I have been fending off requests from participants to show how to link Excel to PowerPoint. This is because I don’t recommend links across workbooks, let alone across MS Office Applications. But in one in-house course, I decided to make an exception as they shared with me how they have to painfully provide updates on a quarterly basis using PowerPoint when the data and charts were from Excel. So I made a quick demonstration by using the copy (from Excel) and paste special (to PowerPoint) function to show them how I link the 2 MS Applications together. To my surprise, I was told that that’s not how they link the 2 Apps together. What they did was to use the Chart function within PowerPoint, double click on the newly inserted chart type in numbers manually. To them, the spreadsheet they saw when they double click on the PowerPoint Chart was Excel. Yes, it looks like Excel but the way they linked the 2 together is totally different from what I did.

For my method, I have full control over the Excel Spreadsheet and the numbers can be generated using formulas and functions in Excel. And once I open up the PowerPoint Slide, the numbers in the slides are updated. As for them, the numbers cannot be auto-generated and must be entered manually and hence took up lots of time to update. So to make your PowerPoint Slides update automatically on a regular basis, you must prepare the charts and table in Excel first. Then use the Copy and Paste Special function to link it to PowerPoint. In this way, you will not have to spend extra time updating the slides anymore. And a word of caution, DO NOT change the filenames and folder names. It might result in broken links and create a different nightmare.


    2 replies to "Link to PowerPoint"

    • Roopa Pai

      Any methods to set the graph size in excel so that when u copy paste graph from excel to ppt as link it takes defined size.

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