Copy Excel data or charts to PowerPoint

There may be times when you want to present your Microsoft Office Excel worksheet (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.) data, or a chart that you created in Excel, in a Microsoft Office PowerPoint presentation. You can simply copy selected data or charts in Excel and then use the Paste or Paste Special commands in PowerPoint to insert the data or charts into a presentation.

What do you want to do?


Copy worksheet data to a PowerPoint presentation

  1. In Excel, select the worksheet data that you want to copy to a PowerPoint presentation.
  2. On the Home tab, in the Clipboard group, click Copy Button image.

Excel Ribbon

Keyboard shortcut  You can also press CTRL+C.

  1. Click in the PowerPoint presentation where you want to paste the copied worksheet data.
  2. On the Home tab, in the Clipboard group, click Paste.

Keyboard shortcut  You can also press CTRL+V.

  1. Click Paste Options Button image next to the data, and then do one of the following:
    • To use the original format of the copied data, click Keep Source Formatting.
    • To use the document theme that is applied to the PowerPoint presentation, click Use Destination Theme.
    • To paste table data that you copied as text, click Keep Text Only.

 Notes 

  • If you don't see the Paste Options button, you may have to turn it on. Click the Microsoft Office Button Button image, and then click PowerPoint Options. In the Advanced category, under Cut, Copy, and Paste, select the Show Paste Options buttons check box.
  • If you paste the data into a PowerPoint table, the Paste Options button is not displayed.

Tips

  • To paste the data in another format (such as a worksheet object, HTML format, bitmap, picture, or to text format) or to paste a link to the source data in Excel, on the Home tab, in the Clipboard group, click the arrow on the Paste button, and then click Paste Special. In the As list, click the format that you want to use.
    • If you want to edit the entire worksheet later, click Microsoft Office Excel Worksheet Object. Clicking Microsoft Office Excel Worksheet Object provides access to the entire worksheet in the presentation, including data that you may want to keep private. To automatically update the table in the presentation when changes are made to the source data in Excel, click Paste link. Both of these options also preserve the Excel formatting, even when the formatting features that are used are not supported in PowerPoint. If you saved the source workbook before you copied the data, you can also click Attach Hyperlink to insert a hyperlink in your presentation that directs you to the source data in Excel.
    • To paste the content as an Object Linking and Embedding (OLE) (OLE: A program-integration technology that you can use to share information between programs. All Office programs support OLE, so you can share information through linked and embedded objects.) PowerPoint application icon (rather than pasting the actual content), click Microsoft Office Excel Worksheet Object, and then select the Display as icon check box. You can click the icon to open the application and then view the content.
    • If you want to use HTML to copy the data to PowerPoint into a PowerPoint table, click HTML format.
    • To paste a static picture, click Device Independent Bitmap or Bitmap, or to paste a picture that can be ungrouped, click Picture (Enhanced Metafile) or Picture (Windows Metafile).
    • To paste the data as formatted or unformatted text, click Formatted Text (RTF) or Unformatted Text.
  • To paste the data as a hyperlink that directs you to the source data in Excel, click the arrow on the Paste button, and then click Paste As Hyperlink. If the workbook that contains the source data has not been saved yet, this option is unavailable.
  • If you want the range of data that you paste as a Microsoft Excel Worksheet Object into a PowerPoint presentation to expand when the corresponding data expands on the Excel worksheet, you can define a name (name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy-to-understand names, such as Products, to refer to hard to understand ranges, such as Sales!C20:C30.) for the range of data in Excel before you copy the data. You can then paste a link to the named range by using the Paste Special command. On the Home tab, in the Clipboard group, click the arrow on the Paste button, click Paste Special, and then click Paste link. This works only when you copy data that is not in table format in Excel.

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Copy a chart to a PowerPoint presentation

  1. In Excel, select the embedded chart (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.) or chart sheet (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.) that you want to copy to a PowerPoint presentation.
  2. On the Home tab, in the Clipboard group, click Copy Button image.

Excel Ribbon

Keyboard shortcut  You can also press CTRL+C.

  1. Click in the PowerPoint presentation where you want to paste the copied chart.
  2. On the Home tab, in the Clipboard group, click Paste.

Keyboard shortcut  You can also press CTRL+V.

  1. Click Paste Options Button image next to the chart, and then do one of the following:
    • To paste the chart with a link to its source data, click Chart (linked to Excel data).
    • To paste the chart and to include access to the entire workbook in the presentation, click Excel Chart (entire workbook).
    • To paste the chart as a static picture, click Paste as Picture.
    • To paste the chart in its original format, click Keep Source Formatting.
    • To paste the chart and format it by using the document theme that is applied to the presentation, click Use Destination Theme.

Tips

 Note   The Ribbon is a component of the Microsoft Office Fluent user interface.

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Applies to:
Excel 2007, PowerPoint 2007