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In Excel 2010 Essential Training, Bob Flisser demonstrates the core features and tools in Excel 2010. The course introduces key Excel skills, shows how to utilize these skills with in-depth tutorials on Excel functions and spreadsheet formatting. It also covers prepping documents for printing, working with large worksheets and workbooks, collaborating with others, using Excel as a database, analyzing data, charting, and automating and customizing Excel. Exercise files are included with the course.
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.
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