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Fix Excel Tables Embedded in PowerPoint Not Refreshing
Question details
The user is unable to refresh data in Excel tables and charts that have been copied into a PowerPoint presentation.
- Product
- Microsoft PowerPoint, Excel
- Device & OS
- not provided
- Scenario
- Trying to update or refresh Excel tables and charts that were inserted into a PowerPoint file stored on SharePoint.
- Observed behavior
- The "Refresh Data" option is either missing or does not work consistently, particularly when the user is not the original creator of the presentation.
Verify that you have viewing and editing permissions for the original Excel source file on SharePoint, and ensure the file hasn't been moved or renamed.
Edit the Embedded Excel Object Directly
Use this method if the Excel data was embedded rather than linked. Embedded objects exist independently inside the presentation and cannot be refreshed from an external file.
When an Excel table is copied using the standard "Embed" method, it becomes an isolated object stored inside the PowerPoint file itself. It does not communicate with the original Excel workbook.
Launch PowerPoint and navigate to the slide containing the Excel table or chart.
Double-click the Excel object. A miniature Excel interface will open directly on the slide.
Type your new data or paste updated values into the embedded worksheet.
Click anywhere outside the Excel object on the PowerPoint slide to exit the editor and save the updated table.
Re-insert the Excel Data as a Linked Object
If you need the data to refresh automatically when the source file changes, you must link the Excel file instead of embedding it.
Easily Link and Update Spreadsheets in WPS Presentation
WPS Presentation allows you to seamlessly insert and link spreadsheet data, ensuring your charts and tables are always up to date with the source file. It is fully compatible with Microsoft PowerPoint and Excel formats.
- 1. Open WPS Presentation: Launch WPS Office and open your presentation file.
- 2. Insert an Object: Navigate to the 'Insert' tab on the top ribbon and click on 'Object'.
- 3. Link to the spreadsheet file: Select 'Create from file', click 'Browse' to locate your saved WPS Spreadsheet or Excel file, and check the 'Link' checkbox.
- 4. Confirm and refresh: Click 'OK' to insert the linked table. You can now easily refresh the data whenever the source spreadsheet is updated.
Frequently Asked Questions
Why does the 'Refresh Data' button disappear in my presentation?
The 'Refresh Data' option only appears for linked objects. If the table was inserted as an embedded object, it functions as a standalone copy and has no connection to the external file, meaning it cannot be refreshed.
Does linking an unsaved Excel file work?
No. If you copy and link data from an unsaved Excel workbook, the link points to an invalid, temporary location. Even if you save the file later, the original link remains broken and will not refresh.
Why can't I refresh a linked Excel file hosted on SharePoint?
If the file is hosted on SharePoint, the link might break if the original creator moved or renamed the file. Additionally, you must have the appropriate access permissions to view the file on the SharePoint server for the refresh action to succeed.
What is the difference between embedding and linking an Excel file?
Embedding places a static, independent copy of the data inside the presentation, increasing the overall file size. Linking inserts a reference to the external source file, allowing the presentation data to update automatically when the source file changes.
