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How to Embed Excel Files & Link Data into PowerPoint (Quick Video)

In this quick three minute screencast below, I'll show you how to work back and forth between Excel and
PowerPoint. You'll learn to embed Excel files in PowerPoint, link your data between the two apps, and
can keep your data up to date.

Read on to learn more about different methods for working with data between Excel and PowerPoint.

Note: In this tutorial we use the versatile Marketofy PowerPoint template, which has great charts and
infographic features. You can find more professional PPT presentation templates on GraphicRiver or in
our Ultimate Guide to the Best Microsoft PowerPoint Templates.

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How to Embed Excel Charts in PowerPoint

Let's say that we've built a great-looking chart inside of Excel and we're ready to take it over to
PowerPoint for a presentation. We can finish styling the chart in PowerPoint, so no need to worry if you
want to change the colors or labels.

The first step is to click on your chart inside of Excel and make sure it's selected. Then, you can press
copy, either by pressing Ctrl + C on your keyboard or pressing the Copy button on Excel's ribbon.
Select your chart in Excel, which will put those circles around the edge of the chart. Then, press copy
(Ctrl + C) or copy on the ribbon to put the chart on your clipboard.

Now, let's switch over to PowerPoint. Find some space on one of your slides, and press either Ctrl + V on
your keyboard, or press the Paste button on PowerPoint's ribbon. In the screenshot below, you can see
that the data and amounts are the same once pasted in PowerPoint.

Insert Excel chart file into PowerPoint.

Notice that it brought over the same data in the chart that was in our Excel workbook, but it automatically
reformatted the style to match the PowerPoint presentation. These are the default options to take charts
from Excel to PowerPoint.

This is the most basic way to place an Excel chart inside your PowerPoint file. But as always, there's
more power hidden behind the scenes in PowerPoint.

Excel to PowerPoint Paste Options Explained

Maybe you want to paste your chart as a picture that the viewer can't edit. Or, maybe you want to link
your Excel chart to PowerPoint so that they update data and stay synced.

When you're taking charts from Excel to PowerPoint, you really have two choices to make:

How do you want to handle the data - should it be linked to an Excel workbook, or embedded right
inside the PowerPoint file?

Should the style of the chart stay the same, or should it match the rest of your presentation?

These options are all available when you Right-click inside PowerPoint with a chart on your clipboard.
 Excel paste
options.

There are actually five ways that you can take data from Excel to PowerPoint, and each of them handles
your data a bit differently. For your reference, here are the descriptions of each of the paste options in
PowerPoint:

Use Destination Theme and Embed Workbook

Keep Source Formatting and Embed Workbook

Use Destination Theme and Link Data

Keep Source Formatting and Link Data

Paste as picture

I think of the major categories as embedding, linking, and pasting as a picture. Let's learn about each of
those categories.

1. Embed Excel Workbook in PowerPoint

The first two icons (1 and 2) allow you to embed data inside the PowerPoint file. This means that
PowerPoint stores the data behind the scenes inside the PowerPoint file.

Once you paste the file in and embed the workbook, the data is separated from the Excel file and stored
inside the PowerPoint file. Note that if Excel's data updates, the PowerPoint chart won't update
automatically.
 To update
the data for an embedded chart, right-click the chart and choose Edit Data.

To update the data inside of an embedded Excel file, you can right-click the chart and choose Edit
Data from the menu. This will open an embedded Excel spreadsheet inside the PowerPoint file where you
can edit the data in the chart.

Editing data for an embedded

chart will open up an Excel window inside of PowerPoint. Change this data to update the chart.

Embedding data has many advantages; the charts in your presentation will work whether you have access
to the original Excel file. Embedding does increase the size of your PowerPoint file, however.
The major downside to embedding data is that it doesn't stay synced to the Excel file that you're doing
analysis and data review inside of. If you're going back and forth between the two apps, linking might be
a better choice.

2. How to Link Excel Data to PowerPoint

Linking data (icons 3 and 4) keeps your PowerPoint and Excel file in sync. If you change the data for
the chart in Excel, you can update the pasted chart in PowerPoint to use the latest data.

When PowerPoint and Excel are both open at the same time, this will happen automatically for linked
data. Make a change in Excel, and the linked PowerPoint chart updates in real time.

If you're working in Excel and PowerPoint at different times, make sure to hit Refresh Data on the Chart
Tools > Design tab on PowerPoint's ribbon.
Linked data updates in real time if both apps remain open, or you can choose Refresh Data with the chart
selected to refresh the data used in the linked chart.

Linking is great to keep the data connected so that you don't have to keep rebuilding your charts as you
move from Excel to PowerPoint.

However, linking your data directly to Excel isn't always the right choice. The downside to using the
linked option is two-fold:

If you send your PowerPoint file to someone and they don't have access to the Excel file, refreshing data
won't work.

If others are changing the linked Excel file behind the scenes without your knowledge, you run the risk of
updating your presentation with incorrect data.
If you're still a bit fuzzy about choosing between embedding and linking data from Excel to PowerPoint,
check out the official Microsoft help page to see a comparison of the two.

3. Paste Excel Chart as Picture in PowerPoint

The final option to place a chart in PowerPoint is to simply paste the chart you built in Excel as a
flattened, non-editable picture. When you paste a chart as a picture, the styles will appear the same as the
Excel version of the chart and no longer be editable within PowerPoint.

Pasting an Excel chart as a picture in PowerPoint treats the chart as a flat image and removes any editing
options for the data inside of it.
This feature is handy when you want to ensure that the data isn't changed or altered by the recipient.
However, pasting as a picture causes you to lose any ability to edit or change the chart.

Excel to PowerPoint Paste Formatting Options

Whether you choose to embed or link your data, you can choose how to handle the style of your charts
when you move from Excel to PowerPoint. Both "embed" and "link" options have two choices for how to
handle styling.

Let's look at the difference between "Use Destination Theme" and "Keep Source Formatting." These
options don't change the way we work with data—both options embed your data in the PowerPoint file—
but they do change the appearance of the charts.

Keep Source Formatting - Uses the same chart style used in Excel.

Use Destination Theme - Matches the style of your chart to the PowerPoint theme.

In the screenshot below, you can see examples of each option. Using Keep Source Formatting kept the
chart exactly the same as it appeared in Excel. Use Destination Theme helps your charts blend in with the
rest of the presentation.

Embedding an Excel chart

If you have already created a chart in Excel, you can embed and link it to your PowerPoint presentation.
When you embed an Excel chart in PowerPoint, any updates you make to the original Excel chart
will automatically update in your presentation, as long as the files remain in the same location. This
helps the data stay in sync, so you won't have incorrect or out-of-date information in your chart.
To embed a chart from Excel:
In PowerPoint, select the Insert tab.

Click the Object command in the Text group.

A dialog box will appear. Select Create from file, then click Browse.

Locate and select the desired Excel file, then click Insert.
Check the box next to Link to file if you want to link the data to the Excel chart. This will enable your
chart to update itself when changes are made to the Excel chart.

Click OK. The chart will now appear in your presentation.

To edit an embedded chart, double-click the chart. An Excel spreadsheet containing the chart's source
data will appear. After you have finished editing, be sure to save the chart in Excel.

Once you have embedded a chart, be careful not to delete or move the original Excel file. If the location
of either the PowerPoint presentation or the Excel file changes, you may have to embed the chart again in
order for it to display correctly.
Top: "Keep Source Formatting" will carry the styles and formatting directly from Excel, while "Use
Destination Theme" matches the chart to the rest of your PowerPoint presentation.
Once a chart is placed in the PowerPoint file, you can edit and restyle the presentation. Think of this paste
option as the starting point.

Recap and Keep Learning More About Excel and PowerPoint

Keeping your PowerPoint graphs linked to Excel data is handy. With linked data, you don't have to
recreate and reformat your charts each time the original data changes. Embedded data gives you the
flexibility to edit your data right inside the presentation.

Integrating or inserting pictures in your document is fun and it improves the impressionof your document.
A common use of inserting a picture on a document is when you are creatinga resumé.

Kinds of Materials

There are various kinds of materials Microsoft® Word is capable of integrating to makeyour document
richer, more impressive, and more informative.1.

Pictures

generally, these are electronic or digital pictures or photographs you have saved inany local storage
device. There are three commonly used types of picture files. You can identifythem by the extension on
their file names.a.

JPG
–

this is pronounced as “jay

peg,” and is the short form for .jpeg or file extension

for the Joint Photographic Experts Group picture file. Like all the rest of the image fileextensions, it
identifies the kind of data compression process that is uses to make it morecompatible and portable
through the Internet. This type of image file can support 16.7 millioncolors

that’s why it is suitable for use when working with full color photographic images.

Unfortunately, it does not support transparency. But if you are looking for the best qualityimage to
integrate with your document, then this is the image file type for you.b.

GIF

file extension for the Graphics Interchange Format image file. This type of imagefile is capable of
displaying transparencies. Therefore, it is good for blending with othermaterials or elements in your
document. It is also capable of displaying simple animation. It canonly support up to 256 colors that
is why .GIF is much better for logos, drawings, small text,black and white images, or low-resolution
files.c.

PNG

this is pronounced as “ping.” It stands for Portable Network Graphics that

wasbuilt around the capabilities of .GIF. Its development was basically for the purpose oftransporting
images on the internet at faster rates. It is also good with transparencies butunlike .GIFs, it does not
support animation but it can display up to about 16 million colors. .PNGallows the control of the
transparency level or opacity of images.2.

Clip Art

this is generally a .GIF type; line art drawings or images used as genericrepresentation for ideas and
objects that you might want to integrate in your document.Microsoft® Word has a library of clip arts that
is built in or can be downloaded and used freely.There are still other clip arts that you can either purchase
or freely download and use thatcome from third-part providers.3.

Shapes

these are printable objects or materials that you can integrate in your document toenhance its appearance
to allow you to have some tools to use for composing and representingideas or messages. If you are
designing the layout for a poster or other graphic material foradvertising, you might find this useful.4.

Smart Art

generally, these are predefined sets of different shapes grouped together toform ideas that are
organizational or structural in nature. If you want to graphically represent