Microsoft Office Tutorials and References
In Depth Information
Chapter 13: Incorporating Content from Other Programs
The simplest way to import content into PowerPoint is to use the Copy and Paste com-
mands. For text-type data from most applications, this results in the incoming data
integrating itself with PowerPoint without retaining any connection to the source. For
example, you can select some cells from an Excel worksheet and then click Copy on the
Home tab to copy them to the Clipboard. Then in PowerPoint, you can paste them by click-
ing Paste and the Excel cells become a PowerPoint table. You can also do the same thing by
dragging and dropping from one application to the other.
Not all data types exhibit the behavior described here. With some source data types, especially types that are more
graphical than text based, copying and pasting results in an embedded object that will open its native application for
editing. For example, when you copy and paste a chart from Excel, it is by default linked.
Another choice is to embed the data. You can do this for existing or new data. Embedding
it maintains the relationship between the data and its native application, so that you can
double-click it to edit it with that native application later. To embed existing data, you
copy the data to the Clipboard, use the Paste button’s menu to select Paste Special, and
then choose the appropriate data type from the list. For example, suppose you want to be
able to edit the pasted cells in Excel later. You can use Paste Special and choose Microsoft
Excel Worksheet Object as the type. (More on this shortly.)
To embed new data, you use the Object button on the Insert tab and then choose to create a
new embedded object of the desired type. (More on this shortly, too.) For example, suppose
you have a favorite program for creating organization charts. You can start a new embed-
ded organization chart on a PowerPoint slide instead of using PowerPoint’s own SmartArt
hierarchy chart. That organization chart is then stored only within your PowerPoint fi le,
not separately.
Yet another choice is to link the data from its original source fi le. When you do this,
PowerPoint maintains information about the name and location of the original, and each
time you open the presentation fi le it rechecks the original data fi le to see if any changes
have been made to it. If so, PowerPoint updates its copy of the object to the latest version.
For example, suppose you want to include data from an Excel workbook that a coworker is
creating. Your coworker warns you that the data is not fi nal yet, but you want to create
the presentation anyway. By creating a link to the data, rather than pasting a static copy
of it, you ensure that you will always have the latest data no matter how many times your
coworker changes it.
You can create a link to an entire fi le or to a specifi c part of a fi le. For example, you can
link to the entire Excel workbook or just to a certain range of cells on a certain sheet. The
procedures are different — for the entire fi le you use Object (Insert tab), but for a portion
of the fi le you use Paste Special (Home tab). Both methods create a link to the entire Excel
workbook, but Object automatically displays the entire fi rst sheet of the workbook in your
PowerPoint fi le, whereas Paste Special displays only the cells that you’ve selected.
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