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MS Office Forum / General PowerPoint Questions / October 2007

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Embed Excel Spreadsheet in PowerPoint and Show Its Multiple Worksh

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bouvierjr - 01 Oct 2007 07:34 GMT
Issue: I'd like to embed an Excel spreadsheet within a PowerPoint
presentation, and show different areas of the spreadsheet in different
slides, without the whole spreadsheet being replicated for each view. I
cannot use object linking, only object embedding. Right now, PowerPoint will
embed the same file for each view, which is creating exponential file sizes.

Rationale: We often need to show multiple views of data sets that are
contained in the same Excel spreadsheet, either in different cell ranges or
in different worksheets. For instance, I might have a spreadsheet that
contains a tab (worksheet) for revenue, one for sales (and associated sales
people/revenue ratios) and one for manufacturing (and associated mfg/revenue
ratios).

If the spreadsheet is big, we'd like PowerPoint to include it only once as
an embedded object, but still allow multiple views into the embedded
spreadsheet. In the example above, I'd like to show the 3 worksheets in 3
different places of my PowerPoint document.

Linking to a spreadsheet based on a server is not practical for email based
exchange: often the server data is firewalled, or the person receiving the
presentation is offline when opening it, or...
PPTMagician - 01 Oct 2007 13:57 GMT
2 choices:
Embed the spreadsheet on a single slide, open the spreadsheet and show the
different worksheets from within excel
Copy and paste the sections of the spreadsheet to different slides as images.
Some links for you:
http://pptfaq.com/FAQ00593.htm
http://peltiertech.com/Excel/XL_PPT.html

Signature

Thanks,
Glenna Shaw
Microsoft PowerPoint MVP Team
http://www.pptmagic.com

> Issue: I'd like to embed an Excel spreadsheet within a PowerPoint
> presentation, and show different areas of the spreadsheet in different
[quoted text clipped - 17 lines]
> exchange: often the server data is firewalled, or the person receiving the
> presentation is offline when opening it, or...
Brian Reilly, MVP - 01 Oct 2007 15:12 GMT
In addition to Glenna's suggestions, here's how I would do this, a
trick learned from Rob Bovey, one of the best Excel MVP's.

Since copy and paste as XL object embeds then entire workbook you want
to copy the data to a new workbook, trim that to a single page and
copy and paste that into PPT. You end up embedding just that single
worksheet.

In your case, you seem to have very large worksheets and you only want
a small range of that worksheet each time. So open a new workbook,
trim it to one worksheet and copy and paste just the range you want,
e.g. Sales to that new workbook. Repeat for each section. You could
even use the same second intermediate workbook over and over after
deleting previous data.

You will end up with very small files.

Brian Reilly, MVP

>Issue: I'd like to embed an Excel spreadsheet within a PowerPoint
>presentation, and show different areas of the spreadsheet in different
[quoted text clipped - 17 lines]
>exchange: often the server data is firewalled, or the person receiving the
>presentation is offline when opening it, or...
 
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