Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, and 2013. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Excel Charts in PowerPoint.

Excel Charts in PowerPoint

by Allen Wyatt
(last updated May 17, 2014)

2

If you do a lot of presentations, you may deal with many large data reports that include charts and graphs that summarize data for your audiences. Sometimes you may need to add these charts and graphs to PowerPoint presentations.

The problem with doing a simple copy and paste of a chart from Excel to PowerPoint is that although you only see the chart in the PowerPoint slide, the entire workbook is copied into PowerPoint as well. If someone double-clicks the chart in the slide, PowerPoint will open the entire Excel workbook.

This poses a couple of problems. First, unless the PowerPoint file has been password protected (not really an option for mass distribution) a user could easily adjust the data feeding into the chart and corrupt accuracy.

Secondly, since the entire Excel workbook is copied into the PowerPoint file, this can dramatically increase the total size on the PowerPoint file, possibly making it too cumbersome for distribution.

One simple solution is to modify how the pasting into PowerPoint is done. Follow these steps:

  1. In Excel, copy the chart as you normally would. (For instance, select the chart and press Ctrl+C.)
  2. In PowerPoint, display the slide where you want the chart to appear.
  3. Display the Home tab of the ribbon.
  4. Click the down-arrow under the Paste tool and choose Paste Special. PowerPoint displays the Paste Special dialog box. (See Figure 1.)
  5. Figure 1. The Paste Special dialog box in PowerPoint.

  6. Select the Picture option.
  7. Click OK.

This time, only the image of the chart is pasted into the slide. This maintains the accuracy and security of your chart and significantly reduces the size of your PowerPoint presentation.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (13109) applies to Microsoft Excel 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Excel here: Excel Charts in PowerPoint.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Inserting a Bullet

Need to place a bullet in the middle of a sentence? There are a couple of easy ways you can do this, as described in this ...

Discover More

Setting Up Your Printer

Need your printed output to look its best? You may need to change the settings used by your printer, then. Here's how to ...

Discover More

Saving in Multiple Locations

Need to save a workbook in more than one location? Here's a handy macro that can save your workbook in lots of different ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More ExcelTips (ribbon)

Negatives in Pie Charts

Pie charts are a great way to graphically display some types of data. Displaying negative values is not so great in pie ...

Discover More

Creating a Year-to-Date Comparison Chart

Excel is an excellent tool for keeping track of data over time. If you have information you are keeping by year, you may at ...

Discover More

Understanding Custom Chart Templates

Excel allows you to create custom chart formats that go beyond the standard formats provided in the program. These custom ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 4 + 2?

2016-07-29 16:29:53

Paul Miner

Is there any way to copy an entire worksheet into the slide and then have scrollbars to allow moving around the sheet? supposedly this was possible in PPT 2010 but their method doesn't work in PPT 2016


2014-05-19 16:22:53

Paul

Another way to do this is to select the plot in Excel, then in the home tab of the ribbon select "copy", and pick "copy as picture" from the dropdown. This opens a dialog with options to select as displayed or as printed, and as a picture or bitmap.


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.