How to Fix When Problems Occur with Embedded Excel Files in PowerPoint: 4 Possible Solutions

Issue 1 – Unable to Edit Embedded Excel Chart in PowerPoint

• Select the cell range B4:C14 as we want to create a chart out of these values.

• Go to the Insert tab and click Insert Column or Bar Chart.

• Select 2D Clustered Bar.
• Select any other type of chart as well.

• Get a chart like the picture below.

• Select the chart and press Ctrl + C to copy.
• Open the PowerPoint application and press Ctrl + V to paste it.
• Click on the Filter icon beside the chart in PowerPoint.
• Deselect Los Angeles and Boston categories.
• Click Apply.

• You were supposed to get a filtered chart, but you will see that despite deselecting two categories, the chart values did not change at all.

Solution 1 – Update Microsoft Excel

• Go to the File tab in your Excel workbook.

• Click on Account in the Backstage View.

• Select Update Now from the Update Options.

• If your Microsoft Excel application needs any updates it will then show the required updates. Update the software, and the problem will be solved.

Solution 2 – Repair Office 365

• Right-click on the Start button in your system and select Apps and Features.

• Find the office application installed on your device.
• Select it and click on Modify.

• Follow the instructions to Repair your software and it will result in solving the issue.

Issue 2 – Large Embedded Picture in PowerPoint

• Select the whole dataset in your workbook.
• Right–click on it and click Copy.

• Go to the blank slide in PowerPoint.
• Right-click on it and click Picture as the Paste Options.

• We got the dataset as an image, but the file size increased.

Solution – Compress the Embedded Picture

• Select the picture in PowerPoint.
• Go to the Picture Format tab and select Compress Pictures.

• Select the Compression options in the Compress Pictures window, as shown below.

• Select Use default resolution and press OK.

• The file size will reduce keeping the quality of graphics as before.

Issue 3 – Exposed Excel Data After Embedding in PowerPoint

• Select the dataset in the cell range B4:G14.
• Press Ctrl + C to copy it.

• Open a PowerPoint slide and right-click on it.
• Click on Embed from the Paste Options.

• Get the dataset on the slide.
• When you double-click on it, you will get the original Excel file in an editable format.

This feature is risky mainly when the file contains any information irrelevant to the presentation.

Solution – Change Embedding Path

• While pasting the dataset, select Use Destination Styles in Paste Options.

• You will get the dataset as a table which is not editable as before.

Issue 4 – Cut Off in Embedded Excel Data in PowerPoint

When we embed the Excel file in PowerPoint, we often face the cut-off in the table like this.

The last row of values is missing in the dataset.

Solution – Insert Excel File as Object

• Open a blank slide in PowerPoint.
• Go to the Insert tab and click on the Text icon.

• Select Object from the drop-down menu.

• Select Create from file in the Insert Object dialogue box.
• Click on Browse to locate the destination of the Excel file.

• See the name of the Excel file in the File box.

• Press OK, and you will get the total dataset without any cut-off.

Advantages and Disadvantages of Embedding Excel Files

Advantage:

• The embedded file is attached to the PowerPoint file. Changes are possible within the presentation file.

Disadvantages:

• The file size gets bigger.
• Any mismatch may happen between the PPT file and the Excel file, as the dataset is editable inside the presentation.

Download the Practice Workbook

Related Articles

• How to Open Existing PowerPoint File from Excel VBA
• [Solved] Embedded Excel in PowerPoint Not Showing All Data

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