In this video, staff instructor Jess Stratton shows users how to create and format charts of all types right from within PowerPoint, editing the data live as it changes.
- [Instructor] If you're doing a business presentation it's hard to get away without doing any charts. But you can create those right in PowerPoint. You can also import one that you already have in Excel. Let's do both so that you can see how they work. I have a blank slide, to get started I'll change to the Insert ribbon tab and choose Chart. I have a long list of charts I can choose from, such as Column, Line, Pie, Bar, even Map charts. I'm going to choose a Pie chart. Once I choose a chart type, each one of them also has sub-charts.
I'll choose a 3-D Pie chart. I'll click OK, and it's going to bring up a little mini Excel window. I can click my mouse to start typing and populate my own data. Notice that while I'm typing, the data will update itself on the fly, right in the slide. When I'm done, I can click the X on the top right hand side of the Excel window to get back to my chart. From here, I have some chart options. I have a new ribbon tab called Chart Tools, Design.
From here, I can choose a quick layout to get the chart set up just the way I want. I can hover my mouse and choose a layout that works for me. I can change the colors, the style of it, I can hover my mouse to see how it's going to look. All the way to the right I can click Edit Data and choose that if I need to update my chart to some new figures. If I don't like this chart type, I can click Change Chart Type and change it right from here to a completely different type of chart.
I can also click the plus sign in the chart itself to update some key details, like adding a Chart Table, labels, and the legend. Because this chart is in a regular text box on the slide, I can click once to select it right here on PowerPoint, change to the Home ribbon tab, and change the font properties. For example, I can make the font a little bit bigger so that it's easier to read. So that's how you can create a chart right here on PowerPoint, but let's move to this blank slide and paste one in from Excel.
I'll open up my Assets folder. In here I have an Excel file. Here's some data and a chart that I've already made. I'll select the chart, hit Control + C to copy it, I'll go back to my presentation, right click, and I have some paste options. I can choose to use the destination theme and embed the workbook, this means that it's going to use all of the colors and fonts that it's using in the current PowerPoint theme.
Embedding the workbook means that it's going to embed the Excel file right in my PowerPoint presentation. Depending on the size of the Excel file, it could vastly inflate the size of my PowerPoint presentation. It could also impose a security risk if there's confidential data in that Excel file. If I'm sharing this presentation out with other people or collaborating on it, they'll also have the contents of that Excel file, so that's something important to keep in mind. I can choose to keep the source formatting and embed the workbook.
This gives me the same embedding risks, but keeping the source formatting will keep it the way it looks such as the colors and fonts just as it did in Excel. I can choose to use the destination theme and link the data. This means it's going to keep PowerPoint's color scheme, however, if the contents of that Excel file are ever changed, this chart will also be changed and updated accordingly. I have the exact same option here, except to keep the source formatting colors the same.
Finally, I can choose to insert it as a picture. This poses the least security risk. It will also keep the file size just a bit smaller. However, I won't be able to edit any of the data because it's going to be a picture. I'll choose to use the destination theme and embed the workbook. It's going to dump it in the slides and treat it just like you could any other object. For example, PowerPoint Design will be invoked and I can change the way it looks on the slide.
I can also hold the Shift key down and resize it and make it bigger and change any font properties. There's even a formatting tab where I can add effects, word art styles, and other formatting. So those are two different ways to embed charts into PowerPoint. One is right from Excel, the other one is creating it right in PowerPoint.
- Getting started quickly with PowerPoint
- Creating new presentations
- Adding, removing, and rearranging slides
- Changing slide layouts
- Inserting and formatting images and shapes
- Adding animation and transitions
- Sharing and collaborating on presentations
- Delivering the presentation
- Saving themes and templates
- Exporting presentations as video, PDF, or JPEG files