Tips & Tricks

Office Tip – Linking Excel data in Word or PowerPoint

If you have monthly reports to produce which rely on data from an Excel Sheet or Chart, you may not be aware that there is a feature in Microsoft Office that allows you to link the Excel data when you paste it into the file, so that it will update the figures or chart automatically when changes occur in the original file.  It is known as Paste Link...

  • In the Excel example file below, the data in A2:K5 and the chart has been 'Copy & Paste Linked' into a PowerPoint slide:

 

  • If the figures alter in Excel, the PowerPoint File will also update if open at the time.  If the PowerPoint file is not open at the time the changes occur, the next time that it is opened you will be prompted whether you wish to update the changes

  

  • In Excel, to create a dynamic link, first select the data and then Copy (CTRL C) it:

 

To paste into Microsoft Word

  • In Word, select the Home tab, then the drop-down arrow on the Paste tool, followed by Paste Special…

 

  • Select either Link & Keep Source Formatting tool to keep the formatting applied in Excel or the Link & Use Destination Styles tool to apply the formatting styles that are in the Word document:

 

  • The data will appear in the Excel sheet format style or in the style of the Word document:

 

  • If the target Word file is closed when changes are made in the source Excel file, you will be prompted to Update Links when the presentation is next opened, click on Yes to update:

 

 

  • The following options will be displayed after copying a Chart

To paste into Microsoft PowerPoint

  • In PowerPoint, select the Home tab, then the drop-down arrow on the Paste tool, followed by Paste Special…

 

  • Then select the Paste link option and Microsoft Excel Worksheet Object, then OK:

 

  • To Paste link a Chart in PowerPoint, click on the chart in Excel and Copy (CTRL C)

 

  • In PowerPoint, insert a new slide or click on an existing one

 

  • On the Home tab, select the Paste tool down arrow to see the Paste Options:

 

 

  • Select either the Use Destination Theme & Link Data or Use Source Theme & Link Data tool to Paste the data into the slide:

 

  • If the target PowerPoint file is closed when changes are made in the source Excel file, you will be prompted to Update Links when the presentation is next opened:

 

So make that monthly report or presentation quicker and easier to compile. Create links to external data and you will always have the latest figures in your documentation!

 

 

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