Lately, a
lot of clients have been asking about the best ways to use Excel
within PowerPoint. So, this month's newsletter's focus is
Excel and PowerPoint.
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First,
decide whether you should link or embed the file, or simply
copy the Excel data into the PowerPoint. Following are few
things to consider.
Link
an Excel file
Linked Excel data is mapped to the PowerPoint.
It is live data, and it resides in the original Excel file.
The critical thing to remember when linking a file is that the
PowerPoint file must always be accessible, on the same network as
the Excel file (ideally, side by side, in the same folder).
If it is not, the data will still appear on the slide, but it will
not update automatically.
- Link when you want the
Excel data to update automatically in the PowerPoint. But remember, the two files need to
stay on the same server.
- Link when you have lots
of presentations that reference a particular Excel
chart.
- Link when you want to
prevent users from editing the Excel data within the
PowerPoint
- Link when you want to
resize the Excel data within the PowerPoint, it looks nicer
than embedded data.
- Link to reduce the size
of the PowerPoint file
Embed an Excel file
Embedded Excel data resides within the PowerPoint
file. It is part of the PowerPoint.
- Embed when you want the Excel data
to be packaged within the PowerPoint. You don't have to
worry about file management issues (like broken links and
sharing files)
- Embed when you want to give users
the ability to edit the Excel data
- Embed when file size is not an issue
- Embed if you don't mind users
accessing the entire Excel worksheet, not just the chart that
appears on a given slide
Copy & Paste as an Image
By
copying and pasting the chart, table or graph, into PowerPoint, the
file size will stay small, and the rest of your worksheet will
remain private. While the quality is not as good (text tends
to get pixilated), the viewer will only see what you physically
paste in as an image, thus barring them from the rest of your
worksheet and from making edits.
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If
the exisitng features within PowerPoint and Excel do not
suffice, we can customize a solution to your business needs.
Just give us a call.
We look
forward to hearing from you.
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AlexAnndra
Ontra
PPTshare
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