When we prepare any single or set workbooks, we cannot present them with Microsoft Excel during a presentation. For this, we mostly use PowerPoint for better visualization of those workbooks. But often we face many problems while embedding the excel file in PowerPoint. In this article, we will go through some common problems that occur in embedded excel files in PowerPoint. Along with these, we will try to provide 4 possible solutions for them.
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Difference Between Embedding and Linking Excel File
It is a common mistake among excel users to mix up the terms Embed and Link. Though both of them work to import any object from one application to another but have certain differences that allow choosing while pasting in PowerPoint.
- Embedded excel file is not automatically pushed to update in PowerPoint during any changes in the original file. But the linked excel file changes according to the updates in the original excel file.
- The original excel file needs to keep open when it is linked in PowerPoint, but not required if it is embedded.
- The embedded file gets bigger in size but the linked file remains smaller.
- You have to keep both PowerPoint and linked excel files together while sending someone as they are interdependent. But in the case of an embedded excel file, this action does not require.
4 Possible Solutions When Problems Occur with Embedded Excel Files in PowerPoint
To illustrate the problems and their solutions, we have prepared a dataset here. It shows the Demographic Data of 10 cities in the USA until 1 July.
Now, we will present this data in PowerPoint. Let’s see what problems we face during this process and find solutions for each of them.
Problem 1: Unable to Edit Embedded Excel Chart in PowerPoint
Let us create an excel chart from the dataset and import it to PowerPoint. To do the task, follow the process below.
- In the beginning, select the cell range B4:C14 as we want to create a chart out of these values.
- Then, go to the Insert tab and click on Insert Column or Bar Chart.
- Afterward, select 2D Clustered Bar.
- You can select any other type of chart as well.
- Following, you will get a chart like the picture below.
- Now, select the chart and press Ctrl + C to copy.
- Then, open the PowerPoint application and press Ctrl + V to paste it.
- Next, click on the Filter icon beside the chart in PowerPoint.
- After this, deselect Los Angeles and Boston categories.
- Lastly, click on Apply.
- As a result, 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.
To solve this issue, here are two solutions. Try the first one, and if it does not work then go to the second one.
Solution 1: Update Microsoft Excel Application
Here, is the first solution for this.
- First, go to the File tab in your Excel workbook.
- Then, click on Account in the Backstage View.
- Lastly, select Update Now from the Update Options.
- If your Microsoft Excel application needs any updates it will then show the required updates. Therefore, update the software and the problem will be solved.
Solution 2: Repair Office 365
If the above solution does not work, then go through this solution.
- First, right-click on the Start button located left-bottom corner of your screen and select Apps and Features.
- Then, find the office application installed on your device.
- Next, select it and click on Modify.
- Afterward, follow the instructions to Repair your software and it will result in solving the issue.
Problem 2: Large Embedded Picture in PowerPoint
Now, we will import the dataset as a picture into PowerPoint. Let’s see how it works.
- First, select the whole dataset in your workbook.
- Then, right–click on it and click on Copy.
- Afterward, go to the blank slide in PowerPoint.
- Here, right-click on it and click on Picture as the Paste Options.
- Finally, we got the dataset as an image but the file size increased for large embedded graphics.
Solution: Compress Embedded Picture
To solve this issue, simply go through the following steps.
- First, select the picture in PowerPoint.
- Then, go to the Picture Format tab and select Compress Pictures.
- Next, select the Compression options in the Compress Pictures window as shown below.
- Along with it, select Use default resolution and press OK.
- Finally, the file size will reduce keeping the quality of graphics as before.
Problem 3: Exposed Excel Data After Embedding in PowerPoint
In this section, we will directly embed the dataset into PowerPoint and let’s see what problem occurs during the process.
- In the beginning, select the dataset in the cell range B4:G14.
- Then, press Ctrl + C to copy it.
- Next, open a PowerPoint slide and right-click on it.
- Here, click on Embed from the Paste Options.
- Finally, you will get the dataset on the slide.
- But when you double-click on it you will get the original excel file in an editable format.
This feature is risky especially when the file contains any information irrelevant to the presentation.
Solution: Change Embedding Path
To solve this problem, follow the simple steps below.
- During pasting the dataset, select Use Destination Styles as the Paste Options.
- As a result, you will get the dataset as a table which is not editable as before.
Problem 4: Cut Off in Embedded Excel Data in PowerPoint
Another problem is that when we embed the excel file in PowerPoint, we often face the cut-off in the table like this.
Here, you can see the last row of values is missing in the dataset.
Solution: Insert Excel File as Object
To retrieve the total dataset in PowerPoint, go through the solution below.
- First, open a blank slide in PowerPoint.
- Here, go to the Insert tab and click on the Text icon.
- Afterward, select Object from the drop-down menu.
- Next, select Create from file in the Insert Object dialogue box.
- Following, click on Browse to locate the destination of the excel file.
- Lastly, you will see the name of the excel file in the File box.
- Finally, press OK and you will get the total dataset without any cut-off.
Advantages & Disadvantages of Embedding Excel File
- The embedded file gets attached to the PowerPoint file. As a result, any kind of changes is possible within the presentation file.
- The file size gets bigger which occurs difficulty while transferring the file.
- Any mismatch may happen between the PPT file and the excel file as the dataset is editable inside the presentation.
Finally, we are at the end of our article. In this article, we have given 4 possible solutions to embedded excel to PowerPoint problems. Let us know if you face any other problems while embedding any excel file into PowerPoint. Follow ExcelDemy for more articles like this.