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Placing Excel charts into other Office applications

From: Excel 2010 Essential Training

Video: Placing Excel charts into other Office applications

You may have created the world's most gorgeous charts, but that doesn't necessarily mean your work is done. Now, everyone you're showing your charts to wants an Excel sheet. You might need to place your charts and maybe the underlying data into another document. You might need to put your work into another Microsoft application like Word or PowerPoint, but you also might need to put your work into a non-Microsoft application that maybe doesn't work with Excel all that well. So let's take a look at some possibilities. First, let's start here in Excel and just select the chart.

Placing Excel charts into other Office applications

You may have created the world's most gorgeous charts, but that doesn't necessarily mean your work is done. Now, everyone you're showing your charts to wants an Excel sheet. You might need to place your charts and maybe the underlying data into another document. You might need to put your work into another Microsoft application like Word or PowerPoint, but you also might need to put your work into a non-Microsoft application that maybe doesn't work with Excel all that well. So let's take a look at some possibilities. First, let's start here in Excel and just select the chart.

Copy to the Clipboard. I'll press Ctrl+C and now let's switch into Microsoft Word. In Word, we have open this file called Insert Pie Chart and let's just paste. I'll press Ctrl+V to paste. Looks okay and down here I'll click the Options button and you see we have a few different options to choose from. I am going to choose the middle one here Use Destination Theme & Link Data. The operative phrase is Link Data. Now, let's take a look here. We can see Connecticut is 1,316, and I am using Connecticut just because it's the lowest number in this chart and we can see the numbers right in front of us.

Let's switch back to Excel. Scroll down if you need to and we can see there is that 1,316. Just click on one of those numbers for Connecticut, and instead of 385 I'll make it 450, press Enter, and we can see both here in the data and over here in the chart, it changes to 1,381. Switch back into Word and now we can see immediately it's 1,381. So we didn't have to do very much and it works with Word great. Well, now let's paste into PowerPoint and see what happens. So switch into Microsoft PowerPoint, and here in PowerPoint we have open the file called Insert Pie Chart.

So we have some text here on the left and we have placeholder. Click in that placeholder, so you have your cursor, and I still have that chart in the Clipboard. So again, all I have to do is paste, Ctrl+V, and it gets kind of squished because it's being stuffed into that placeholder shape. So I am just going to Undo. I'll press Ctrl+Z and I'll just delete this placeholder altogether. Place your mouse pointer on the border here, and when your mouse pointer turns to a four-headed arrow, click and then press Delete on your keyboard.

Now, when you press Delete, if that placeholder is still there, just try clicking on the border a second time and deleting. So now we have no placeholder. You can click or even drag, you see there's no placeholder there. Now just paste, press Ctrl+V, and there we go. Now before we move the chart into position, let's do just what we did in Word. Click the Options button here. I'll choose Use Destination Theme & Link Data and let's move this into position and if you need to adjust the text, you can do that. Again, let's take a look at Connecticut.

So we see Connecticut is 1,381. Let's switch back into Excel and Excel receives 1,381. Let's take that 450 and I will turn it back into 385. Press Enter. We can see up here in the data and in the chart, Connecticut is back to 1,316. Let's switch back into PowerPoint and we can see immediately it's 1,316. Well, this is all the great scenario, but what if we need to put the Excel chart into a non-Microsoft application that doesn't recognize Excel all that well? So let's switch into Excel and see what we can do.

Select the chart, click on the Design tab, right over here choose Move Chart, and let's put the chart in a brand new sheet. You can give it a name if you like. Click OK. Now, because the chart is taking up so much more room, we might have to make some adjustments here. Let's start with title. Click that title, and we'll make it a little bigger, go to the Home tab, and you can choose a larger size. If you want to do it a little bit more interactively, make sure it's selected, and you could press Ctrl+ Shift+> on your keyboard.

Ctrl+Shift+< will make it smaller, Ctrl+Shift+> will make it bigger. Let's do the same for the state titles. Click one and let's change the font. Again, you could use the shortcut if you like. You could move them into position also if you need to, and just click off here. Now, the trick is to turn this into a PDF. We are not going to print the entire workbook or even the underlying data. Just this chart. So go up to the File tab, down here to Save & Send, over here create PDF, here again create PDF, and Excel offers to call it placing chart.pdf, but let's take a look at some options. Click the Options button.

We want to make sure that we are printing just the active sheet, click OK, and we might want to open the file after publishing just so we can get a look, click Publish, and now Acrobat opens up with our chart. I found that many non-Microsoft programs that don't work with Excel very well can still import PDFs pretty well, because PDF is just such a generic widely-used format. So we saw here some scenarios that you may run into and there are undoubtedly more. In general, my advice is this. When you need to get data from one application into another, first try doing it the normal way. If that doesn't work, what you want to do is find some intermediate format that they both use.

Using a PDF is generally your best bet.

Show transcript

This video is part of

Image for Excel 2010 Essential Training
Excel 2010 Essential Training

80 video lessons · 138262 viewers

Bob Flisser
Author

 
Expand all | Collapse all
  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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