With our link you can export Excel data to PPT and Word and easily update in one click. You can also rename, move and update your files without having to re-link.
How to create links
Link tables and charts
- In PowerPoint/Word, select the slide or page onto which you want to export your data
- Open your Excel workbook and select the table or chart you want to export
- Within Excel go to the UpSlide toolbar PowerPoint/Word button and select Export to PowerPoint/Word from the drop-down.
- Once the link has been created, remember to save both the PowerPoint and Excel fils to ensure the link remains intact.
Your items are linked across as dynamic images. This helps to ensure that the file size remains light, whilst still preserving the quality of your source data. You can reposition the image into the correct location on your slide or page.
Resize and Export tables and charts
When using the Link, you can also predetermine the position and dimensions of your export, allowing you to ensure that the linked image fits perfectly on the slide.
To use the resize and export feature:
- Select the text box or placeholder where you would like the data to go. The shape of the placeholder will determine the the dimensions of the linked item.
- Press the spacebar to remove any unwanted text from the placeholder
- In Excel, select the table or chart that you would like to export
- Click the down arrow on the PowerPoint button (or the Word button if linking to Word) in Excel and select Resize and Export from the drop-down
The table or chart will link directly into the placeholder in PowerPoint or Word. Remember to save both the PowerPoint/Word and Excel files after linking.
Are you always trying to maintain consistency between the commentary you write in PowerPoint/Word and the figures shown in your tables/charts? Link those figures into your commentary too to keep them up to date.
- Within PowerPoint/Word select in the text where you'd like to insert your link
- Select a single cell in Excel
- Select the Export option. A popup will ask you to choose between exporting it's content as text or as an image. Select text.
In the case of text, data is exported to the selected location as a hyperlink (similar to what is generally used for cross references) linked to the source cell in Excel.
Hide text exports
When data is linked as text using UpSlide, it is formatted as a hyperlink in PowerPoint and appears as a field in Word.
This can be very convenient when visualising what is linked to Excel and what is not. However, these hyperlinks may need to be removed before presenting or printing the presentation.
To do so, simply click the Hide text exports button within PowerPoint.
- Save the presentation
- Remove the hyperlinks
- Mark the presentation as final
If you need to edit the presentation further, simply click the Hide text exports button again to restore the hyperlinks.
How to update linked items
Update one item in your document
If you select the imported Excel data in PowerPoint/Word and click the Update button, UpSlide examines all open Excel workbooks and looks for potential sources.
This means that both the Excel source and the document that you're trying to update should be open. Depending on what is found, three situations may arise:
- Success! A single potential source is found in your open Excel files. In this case, your data is updated.
- No potential sources are found, in which case you can use the Go to Source button to find out which file was last used as the source, who last updated it, and the date/time of the last update.
- Several potential sources are found, in which case Go to Source/Link Information will also be helpful to select the correct one. This lists all potential sources and previews the potential sources for you to choose from. This can occur when several versions of the same file are opened simultaneously.
Update multiple or all items in your document
The Update All button is used to update multiple links at once. When selected, UpSlide will display a list of all linked data in the active document (imported either as a picture or as text). From there, you can select which links to update.
To help you decide which imports should be updated, clicking on any item in the list will display and select the corresponding data in the PowerPoint/Word document.
When you click the Update button, UpSlide will try to update each of the selected items with the corresponding data in the Excel workbooks. The shapes for which the update has failed (due to excess or lack of potential sources) are put in a separate list.
You can then open the Find the source dialog box directly by double clicking the problematic items.
Update All has a few key purposes. It allows you to:
- Update all/multiple imported shapes in the active document simultaneously.
- Ignore any date conflicts for all selected imports using the Ignore outdated data warnings checkbox. You will use this option if you need to update from an old version of the source Excel file.
- View all the Excel files linked into the active document. Check to see which files each import is linked to by clicking the Display source 🛈 button. Check the boxes then click the 🛈 button.
- Open all the Excel files linked into the active document. Automatically open these Excel files by checking each import you want to inspect and then click on the Open Source button.