Indezine Logo

  This is the print version of this page. All content is copyright Indezine.com 2000-2021.



Creating Charts Using Excel Data in PowerPoint 2013 for Windows

Learn how to use existing Excel data to create charts in PowerPoint 2013 for Windows. This process can save you time spent on needlessly duplicating data sources.


Author:

Product/Version: PowerPoint 2013 for Windows

OS: Microsoft Windows 7 and higher



Learn PowerPoint

Prezi Notes for PowerPoint Users 01: change fonts in Prezi presentations.



Most users start from scratch when inserting charts in PowerPoint slides. This process brings up an instance of Excel, and indeed you can type in your own data to replace Excel's dummy data. However, what if you have existing data within an Excel sheet? Why can't you use that data to create your PowerPoint chart? Why does PowerPoint not provide an easy option to use your existing Excel sheets? Where does the sheet with all your chart data reside? And can't you bring in your own data to that sheet in a way that does not make you type everything all over again? That's a bunch of very genuine questions! This article will attempt to provide you with some answers.

Solving the Missing Excel Sheet Mystery

The Excel sheet that contains the dummy data has no real name or location. Even though it's an Excel file, it lives as part of the PowerPoint presentation that includes a chart. So don't try looking for that Excel sheet on your computer's folders. It just doesn't exist there!

First of all, a default chart inserted in PowerPoint 2013 for Windows may look similar to the one you see in Figure 1, below.

A new chart inserted in PowerPoint
Figure 1: A new chart inserted in PowerPoint

All data that works behind the scenes for any chart in PowerPoint 2013 is essentially stored in an Excel sheet, as shown in Figure 2, below. You see this Excel sheet the first time you insert a chart.

Dummy chart data within an instance of the Excel sheet
Figure 2: Dummy chart data within an instance of the Excel sheet

Bring up the Excel Datasheet

Want to bring up this Excel sheet that contains data after your chart has already been created? Explore our Edit Chart Data in PowerPoint 2013 for Windows tutorial.

You can change dummy data to your own values manually. Even better, you can bring in data that's already on an existing Excel sheet using this step-by-step process in PowerPoint 2013 for Windows:

  1. Insert a new chart on your slide as shown in Figure 1, previously on this page. Thereafter, make sure that the instance of Excel sheet containing the chart's dummy data is visible, as shown in Figure 2, previously on this page.
  2. Now, open the Excel sheet containing data, as shown in Figure 3, below. Note that this is a separate Excel sheet that already existed outside of PowerPoint.
  3. Data to be used for chart
    Figure 3: Data to be used for chart
  4. As you can see in this case (compare Figures 2 and 3), the dummy data and the actual data are a bit different. It does not matter if the values were different. What matters is that:
    1. Our data contains four series, and the dummy data has only three series.
    2. Our data contains five categories, and the dummy data has only four categories.
  5. The above instances are just examples. We wanted a scenario where the dummy data and the actual data may have a different number of series and categories.
  6. Before we can paste in the content from our Excel sheet to the one that includes the dummy data, we need to add one extra series and also an extra category within our dummy data.
  7. Add new categories or series, as explained in our Adding and Deleting Chart Series and Categories in PowerPoint 2013 for Windows tutorial. We added one extra row and one extra column, as shown in Figure 4.
  8. Chart Categories and Series added
    Figure 4: Chart categories and series added
  9. Conversely, if your Excel data includes fewer series or categories, you will need to delete that many rows/columns from the dummy data. This is again explained in our Adding and Deleting Chart Series and Categories in PowerPoint 2013 tutorial.
  10. Once your actual data and dummy data have the same number of rows and columns, copy the actual data from your Excel sheet and paste to overwrite the dummy data, as shown within the results in Figure 5, below.
  11. Dummy data overwritten with actual data
    Figure 5: Dummy data overwritten with actual data
  12. The Unnecessary Cell

    Do you see that extra column heading named Column1, shown as highlighted in red within Figure 5? This cell does not show up on the chart. If you don't want to see this text, feel free to delete it within your Excel sheet.

  13. Now, explore your PowerPoint slide. You will see the chart on your slide reflecting the actual data. Figure 6 shows our sample chart after we copied and pasted the actual data over the dummy data (compare Figures 1 and 6).
  14. Chart reflecting the new data
    Figure 6: Chart reflecting the new data
  15. Save your presentation often.

See Also:

Chart Data: Creating Charts Using Excel Data (Glossary Page)

Creating Charts Using Excel Data in PowerPoint 2011 for Mac

You May Also Like: Presented: Conversation with Philippa Leguen de Lacroix | Biofuels PowerPoint Templates


Popular Posts

PowerPoint Tutorials, Articles and Reviews
Tutorials, reviews, articles and templates for Microsoft PowerPoint and other presentation software.

PowerPoint Templates
Find over 6000 PowerPoint templates in thousands of categories and all colors—from a trusted PowerPoint template resource for 20 years.

Create Animated GIFs from PowerPoint Slides
Explore ways to create animated GIFs from PowerPoint slides.

PowerPoint Tutorials
These PowerPoint tutorials have many screen shots that show you exactly what you see in your computer!



Pictures in Presentations

Is a picture is worth a thousand words? You probably have heard this adage so often that we decided not to repeat this phrase throughout this book! Now here’s some more info: the human brain uses a larger part of its area to store visual information rather than textual content. And that’s possibly because a picture describes so much more than text.

Go and get a copy of our Pictures in Presentations ebook.

This is the original page. An AMP (Accelerated Mobile Page) version of this page is also available for those on mobile platforms, at Creating Charts Using Excel Data in PowerPoint 2013 for Windows.


Microsoft and the Office logo are trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries.

Home | PowerPoint | Photoshop | PowerPoint Templates | PowerPoint Tutorials | Blog | Notes | Ezine | Advertise | Feedback | Site Map | About Us | Contact Us

Link to Us | Privacy | Testimonials

PowerPoint Backgrounds | Christian PowerPoint Backgrounds | Business PowerPoint Presentation Templates

Plagiarism will be detected by Copyscape

©2000-2021, Geetesh Bajaj. All rights reserved.