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. ...

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What is five more than 8?

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.


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