How to present Excel data using PowerPoint (part two)
Microsoft Powerpoint is a useful tool for presenting data to a live audience.
This can be done either using projectors or using printed handouts. An advantage of compiling your information in this program is that it steers you
towards a clear, uncluttered presentation with a consistent formatting and
appearance. It is most suitable for a high level, summarised analysis of
figures.
Part one of this tutorial briefly describes the elements of a PowerPoint presentation.
Copying and Pasting from Excel
There is nothing complicated or difficult about placing information from
Excel in a presentation. Simply highlight and select the required range of cells
or a chart object in Excel, copy it and then paste it onto a PowerPoint slide.
- The pasted objects are positioned directly on the slide background - not
within a placeholder. They can be positioned and resized.
- Excel objects can be linked so that any subsequent change to the source
Excel worksheet will be reflected in the pasted table. This is useful for
regular reports which contain a standard list of contents. To create the
link, copy the Excel details as normal and then in PowerPoint select Edit
| Paste Special | Paste Link | Microsoft excel object.
- If you wish to add some explanatory narrative and there is not an
available placeholder on your slide, select Insert |
Text Box.
- If the worksheet gridlines are visible in Excel, they will be reproduced
when pasted in PowerPoint. To switch them off, in Excel select Tools
| Options | View. Then clear the Gridlines
box which appears under Window options.
- There is a PowerPoint option for a slide layout containing text and a
chart object. This is not suitable for pasting an existing Excel
chart and is only necessary if you wish to use Microsoft Chart for building
a new graph from scratch.
- Don't use large complex tables on your slides because they will be
difficult to read. Any long financial statements with many lines should be
distributed as a separate handout.
- If you have problems with positioning and viewing text, photos or pasted
objects on top of or behind other elements on a slide, on the Drawing
toolbar select Draw | Order and then choose the
order of each selected item.
If you have discovered a useful and appropriate PowerPoint tutorial on
another website, please
let me know so that I can include a link.
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