choose a chart that works well for you.

You can also tell Excel to format your tables . To do this, highlight all the data in your table, including the header row or column. Then, open the "Home" tab, and click "Format As Table" in the Stypes group, and choose a layout that works with your chosen color palette.

With any cell in your table selected, go to the "Table Design" tab and choose from the other options to amend your table styles.

Now that you have a professionally formatted Excel sheet that is easy to read, it's ready to share and print. Excel's formatting can change if you share the workbook with someone who will open it on their mobile or a computer with an older version of Excel, and all your hard work might be undone. To keep your layout intact, save your worksheet as a PDF .

Click File > Save (or Save As) > Browse, and in the window that appears, change the Save As Type option to "PDF."

If you know what type of spreadsheet you're creating, whether that be a budget report or calendar, try using one of Excel's templates , which are already set up and formatted to look slick and professional.

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