Cons:
To perform the update, you must have access to the Excel file that holds the original data. Without the file, updating the graphics cannot be performed.
One of the risks of this is that if the Excel file is moved elsewhere or renamed, the link between the PowerPoint and the Excel file will be broken, so the chart can no longer be updated.
c. Method of Inserting as Embedded Object
The Insert as Embedded Object method is another way to connect charts from Excel to PowerPoint. Unlike the Linked Object method, this method embeds Excel charts and data directly into a PowerPoint file. This makes your presentation more self-contained because it doesn’t require a separate Excel file during the presentation. However, this method also has some drawbacks that need to be noted.
Steps:
- Open the Excel file and select the chart you want to insert. After that, press Ctrl + C to copy it.
- Open the PowerPoint presentation and locate the slide where you want to place the graph.
- Once you are on the desired slide, click the “Paste” button in the “Home” tab. Select “Paste Special…” from the menu that appears.
- In the Paste Special dialog box, select “Paste” and then select “Microsoft Excel Chart Object”. This will embed the graph into the presentation so that the data is saved directly in the PowerPoint file.
Pros:
This way, you don’t have to worry about the presence of Excel files during presentations, as all the data is already in the PowerPoint file.
If you need to change the chart data, simply double-click on the chart in PowerPoint to open the Excel interface and make live edits.
Cons:
Because data from Excel is embedded directly into the PowerPoint file, the size of the presentation file can increase significantly, especially if the graphics used have a lot of data or high complexity.
One of the main drawbacks of this method is that if there are changes to the original data in Excel after the graph has been embedded, the update will not be reflected automatically in PowerPoint. You must manually edit the chart to update the information displayed.
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Tips for Effective Graphics Integration
Combining charts from Excel to PowerPoint in the right way can improve the quality of your presentations. Here are some tips to make sure your graphics integration goes well:
1. Save Files in the Same Place
For the Linked Object method, it is important to store the Excel and PowerPoint files in the same location. If an Excel file is moved or renamed, the link between the graph and the data may be lost. So, keep both files in the same folder or use a fixed path to avoid problems.
2. Use Clear File Names
Give your Excel and PowerPoint files a descriptive and easy-to-understand name. A clear name will help in identification and avoid confusion, especially if you are working with a lot of files. For example, use a name like “Sales_report_Q1_2025.xlsx” for an Excel file.
3. Check Links Regularly
Before the presentation, make sure that all chart links are functional and display the most recent data. Go to each slide that contains the graph and check that the data is displayed correctly. If there are any problems, you can fix them before the presentation starts so that your audience doesn’t get confused by the wrong information.
4. Consider the File Size
If presentation file size is an issue, use the Linked Object method instead of Embedded Object. The linked method usually results in a smaller file size because it only stores the link to the original data in Excel, instead of storing all the data in a PowerPoint file. This is especially useful if you have a lot of graphs or large data that needs to be entered.