There are many advantages to linking, including smaller file size and maintaining an external data source that can be updated by others across an organization. Consequently, many users get lulled into thinking the data sheet is actually embedded.
If you right-click a chart to edit the data, PowerPoint will launch that linked Excel file with little indication that it is opening an external file.
The next two options will link the chart and its data, leaving it in the Excel file. And yes, some HR people have been fired because they unwittingly sent out salary data to an entire company. It also means that if you have sensitive information on an unrelated tab, anyone with that PowerPoint slide will have access to that data. And that means that your PPTX file may suddenly balloon in size if the Excel file is a large one. But be careful, because not only will the chart be embedded, but the entire Excel worksheet will as well. This can be quite helpful if slides are being shared between users, computers, and offices. Embedding means that the data sheet will always be accessible for content edits by anyone who has the PowerPoint slide. Generally, we want a chart to take on the look and feel of the destination PowerPoint file, but the real consideration here is the embedding. The first two options and will embed the chart either with the theme of the source Excel file or with the theme of the destination PowerPoint file. Let’s examine these five choices including the pros and cons of each.Įmbedding Excel Charts in PowerPoint Files While this may be your preferred choice, it can also lead to the above error message and tears and canceled dinner plans.
Ignore this prompt at your own peril, because if you take no action, then PowerPoint will perform the default action which is to link the chart using the theme (look and feel) of the PowerPoint file. When you copy and paste a chart from an external Excel sheet into PowerPoint, you’ll see a small popup in the lower right-hand corner of the chart with five options. You have one chance to make a very important decision.
But whether you will be able to open the data sheet and edit the data itself all depends on whether the chart has been embedded or linked when first copied from Excel. As long as a chart has not been converted to an image in PowerPoint, you will generally be able to format it however you like.
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