The Excel spreadsheet is a fantastic program for data entry, analysis, management, and interpretation. And PowerPoint greatly benefits from demonstrating Excel output to the audience. In various cases, we have to either embed or link the Excel file to PowerPoint.
This article mainly focuses on five suitable examples of how to embed an Excel file in PowerPoint.
Whether you’re a student, a business professional, or anyone looking to create an engaging and informative presentation, this guide will provide you with the tools and knowledge you need to make the most of your data in PowerPoint.
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Download the following practice workbook and presentation file. It will help you to realize the topic more clearly and will help you practice yourself.
How to Embed an Excel File in PowerPoint: 5 Suitable Examples
Let’s assume we have “Sales Data for Fruits” in our hands. This dataset includes the Product ID, Fruits, States, and Sales amount under columns B, C, D, and E respectively.
Note: This is a basic dataset to keep things simple. In a practical scenario, you may encounter a much larger and more complex dataset.
Now, we’ll utilize this dataset to embed an Excel file in PowerPoint using multiple methods for different scenarios. So, let’s explore them one by one.
Not to mention, here, we have used the Microsoft Excel 365 version; you may use any other version according to your convenience. Please leave a comment if any part of this article does not work in your version.
1. Embedding an Entire Excel File in PowerPoint
In this method, we’ll show you how to use the Object option in PowerPoint to embed Excel files. This method would be beneficial if you want to embed an entire Excel file in PowerPoint.
- Select the Insert tab on the Ribbon first in PowerPoint.
- Then, click on the Object command on the Text group of commands.
- Instantly, it will open the Insert Object dialog box.
- Here, click on the radio button of Create from file option, and this time, tap the Browse… button to find the Excel file which you want to embed in this PowerPoint file.
- In the Browse window, select your desired file and click OK.
- Simply, you can see your file path and name in the highlighted box. Now, click OK.
Note: Don’t check the box before the Link option to embed the Excel file.
Bonjour! We have successfully embedded the Excel file into a PowerPoint file. However, it is to be mentioned that your presentation file will show you the information from the top worksheet. So, make sure to attach your intended data on the first page of the Excel file.
2. Embedding a Section of Excel Data in PowerPoint File
If you want to embed a selected range of data, then you can simply follow the instructions described below:
- Open the Excel file, then select the range of data (e.g. C4:E14) you want to embed.
- After that, press CTRL + C on your keyboard to copy this range.
- Open your PowerPoint slide and navigate to the Home tab if it does not appear.
- Click on the Paste drop-down option and then click on Paste Special.
- Then, select Paste and click on Microsoft Excel Worksheet Object. Later, press OK.
Well done! You just did it again. The selected range is copied to the presentation file only.
Now, if you think of adding some data that does not require to be changed dynamically, you can simply copy the selected data and paste the data into an Excel file to get the output. A simple demonstration can help to speed up the process, as shown below:
- Select the dataset (e.g. B4:E14) and right-click on your mouse keeping the cursor inside the selected range.
- Then, click on the Copy command from the context menu.
- Like the previous example, use the Paste drop-down option. In this case, choose Embed (E) as Paste Options.
- Finally, the output in PowerPoint is as follows.
4. Applying Camera Gadget Tool to Embed Data as Image
Using the Camera tool is another way to copy the data as an image into a presentation slide. To proceed with this, we should add a Camera icon to the Quick Access Toolbar first if it does not appear there. Follow the steps below.
- First, click on the triangular-shaped Customize Quick Access Toolbar icon on QAT and then select More Commands.
- This will bring a dialog box as follows. Next, click on the drop-down icon beside the Popular Command bar to get more options. Then pick Commands Not in the Ribbon from the available options.
- Later, to bring the Camera tool to the right side, select Camera >> Add button.
- Immediately, this tool is available on the right side box. Afterward, press OK.
- This will allow you to have a Camera icon in the Toolbar. Now you’re ready to take snaps of the selected area by using the Camera tool.
- Therefore, select the region you want to copy and press the Camera icon.
- Now simply press the left button of the mouse to anywhere on the spreadsheet to see the output like below. It is to be mentioned that this will appear as an image if you use the Camera tool.
- Copy the image by selecting the images and then using the CTRL + C command. Then paste the output in the presentation slide as follows:
- Easy peasy! You have made it. Remember that the embedded portion is an image.
5. Embedding an Excel Chart in PowerPoint File
Last, but not the least, we’ll show the process of embedding an Excel Chart in PowerPoint. After creating a chart from today’s dataset, you’ll get the following output.
Now, follow the below steps to embed the created chart in PowerPoint.
- Initially, copy the Excel chart with the CTRL + C command or by clicking the right button of the mouse.
- Paste the chart into the PowerPoint slide by using Keep Source Formatting & Embed Workbook, one of the Paste Options.
Finally, the output in the presentation slide is as follows:
Embed Vs. Link an Excel File in PowerPoint
When you want to add an Excel file to a PowerPoint presentation, you have two options: embedding or linking the file. Sometimes there is a bit of confusion in understanding the nuance between embedded and linked files. Here’s a brief overview of the differences between the two:
- Embedding an Excel file in PowerPoint means that a copy of the file is saved within the PowerPoint presentation itself. This can make your presentation larger in file size, but it also means that you don’t need the original Excel file to view or present the data. Any changes made to the original Excel file won’t be reflected in the embedded copy within PowerPoint.
- Linking an Excel file to PowerPoint means that the presentation will display data from the original Excel file. This keeps the file size of the presentation smaller and ensures that any changes made to the Excel file are reflected in the PowerPoint presentation. However, if the Excel file is moved or deleted, the links will be broken and the data won’t display correctly in the presentation.
How to Insert Excel File into PowerPoint as Icon
For the presenter’s convenience, an Excel file is sometimes added as an icon. This allows the presenter to go through the reference file at any time. One simple method can ease your task, which has been described below.
- Open a presentation file and select the intended slide to place the icon. Advance to the Insert tab and click on the Object tool in the Text group.
- Then, select the Create from file option. Click on the Browse button to attach the Excel file that you want to place as an icon on the slide. Make sure to check the boxes beside Link and Display as icon options.
- Lastly, click OK.
- Use the hooks on the icon’s corners to resize it and drag it into place on the slide. Double-click the icon to access the workbook’s contents and edit them.
How to Link Excel File in PowerPoint That Updates Data Dynamically
Unlike the embedding process, you can link the Excel file in PowerPoint to dynamically update the output data in PowerPoint whenever you make changes to the raw data in Excel.
- To link an Excel file in PowerPoint, do the same things as you did in Example 1. Far from this, you have to mark the box before the Link option. Later, press the OK button.
Bonjour! We have successfully linked the Excel file into a PowerPoint file. However, it is to be mentioned that your linked presentation file will show you the information from the top worksheet. So, make sure to attach your intended data on the first page of the Excel file. Now, if you make any changes in the Excel file, you’ll get the updated data in PowerPoint.
Note: If you delete the file or change the location of the file, then the presentation file cannot be able to recognize the source file, or in other words, troubleshooting will occur.
Benefits and Drawbacks of Embedding an Excel File in PowerPoint
When creating presentations, it’s useful to embed the Excel file directly into the PowerPoint file. But, it’s important to consider the benefits and drawbacks of this approach.
- Easy Access to Data: Embedding an Excel file in PowerPoint allows you to easily access and manipulate data without having to switch between programs.
- Increased Interactivity: Embedding an Excel file in PowerPoint allows you to create more interactive presentations with live data that can be manipulated and updated in real time.
- Saves Time: It can save time by eliminating the need to create separate charts and graphs from scratch.
- Better Organization: Embedding an Excel file in PowerPoint allows you to keep all your data in one place, making it easier to organize and manage your presentation.
- Consistent Formatting: Embedding ensures that your data will be presented with consistent formatting and style.
- File Size: Embedding an Excel file in PowerPoint can increase the file size of your presentation, making it more difficult to share and collaborate with others.
- Compatibility Issues: Embedding an Excel file in PowerPoint can lead to compatibility issues between different versions of PowerPoint and Excel.
- Security Risks: Embedding an Excel file in PowerPoint can pose security risks if the Excel file contains sensitive information.
- Limited Editing Capabilities: Embedding an Excel file in PowerPoint limits your editing capabilities, as you may not be able to make changes to the data directly within the PowerPoint slide.
- Refreshing Data: If the data in the embedded Excel file changes, you will need to manually refresh the data in the PowerPoint slide to ensure accuracy.
Things to Remember
- Keep file size in mind when you embed an Excel file in PowerPoint.
- Ensure compatibility with different versions of PowerPoint and Excel.
- Test your presentation to ensure that the embedded Excel file displays correctly.
- Update the presentation file with an embedded Excel file if the data changes or needs to be refreshed.
- Consider security and privacy concerns when embedding Excel files containing sensitive information.
Frequently Asked Questions
1. Will embedding an Excel file in PowerPoint increase the file size of my presentation?
Yes, it can increase, especially if the Excel file contains a lot of data. This can make it more difficult to share and collaborate on the presentation.
2. How do I ensure compatibility between different versions of PowerPoint and Excel when embedding a file?
To ensure compatibility, it’s important to save the Excel file in a format that is compatible with the version of PowerPoint you are using.
3. What security risks should I be aware of when embedding an Excel file in PowerPoint?
It’s important to ensure that any sensitive information within the embedded Excel file is appropriately protected and access is limited to authorized individuals.
We have provided a practice section on the right side of each sheet so you can practice yourself. Please make sure to do it yourself.
In conclusion, embedding an Excel file in PowerPoint can be a useful tool for creating engaging and interactive presentations. We hope you have learned how to embed an Excel file in PowerPoint through this reference. As you have already understood that there are several ways to embed the Excel file into a PowerPoint. So be sure of the method that is best for you.
However, it’s important to keep in mind some best practices such as file size, compatibility, and security concerns when embedding Excel files in PowerPoint. With these considerations in mind, you can effectively and efficiently use embedded Excel files to enhance your PowerPoint presentations and communicate your data more effectively.
If you have any queries, feel free to comment below, and we will get back to you soon. For a better understanding, please download the practice sheet. Visit our website, ExcelDemy, a one-stop Excel solution provider, to find out about diverse kinds of Excel operations. Thanks for your patience in reading this article.