Nonprofit Accounting Basics

Present Microsoft Excel charts, graphs, or ranges in Word or PowerPoint

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Have you tried to build a presentation in PowerPoint or a report in Word by copying Excel ranges or graphs only to find that the Excel content does not update to your satisfaction?

Here is a question frequently asked in my training classes. “What is the most effective way to place data and graphics created in Microsoft Excel into a Word document or on a PowerPoint slide?” This article will give you the steps to efficiently accomplish this task with finalized pictures, linked pictures, and expanding ranges. These specific steps apply to Microsoft Office 2010. Similar steps apply to Microsoft Office 2007.

This article presents tips to help you:

  • display an Excel range or graph within a Word document or PowerPoint slide,
  • create an updating link of fixed size from Excel to Word or PowerPoint, and
  • create an updating link of expanding size from Excel to Word or PowerPoint.

Excel to Word

Copy a cell range as a fixed picture

  1. Select a range of Excel cells and copy.
  2. Switch to a Word document.
  3. On the Home tab of the ribbon, click the bottom half of the Paste tool to select the PASTE SPECIAL dialog box.
  4. Select PICTURE (Enhanced Metafile or Windows Metafile).
  5. Click OK.

RESULT: The Word document has a finalized picture that will not update.

Copy a cell range as an updating link with a fixed size

  1. Select a range of Excel cells and copy.
  2. Switch to a Word document.
  3. On the Home tab of the ribbon, click the bottom half of the Paste tool to select the Paste Special dialog box.
  4. Select Paste link and also Picture (Windows Metafile).
  5. Click OK.

RESULT: Changes in cell contents and formats in Excel will automatically update in Word.

Copy a cell range as an updating link with an interactive size

  1. Select a range of Excel cells, click in the Name Box, type a name (like “data”), and press the Enter key. This adds a range name to the selection. (The Name Box is located at the left end of the Formula Bar where the cell coordinate is displayed.)
  2. Copy the selected range you just named.
  3. Switch to a Word document and place the cursor in the desired location.
  4. On the Home tab of the ribbon, click the bottom half of the Paste tool to select the Paste Special dialog box.
  5. Select Paste Link and also select Excel worksheet object.
  6. Click OK.

RESULT: If the range in Excel expands or contracts by inserting rows or columns, the picture in Word also expands and contracts. Changes in cell contents and formats will also update in Word.

Copy a graph from Excel as a fixed picture

  1. Select a graph in Excel and copy.
  2. Switch to a Word document.
  3. On the Home tab of the ribbon, click the bottom half of the Paste tool to select the Paste Special dialog box.
  4. Select PICTURE (Enhanced Metafile or JPEG).
  5. Click OK.

RESULT: The result is a finalized picture in the Word document that will not update.

Copy a graph from Excel as an updating linked picture

  1. Select a range of Excel cells and copy.
  2. Switch to a Word document.
  3. On the Home tab of the ribbon, click the bottom half of the Paste tool to select the Paste Special dialog box.
  4. Select Paste link and also Microsoft Excel Chart Object.
  5. Click OK.

RESULT: Changes in cell contents in Excel will update the graph in Excel and will update the graph in Word.

Excel to PowerPoint

Copy a cell range as a fixed picture

  1. Select Excel cells and copy.
  2. Switch to a PowerPoint slide.
  3. On the Home tab of the ribbon, click the bottom half of the Paste tool to select the Paste Special dialog box.
  4. Select Paste and Picture (Enhanced Metafile).
  5. Click OK.

RESULT: The PowerPoint slide has a finalized picture that will not update.

Copy a cell range as an updating link with a fixed size

  1. Select Excel cells and copy.
  2. Switch to a PowerPoint file.
  3. On the Home tab of the ribbon, click the bottom half of the Paste tool to select the Paste Special dialog box.
  4. Select Paste Link and Microsoft Excel Worksheet Object.
  5. Click OK.

RESULT: Changes in cell contents and formats in Excel will automatically update in PowerPoint.

Copy a cell range as an updating link with an interactive size

  1. Select a range of Excel cells, click in the Name Box, type a name (like “data”), and press the Enter key. This adds a range name to the selection. (The Name Box is located at the left end of the Formula Bar where the cell coordinate displays.)
  2. Copy the range you just named.
  3. Switch to a PowerPoint file.
  4. On the Home tab of the ribbon, click the bottom half of the Paste tool to select the Paste Special dialog box.
  5. Select Paste Link and Microsoft Excel Worksheet Object.
  6. Click OK.

RESULT: If the range in Excel expands or contracts by inserting rows or columns, the picture in PowerPoint also expands and contracts. Changes in cell contents and formats will also update in PowerPoint.

Copy a graph from Excel as a fixed picture

  1. Select a graph in Excel and copy.
  2. Switch to a PowerPoint slide.
  3. On the Home tab of the ribbon, click the bottom half of the Paste tool to select the Paste Special dialog box.
  4. Select PICTURE (JPEG).
  5. Click OK.

RESULT: The PowerPoint slide has a finalized picture that will not update.

Copy a graph from Excel as an updating linked picture

  1. Select a range of Excel cells and copy.
  2. Switch to a PowerPoint slide.
  3. On the Home tab of the ribbon, click the bottom half of the Paste tool to select the Paste Special dialog box.
  4. Select Paste link and also Microsoft Excel Chart Object.
  5. Click OK.

RESULT: Changes in cell contents in Excel will update the graph in Excel and will update in PowerPoint.

Conclusion: With practice, you can effectively add Excel ranges and graphs to your Word reports or PowerPoint handouts or slides. To receive templates of Excel reports and graphs, or PowerPoint slides, please email Judy Borsher at Judy@SCG-training.com.