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How to Insert Excel into PowerPoint (2 Easy Ways)

September 20, 2023 844 views

Enhancing your presentation skills can propel your career to new heights, and sometimes you'll need to seamlessly integrate your spreadsheet into your presentation. In this guide, we'll walk you through the process to insert excel into PowerPoint, ensuring your presentations are not only informative but also visually compelling

How to Insert Excel into PowerPoint

How to Insert Excel into PowerPoint


How to Insert Excel Data into Powerpoint?

1. Link Excel to PowerPoint (Auto-update)

Worksheet

Linking an entire Excel worksheet to PowerPoint can be a time-saver, especially when your data includes tables and charts that are vital for your presentation. Here's how to seamlessly insert and link an Excel worksheet in PowerPoint 365:

Step 1: In PowerPoint, navigate to the Insert tab and select Object.

 Excel Object option

Excel Object option


Step 2: Within the Insert Object dialog box, opt for “Create from file”.

Step 3: Click the Browse button, and in the Browse window, find the Excel workbook that holds the data you wish to insert and link to.

Step 4: Before you close the Insert Object box, be sure to check the Link option, and then click OK.

PowerPoint insert object then press ok

PowerPoint insert object then press ok


While this method can be a bit perplexing for some, it's an invaluable time-saving feature. However, it's worth noting that the inserted sheet may not cover the entire slide, and stretching it may compromise the quality slightly. Nevertheless, this method also works for inserting Excel into PowerPoint online, following the same steps.

Tip:

The linked object in your presentation will display all the data from the active, top worksheet in the linked Excel workbook. To ensure the correct worksheet appears in your presentation, make sure it's the first one you see when you open the Excel workbook.

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A Section of Data

Linking a specific section of Excel data to PowerPoint can be quite convenient for visualizing key information during a presentation. Here's how to do it:

Step 1: Open the Excel workbook containing the data you want to insert and link to.

Step 2: Highlight the area of data you wish to link to in PowerPoint, then go to the Home tab and click "Copy".

 Excel home tab

Excel home tab


Step 3: In PowerPoint, navigate to the slide where you want to paste the copied worksheet data.

Step 4: Click on the Home tab, then click the arrow below "Paste", and choose "Paste Special".

PowerPoint Paste Special option

PowerPoint Paste Special option


Step 5: In the Paste Special dialog box, select "Paste link" and under "As", choose "Microsoft Excel Worksheet Object".

PowerPoint paste link

PowerPoint paste link


This method offers convenience by allowing you to insert specific data sections into your presentation, helping you visualize important information. However, it's important to note that if the source data changes in Excel, it will also update in PowerPoint, which can be both a benefit and a potential challenge to manage during your presentation.

Update linked data

Updating linked data in PowerPoint, especially when inserting Excel files online, is a handy feature for maintaining data consistency between your presentation and the source. With a simple right-click, you can ensure that any changes made to the original data are reflected in your presentation. However, it's important to note that this process requires manual intervention to initiate the update. Here's how:

Step 1: Right-click on the copied data in your PowerPoint slide.

Step 2: Select "Update Link".

PowerPoint Update Link

PowerPoint Update Link


This method of inserting Excel into PowerPoint ensures that your presentation remains up-to-date with changes in the source data, but you'll need to manually trigger the update when needed.

2. Copy and Paste

In this scenario, the Excel data won't be linked to your PowerPoint presentation. Instead, you'll be copying data from an Excel worksheet and pasting it into your presentation. This means that any changes made in the Excel worksheet won't automatically update in PowerPoint.

Here's how to do it:

Step 1: Open the Excel workbook containing the data you want to copy.

Step 2: Select the area of data you wish to copy. On the Home tab, click or tap the Copy option.

 Excel copy

Excel copy


Step 3: In PowerPoint, go to the slide where you want to paste the copied Excel data.

Step 4: On the Home tab, in the Clipboard group, click the arrow below Paste.

Step 5: Under Paste Options, you have several choices:

  • Use Destination Styles: Copy the data as a PowerPoint table, adopting the format of the presentation.

  • Keep Source Formatting: Copy the Excel data as a PowerPoint table, retaining the original worksheet's format.

  • Embed: Copy the data as information that can be edited in Excel later.

  • Picture: Copy the data as an image that can't be edited in Excel.

  • Keep Text Only: Copy all the data as a single text box.

These options give you flexibility in how you paste Excel data into your PowerPoint presentation, depending on your formatting and editing preferences. However, remember that this method does not establish a live link between the Excel data and PowerPoint; any updates must be manually managed.

How to Insert Excel Chart to Powerpoint?

Let's take a step into the world of inserting Excel charts into PowerPoint, focusing on the convenience of copying and pasting.

Step 1: Select the desired chart in Excel for insertion.

Excel select chart

Excel select chart


Step 2: Copy it by going to the Home tab and clicking on "Copy" in the ribbon.

Excel Copy chart

Excel Copy chart


Step 3: Navigate to your PowerPoint presentation and open the slide where you want to add the Excel chart.

 PowerPoint Paste option

PowerPoint Paste option


Step 4: In PowerPoint's Home tab, locate the "Paste" option and choose "Keep source formatting and Embed Workbook (K)".

PowerPoint with Excel Chart

PowerPoint with Excel Chart


This method not only inserts the chart into your presentation but also ensures that any future changes made to the chart in the Excel file will automatically update in the inserted chart. It simplifies the process of inserting Excel charts into PowerPoint, making presentations more visually engaging and saving time. Users will appreciate the auto-update feature that keeps their charts up to date effortlessly.

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FAQs

Q1. How to copy and paste from Excel to PowerPoint without gridlines?

Follow these methods to copy and paste from Excel to PowerPoint without gridlines:

Step 1: Click the Tools menu option in Excel.

Step 2: Click on Options (if you use Excel 2000 and don't see the option, click the down arrow to see the full menu).

Step 3: Select the View tab from the Options dialogue.

Step 4: Uncheck gridlines in the lowest left corner.

Step 5: Select OK.

Q2. What is the difference between an embedded file and an insert file?

Microsoft Office allows users to incorporate files as embedded or inserted objects.

Embedded Files;

  • Stored within the Word document, increasing its size.

  • You cannot directly modify it from within the Word document.

  • Amendments to the original file will not display in the Word document automatically.

Insert Files (either Linked or Unlinked):

  • Insert files are stored independently and do not increment the Word document's size unless linked.

  • It can be revised directly from within the Word document if not linked.

  • Changes made to the original file may or may not show in the Word document, depending on whether the inserted file is linked or unlinked.

Seamless Integration: Excel into PowerPoint Made Effortless

While we've covered the process of integrating your Excel sheet into your presentation, it's important to highlight the exceptional ease and accessibility that WPS Office offers for this task. The simplicity and user-friendly nature of WPS Office make this integration a seamless experience. Upgrade your presentation skills with WPS Office! Download now for powerful PowerPoint tools.


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.