Excel Tables and Charts in PowerPoint and Word

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Microsoft Excel is the market prominent spreadsheet package. This makes it the default software for numerical analysis and reporting. It is sold as part of the wider Office suite that includes word processing (Word) and presentation software (PowerPoint). The good news is that all the programs can talk to one another, allowing you to insert tables in reports and presentations.

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Firstly, why would you want to add an existing Excel table to a Word document? After all, you can create your own tables in Word. In fact you can even create your own Excel spreadsheets within Word. To get the data from your Excel spreadsheet to your Word document is naturally a matter of copying and pasting.

The question is that your copied data will not get updated unless you copy over it. If you are preparing a big narrative over a estimate of weeks, it may well be that your source data has changed by the time you faultless the project. It may even be that you spot an error in your Excel spreadsheet, spoton it, and find your final figures change.

Instead of having to change all things twice, once in Excel and once in Word, you can embed the former Excel sheet in Word. This means that changing the Excel file changes the Word document. It's prominent to understand exactly how this works. The Word document contains a reference to your spreadsheet that makes a note of exactly where the file is saved on your system. It can then access it to update data.

The #1 question people encounter when embedding Excel charts or tables is that these links only work as long as both files remain in the same place. As soon as you send your final presentation e.g. By e-mail, and separate it from the former data, you will run into problems. If PowerPoint or Word cannot find a associated Excel file, it will prompt the user to uncover it and restore the link.

Obviously when sending files around, this can become impractical because it requires your narrative to be accompanied by your spreadsheet at all times. Possibly in the future, all things will be stored in "the cloud" and this question will go away. However, at the moment, it is a very large problem

There are only assuredly three solutions. The first is very simple. Don't send people the narrative as a Word document, send it to them as a pdf. If you're giving people a presentation, print it out for them. If no-one else needs to edit your work, this avoids the question entirely.

The second selection is to keep the links in place until you send the file to someone else. Now the benefit of this is that you can claim an former copy with links in place such that, if they wish to make edits, you can then copy and paste their edited text/slides back into a expert document. This does mean you still have to be in a position to operate the document at your end.

The last selection is to hire an external Excel advisor to build a bespoke solution to your specific question e.g. Instead of building permanent links in your PowerPoint presentation, you can naturally click a button when you wish to update the file. This would give the user the operate to ensure their data is up-to-date whenever they wish to draw a closing or sen.d the presentation to someone else.

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