Using Excel data within PowerPoint

Question

I have an Excel spreadsheet with a lot of data on it. I need to take a sub-set of that data and use it in a few PowerPoint slides on a regular basis so making this process automatic would be ideal.

The data I need from excel exists in columns B, E, F and G. However, I also need to filter the data in those columns. I have three statuses in column E that I am sorting on. I need three slides each slide showing the appropriate status informaiton.

For exmaple:

Slide 1 would contain the "completed" status data. (column e)

Slide 2 would contain the "on road map" status data (column e)

Slide 3 would contain the "unknown" status dat (column e)

I need all three slide to update automatically so that this presentation is pretty automatic each month. I tried to do what some people suggest and copy and paste the excel data as a link but that doesn't work all that well because if a status changes from "on road map" to "complete" I'm not seeing the newly completed item on the "complete" slide. So I need a more dynamic solution.

I also have three charts that similairly need to be added to another slide and need to be updated automatically.

Answer 1

If the number of rows/columns is subject to change, select what's there now, insert a range name, then create the link.  That should create a link to the named range rather than to a specific set of rows/columns.  As long as you insert rows/columns INTO the range rather than adding them after the end of the range, your links should include the new data.

Answer 2

Maybe just a follow up clarification....

I have a worksheet called "completed". The current number of rows is 34 but in t he future that could be 36 or 42 or whatever the number is. I need the slide to change when that changes so I'm finding simply doing a copy / paste special is not working because as the number of rows expands on the sheet my selection I pasted in PowerPoint is not also expanding.

I have two additional sheets within this workbook that also have to have their own slides.

Answer 3

So, I've done some addditional work since my original post. But, that work has spawned some additional questions. I went down the road you did with linking the data from different sheets but I still have the problem that the last sheet I saved is what shows up in the PP presentation.

I am able to see different data on each slide of I copy the data from the excel sheet and then paste special BUT that is a problem because the copy selction is not static from one month to the next. This month the copy might be 10 rows and the next month might be 30 rows.

From month to month I know that I need to copy all rows with data in columns A & B but that is all I know.

Is there a dynamic way to accomplish capturing all data from a partical worksheet and pasting that into PP?

Answer 4

Let me put this in different words, then tell me if I've understood you correctly:

You have some data in Excel that you sort/filter in different ways.

You want to use the same data on several different slides in PowerPoint.

On each slide, you want to show the results of sorting/filtering the data differently.

If that's correct, I don't think you'll be able to do it directly, not from one worksheet.

PowerPoint will update each of the slides to whatever's current in the saved version of the worksheet, so whatever changes you made last will appear on all three slides whenever the presentation's opened.

Again, if my guess is correct, try something along these lines:

Copy/link your data from the worksheet to a new worksheet.

Verify that changes to the original worksheet are reflected in the new worksheet.

Then apply whatever filtering you need.

Copy/Paste Special/Link THIS data to one of your PPT slides.

Repeat the process for the other slides.

Answer 5

Check if this can be achieved by inserting the Excel file as an Object in PowerPoint presentation or else try to try a macro and check.