3 Quick Ways to Embed an Excel File in PowerPoint

When I talk to other PowerPoint users, one of the common statements I hear is “I know there’s an easier way to do it but this is the only way I know”. Whether we’re talking about creating templates, adding video, or exporting to PDFs – this statement is likely to make its way into the conversation.

The underlying problem here is that you may not be aware of the other (sometimes easier and more efficient) ways to complete the task at hand when you run into a technical issue.

Cue the immediate frustration that comes from technical issues. What is it about tech problems that can take a normal, rational human and turn them into a raving lunatic???

If you’ve ever had to copy something from Microsoft Excel to Microsoft PowerPoint, you may have felt this same frustration. You’ve probably wondered, “How do I save an Excel file in PowerPoint?“.

This article will show you 3 tips for how to embed an Excel file in PowerPoint. Specifically, we’re talking about adding Excel data in tables and charts to your PowerPoint file with ease. Plus, I’m sharing some pro insights on which option works best and when.

Option 1: Copy and Paste as a Picture

Using the copy and paste function is like second nature for us professionals who spend the better parts of our week in front of the computer. It’s quick and usually accomplishes exactly what we set out to do.

You probably already know how to copy a table or chart in from an Excel sheet and then paste it into a PowerPoint slide in a matter of seconds. Let’s take a closer look at this option, though.

How to Do It

1. Open your Excel worksheet and use your mouse to highlight the desired area by dragging and dropping the selection box. Then, right-click the selected area and select Copy. (If you have a defined table or chart, you can also right-click on the table or chart you’d like to add to your PowerPoint, then select Copy or CTRL+C.)
2.  Head over to your PowerPoint window and navigate to the slide where you’d like to place the Excel content.
3. Right-click on the slide and select Paste from the dropdown menu. You’ll notice that you have a few options for how to paste your table or chart under Paste Options. Select Picture.

Pros

This is probably the fastest and easiest way to add Excel tables and charts to PowerPoint. It simply gets the job done.

Cons

Pasting your table or chart as a picture means that it will still have its original Excel formatting (font, sizing, colors, etc.) which may not match your PowerPoint settings. Another concern is that a picture can easily be distorted when resizing which can lower the overall image quality. If you share the PowerPoint p

Pasting your table or chart as a picture means that it will still have its original Excel formatting (font, sizing, colors, etc.) which may not match your PowerPoint settings.

Another concern is that a picture can easily be distorted when resizing which can lower the overall image quality. If you share the PowerPoint presentation with your audience afterward, you may also need to send them the corresponding spreadsheet.

When to Use This Option

This is best for sharing tables and charts that will have no further updates to the data and that have minimal information to review.

Option 2: Embedding Unlinked Tables and Charts Directly into PowerPoint

If you think your audience will want to review your Excel workbook beyond what’s on your PowerPoint slide, you may want to consider embedding your table or chart directly into your PowerPoint presentation.

This allows you to showcase the desired information while still having the ability to double-click and access the entire spreadsheet without leaving PowerPoint.

How to Do It

1. Follow steps one and two from above to copy your table or chart.
2. In PowerPoint, right-click on the desired slide and select Embed under Paste Options.

Pros 

This is another quick way to paste in PowerPoint but it gives you the added benefit of having access to the remaining spreadsheet contents right from your slide. You – and anyone you share the PowerPoint with – can easily review all related Excel information like underlying formulas.

Cons

There is a downside to sharing presentations with embedded files, though. If you have any hidden or confidential information on the original Excel document, they will also be able to access this. You may need to take extra time to review your original Excel file just in case.

The other major downfall with this option is that the embedded Excel contents are not linked to the original file. This means that if you change something in the Excel file, the updates will not flow through to your PowerPoint.

When to Use This Option

This is best for presentations where you want interested parties to have access to additional information if needed, but you don’t want to include too much data in your slideshow. It’s also good to use when you do not plan to make changes to the underlying table or chart data.

Option 3: Embedding Linked Tables and Charts Directly into PowerPoint

Because I am normally a solo presentation creator, this is my favorite option for adding tables and charts to PowerPoint. It is much faster than creating a new table or chart in PowerPoint and allows you to link data directly from your Excel worksheet so that everything is always in sync and up-to-date.

How to Do It

1. In PowerPoint, click on the Insert tab near the top of the screen.
2. Select the Object button near the top right of the screen.
3. A new window will appear. Select Create from File and then browse to find your Excel file.
4. After you select the appropriate file, make sure to check the box that says Link and then click OK.

Pros

This option allows you to cut out the double work associated with updating tables and graphs in PowerPoint. You can simply update the data in Excel and watch it automatically update in your presentation.

In short, you get the benefit of Excel functionality with the beauty of PowerPoint. For me, this is a major timesaver.

Cons

Once again, keep in mind that anyone you share this PowerPoint with will now have access to your entire Excel spreadsheet.

Another downfall here is that it is relatively easy to break the link between your Excel file and your PowerPoint presentation. This can happen if you change the Excel file name or location and sometimes even if you send the PowerPoint to another user.

When to Use This Option

This option is best for instances when you are not collaborating with others during the creation process. Sending different versions of the presentation back and forth is a sure-fire way to break your link, resulting in inaccurate data and confusion.

If you are collaborating, be sure to emphasize the importance of keeping the Excel file and the PowerPoint presentation saved in the same locations.

Looking for more time-saving tips? Related Read: Random PowerPoint Timesavers: Part 1

Conclusion

There are many other ways you can add Excel files to PowerPoint presentations but I thought these are the most helpful to compare. I hope this article provides some insight into the best way to insert Excel content based on your specific PowerPoint needs.

Looking for a quick way to refer back to this later? I’ve created a free guide that you can download and save to your desktop for easy access. Enter your info below and I’ll send it right over!