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

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 the five suitable ways to embed the Excel file in PowerPoint. For your convenience, we also discuss the way of linking that update dynamically and the difference between embedding and linking at the end of the article.


Download Practice Workbook

You can download and practice the dataset that we have used to prepare this article.


5 Suitable Ways to Embed an Excel File in PowerPoint

Let’s assume we have a dataset, namely “Sales Report of Fruits”. You can use any dataset suitable for you. This will not affect any of the procedures described below.

Now, we want to embed an Excel file, the above dataset, a section of data, and an Excel chart into a PowerPoint.

how to embed an excel file in powerpoint

Here, we have used the Microsoft Excel 365 version; you may use any other version according to your convenience.


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. Follow the sequential steps.

📌 Step 1: Open PowerPoint and Go to Insert Tab

  • To begin the embedding process, select Insert on the Menu bar first.

Open PowerPoint and Go to Insert Tab

📌 Step 2: Choose the Object Option

  • Then open the Object option from the Text ribbon group and select Create from file.

Choose the Object Option

📌 Step 3: Specify the Excel File Location

  • This time, tap the Browse… and find the Excel file which you want to embed in this PowerPoint file. After adding the intended Excel file, press the OK button.

Specify the Excel File Location

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.

how to embed an excel file in powerpoint using Embedding an Entire Excel File to PowerPoint

Read More: [Fixed!] Problems with Embedded Excel Files in PowerPoint


2. Embedding a Section of Data in PowerPoint

Sometimes you need to embed a section data from your Excel file in PowerPoint. If you want to embed a selected range of data, then you can simply follow the instructions described below:

📌 Step 1: Select and Copy the Range of Data

  • Open the Excel file, then select the range of data (e.g. C4:E18) cells you want to embed.

Embedding a Section of Data to a PowerPoint

  • Then, do a right-click on the mouse and choose the Copy option from the Context Menu.

Copy The Range of Data to embed in PowerPoint

📌 Step 2: Paste the Range of Data

  • Open your PowerPoint slide and select the Home tab if it does not appear.
  • Select the Paste option and then click on Paste Special.

Paste The Range of Data

  • Then select Paste and click on Microsoft Excel Worksheet Object. Later, press OK.

Paste The Range of Data

  • Well done! You just did it again.

Section of Excel Data Embedded into a Presentation File


3. Utilizing the Embed Command

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:

📌 Step 1: Copy Excel Data

  • Copy the selected data by clicking the right side of the mouse.

Copy of The Selected Data

📌 Step 2: Paste the Selected Data

  • Then embed the copy data to a PowerPoint slide as follows.

Paste of The Selected Data

  • Finally, the output in PowerPoint is as follows.

Excel Data into Presentation File

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


4. Applying Camera Gadget Tool

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 Ribbon first if it does not appear there.

📌 Step 1: Add Camera Tool

  • First, click the triangular-shaped icon on the title bar and then More commands.

Adding Camera icon

  • This will bring a dialog box as follows:

Popular Commands

  • Next, select the Popular Command bar to get more options. Then pick Commands Not in the Ribbon.

Command not in the Ribbon

  • Later, to bring the Camera tool to the right side, select Camera command > Add button. Afterwards, press OK.

Camera tool to the right side

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

Camera tool

📌 Step 2: Snap the Desired Region

  • Therefore, select the region you want to copy and press the Camera icon.

Snapping the desired Region

  • 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.

press the left button of the mouse

  • Copy the image by selecting the images and then using the CTRL + C command.  Then paste the output in the presentation slide as follows:

copy the image

  • Easy peasy! You have made it.

Paste the image


5. Embedding an Excel Chart in PowerPoint

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.

Embedding an Entire Excel Chart to PowerPoint

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.

Embedding a chart of Data to a PowerPoint

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

Embedding a Section of Chart to a PowerPoint

It is worth mentioning again that this is not a dynamic chart, which means the presentation data will be the same once you embed it, irrespective of changing Excel data. In short, the presentation file won’t be automatically updated.

Read More: How to Mail Merge from Excel to Powerpoint (with Quick Steps)


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.

📌 Step 1: Click on the Insert Tab

  • Open a presentation file and select the intended slide to place the icon. Click on the “Insert” tab in the Menu Bar.

Clicking the insert button to embed excel file as an icon into presentation file

📌 Step 2: Import the Desired File

  • Click the “Object” in the Text section and then select create from file option. After that, Select the “Browse” Option to attach the excel file that you want to place as an icon in the slide. Press the “Link” and “Display as icon” buttons.

Searching for directory the file to embed excel file as an icon into presentation file

  • 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.

Embedded Excel file as an icon in preentation file

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


How to Link Excel File in PowerPoint That Updates Data Dynamically

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 Step 1 and Step 2 of the first method. Far from this, you have to mark the box before the Link option. Later, press the OK button.

Linked Excel file in Powerpoint file

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.

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


Embed Vs. Link an Excel File in PowerPoint

Sometimes there is a bit of confusion in understanding the nuance between embedded and linked files. A file remains connected to PowerPoint when you link to it. 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. In contrast, when you embed a file, it will be a part of the presentation file. Simply put, you can still play or access to the embedded file even if you change the liked file’s directory.


Practice Section

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

Do it yourself


Conclusion

We hope you have learned how to embed an excel file in PowerPoint through this tutorial. 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. If you have any queries, feel free to comment below, and we will get back to you soon.


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Mohammad Shah Miran

Mohammad Shah Miran

Miran is a highly motivated individual with a strong educational background in engineering. He is interested in technology and passionate about creating engaging and informative content. After graduation, Miran decided to pursue a career in content development and has been working in the field for some time. Miran is dedicated to staying current with the latest trends and technologies and is eager to continue learning and growing as a professional.

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