Do you need to link Excel tables to your PowerPoint charts in your next report or do you need to update the links? Our short video tutorial will show you how to insert an Excel chart into PowerPoint in less than a minute. We will also show you how to automatically update chart values e.g. for quarterly figures. For example, with 50 charts in PowerPoint, manual updates can be very labor-intensive. Using our instructions, updating a PowerPoint Excel link automatically will no longer be a problem.
All quarterly figures that you have created in Excel can be inserted and automatically updated in PowerPoint. These dynamic reports save you time and thus money. You do not have to insert Excel values each time, and you avoid errors when manually editing PowerPoint charts.
For step-by-step instructions on how to connect an Excel spreadsheet to PowerPoint presentations, please refer to our article "Link PPT charts with Excel - How to keep your data up to date!".
These instructions for automatic chart link updating require the empower® charts add-in for PowerPoint. Has empower® charts already been installed in your company? Then please proceed as follows:
You have several options to update your charts with just one click or advanced settings.
When you click the "Refresh" button directly above the chart in the action bar, it will check if new data is available from your Excel source.
You can also configure empower® to completely avoid manual updates. Go to "User Settings" in the empower® charts menu (under "More" and then "User Settings"). There you can choose between 3 options under "Live Update Mode".
Often you have several charts in a PowerPoint presentation that show different information like quarterly reports or monthly overviews. Charts' cell values can change regularly . You can see an overview of all your Excel links in a presentation created with empower® in the "Excel Link Manager". As the name suggests, you can manage your Excel links there.
How to use the Excel Link Manager:
In the empower® charts menu on the right, click on "More" and then on "Excel Links". Now you have a list of all Excel links in your Presentation.
You can also see the source file for each link, where it is stored (e.g. drive C).
You can update specific slides/charts . Select a check mark to the left of a slide in the list, then click "Refresh" to update the new data only on the selected slide.
With the Excel Link Manager you can easily manage all updates if you want. You can also select all slides together or remove all links at once ("Break Link").
Updating can be set to "Auto Refresh on Open" or "Use Relative Path" for each linked slide. The same options are available as when initially inserting the Excel link.
If you want to edit an Excel link, click on "Data" and "Edit Link" in the action bar directly above the empower® chart. There you can select a new source file, change Excel values, or update settings.
If you only want to open the Excel source, click on "Data" and "Open link source" in the action bar to save time and avoid having to search for the file.
It may happen that an error occurs when updating the links because the Excel file has been renamed or moved to another location. Then the original file cannot be found and therefore cannot be updated.
You can bypass the update error message with the "Relative Path" option. If you look in your Excel link overview, you have the option to activate the "Relative Path". This way, empower® charts will search for the source relative to the file name and not to the storage location. If you move your Excel source to another folder, the linked chart can still be updated. Important: the Excel chart and the associated PowerPoint presentation must always be moved together.
You can remove a link and disconnect from the Excel source. Data that has already been inserted remains in the PowerPoint chart, butchart but is then static and no longer dynamic.
To disconnect from Excel, click on "Data" and "Break Link" in the action bar above the chart. You can do the same thing with the Excel Link Manager, as described above.
You can share Excel data outside your company/organization/department for collaborative processing. External persons usually do not have access to the source file that was stored locally. But if for example you store quarterly figures in an Excel file and reports in PowerPoint presentations securely in SharePoint or teams, empower® allows other employees or business partners to adjust the figures. The Excel link remains in place regardless of location and the new values can also automatically update in the PowerPoint charts.
How a site-independent PowerPoint Excel link works: