Two ways to add Visio drawings to PowerPoint

Applies to
Microsoft Office Visio® 2003
Microsoft Visio 2002

This article describes how to:

Create new Visio drawings while in PowerPoint

  1. In PowerPoint, display the slide where you want the Visio drawing to appear.

 Tip   Choose a Blank or Title-only layout for the slide from the Slide Layout task pane.

  1. On the Insert menu, click Object.
  2. Click Create New. Click Microsoft Visio Drawing, and then click OK.

The Visio Choose Drawing Type window opens on the slide.

  1. Select the drawing type you want, choose whether to use the color scheme from the PowerPoint presentation, and create your drawing.

 Tip   You can enlarge the Visio drawing window by dragging one of the black handles on the window's sides and corners.

  1. Click anywhere outside the Visio drawing page to return to PowerPoint.

The drawing appears on the PowerPoint slide.

 Tip   If, after you create the Visio drawing, you want to use it in a another context, you can save it. Click the drawing. On the PowerPoint Edit menu, point to Visio Object, and then click Open. On the Visio File menu, click Save Copy As.

Add existing Visio drawings to PowerPoint slides

If the Visio drawing that you want to include in your presentation already exists, or if you are creating a new Visio drawing that you intend to use in contexts other than the presentation, you can:

  • Link the drawing to a slide.
  • Embed the drawing on a slide.

When to link or embed

Link when Embed when
You want to make sure the presentation always contains the most current version of the drawing. You want to alter the version of the drawing in the presentation but leave the original drawing untouched.
You are using a drawing in more than one context and only want to update it in one place. You are likely to move the document to a laptop or other computer.
You must keep the file size of the presentation as small as possible. You want to include only certain parts of a drawing in the presentation.
You want to maintain the colors you applied in Visio. You want your Visio shapes to inherit PowerPoint color schemes.

Link a drawing to a slide

When you link a Visio drawing to a PowerPoint slide, the presentation file includes only a representation of the drawing rather than all the drawing data. The representation is linked to the original Visio file. Changes you make to the original drawing are reflected in its representation. You can also open and edit the original in Visio by double-clicking its representation on the PowerPoint slide.

Visio diagram linked to a PowerPoint slide

Because a linked drawing doesn't add any actual data to the presentation, linking has little effect on the size of the presentation file. If you move the presentation to another computer or folder, however, you must also move the original drawing file or the link will be broken.

To link a Visio drawing to a PowerPoint slide

  1. In Visio, on the Edit menu, click Copy Drawing.
  2. In PowerPoint, display the slide where you want to link the drawing.

 Tip   Choose a Blank or Title-only layout for the slide from the Slide Layout task pane.

  1. On the Edit menu, click Paste Special.
  2. Click Paste Link, and then click OK.
  3. To change the size of the linked drawing on the slide, drag a corner handle.

To control how the drawing's representation is updated

  1. In PowerPoint, on the Edit menu, click Links.
  2. Do one of the following:
    • To update the representation each time you open the presentation file or any time the drawing changes while the presentation file is open, click Automatic.
    • To update the representation only when you click Update Link (you can find the Update Link command by right-clicking the representation), click Manual.

Embed a drawing on a slide

When you embed a Visio drawing on a PowerPoint slide, the embedded drawing becomes part of the PowerPoint presentation and loses any relationship to the original drawing. Changes you make to the drawing while in PowerPoint have no effect on the original.

Visio diagram embedded in a PowerPoint slide

Because all of the drawing data is embedded in the presentation, if you move the presentation file to another computer or folder, you don't have to worry about moving any additional files. The embedded data, however, increases the size of the presentation file.

To embed a Visio drawing in a PowerPoint slide

  1. In PowerPoint, display the slide where you want to embed the drawing.
  2. Choose a Blank or Title-only layout for the slide from the Slide Layout task pane.
  3. On the Insert menu, click Object.
  4. In the Insert Object dialog box, click Insert from file.
  5. Browse to the Visio file you want to embed and then click OK.
  6. To change the size of the embedded drawing on the slide, drag a corner handle.

To edit the embedded Visio drawing while in PowerPoint

  1. Double-click the drawing on the slide.

The drawing opens in a small drawing window and the Visio 2003 menus and toolbars temporarily replace most of PowerPoint's menus and toolbars.

  1. Edit the drawing.
  2. Click anywhere outside of the drawing window to return to PowerPoint.
 
 
Applies to:
Visio 2003