3 ways to share your Excel data in a report or presentation

 

by Kara Hiltz

Application:

Microsoft Excel 2007/2010/2013/2016

Operating System:

Microsoft Windows

Excel can help you work with numerical data, but sometimes you’ll need to supplement those charts and data tables with a written report or presentation. Knowing a few tricks for using your Excel data in other applications, such as Microsoft Word or Microsoft PowerPoint, will save you headaches later.

To export our Excel data with ease, we’ll:

  • Save Excel data as a picture that we can then place into Word or PowerPoint.
  • Link our Excel data to the pasted data in another program so it updates automatically when we make changes.
  • Skip the visual data and include a text hyperlink to your Excel workbook in the report or presentation.

Sometimes raw data just isn’t enough to get your point across. But when you add the visual aids you’ve created in Excel to a written report or a presentation, you get the best of both worlds—numerical data and supporting text.

In this article, we’ll describe three different methods for sharing Excel data withanother program, such as Microsoft Word or Microsoft PowerPoint. Depending on the role you want your Excel data to play in the report or presentation, one of these methods should do the trick for including important Excel data alongside written text, as shown in Figure A.

A:

ime18002A

Our Excel chart enhances this Word report, but getting Excel data to play nice with other programs isn’t always easy.

Method 1: Turn data into a picture

The first method of sharing Excel data is to simply copy the data as a picture that you can then paste into either Word or PowerPoint (or another program). The catch with this method is that you’re literally taking a snapshot of your Excel data. If you update the data later, you won’t see the updates in the picture you’ve pasted into a report or presentation.

Tip:If you’re sharing Excel data with another Office application, such as Word or PowerPoint, you can make the Excel data look similar to the Word or PowerPoint format simply by applying the same theme that’s used in the program to which you’re pasting your data. Microsoft Office offers identical themes in all applications so that you can get a seamless look even when you share information between applications.

To save data as a picture:

  1. Select the Excel chart or cell range that you want to save as a picture to paste in another program. We selected our PivotChart.
  2. Go to the Home tab’s Clipboard area and click on the Copy button’s dropdown arrow to open a list of options.
  3. Select Copy As Picture from the dropdown list, as shown in Figure B.

     

  4. In the Copy Picture window that displays, select to copy the picture as it appears on-screen or as it will appear when it prints, as shown in Figure C.
  5. Select either the Picture or the Bitmap option button in the Copy Picture window. In most cases, Picture is the best option.
  6. Click OK. It may seem like nothing has happened, but Excel has copied your selected data or chart to the Clipboard.
  7. Switch to the application in which you want to paste your Excel data and press [Ctrl]V to paste the picture.

B:

ime18002B

The Copy option on the Home tab is actually a dropdown list that includes the option to copy data to your Clipboard as a picture.

C:

ime18002C

Most of the time, you’ll want to copy Excel data as it appears on-screen.

Method 2: Link data to update automatically

Pasting Excel data as a picture can make it easy to share with many different applications—any application that works with picture files. But it has its limitations. You can’t make changes to that picture of your data. If you need to share Excel data with another application, but you want to ensure that any data changes you make appear in both the original and shared locations, you’ll need to paste your Excel data as a link.

To paste Excel data as a link:

  1. Select the chart or cell range you want to include in the copied[...]
 
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