To show you it's linked what I'll do now is I'll use a shortcut by selecting the source file and click on the dropdown arrow of the reload values button and click open source. I'll complete the link by using the cell picker dialog and you can see the cell is linked and the new value is written to the PowerPoint shape. It opens the Excel file for me and what I'll do is add a number of tablets label cell and then enter a sample value of 86 in the cell beside it. While you can link to any Microsoft Excel file by clicking on the Browse button, I already have an Excel file linked as a source to this presentation so I'll just reuse this one and click open. Engage will then ask me to link a shape, so I'll select the shape and click on link selected shape. This is a really good example of something I might want to automate so what I'll do is click on the Engage ribbon, Automate and then Microsoft Excel and in this case click on the Create a link button. Then I'll add another text box and enter a sample of 30 tablets, however this is a number that might change on a weekly, monthly or quarterly basis. This works with any PowerPoint object so I'll start by adding a label text box with "Number of tablets" in it. Now I am going to show you how easy it is for you to automate your own presentations. Finally if you go to the data table this is where you see the predicted $30 M shortfall and then you can see this text box also updated. In less than two seconds it's updated the entire presentation and so again you'll see these donut charts have been updated the title has been updated as well Q4 for the date has been updated and on this slide all these PowerPoint shapes have been updated as well. I'll save the file and I'll go ahead and close this file and go back to PowerPoint and click on Automate, Microsoft Excel, choose the source file and I'll reload the values.
How do you populate apower point template from excel update#
If I go back to my Excel spreadsheet and this time I'll choose Q4 which will update the title, date and all other data elements. Even the title and the date have been changed as well.
The data in the table has been updated, now we have a $20 M surplus, the donut charts have been updated, we used to have 11k computers & 11k smartphones and so on now there are a lot of 2's because this is Q2. If I go back to my PowerPoint slide you'll see if I update this presentation by clicking Automate, Microsoft Excel, select the source file and click reload values the entire presentation has been updated. This causes the surplus value in the final sentence to change as well and get updated to projecting a $20 M surplus. The linked values are all formula driven, so choosing Q2 in the dropdown all of this data will now get pulled from the Q2 section of the worksheet. Based on the total projected surplus or short fall value in the table, we create a cell with a text string that will feed that text box in the presentation and as you can see I have written a simple formula that does the comparison for me automatically.
All of the cells highlighted in blue are the cells that are linked to the PowerPoint presentation and feed the various PowerPoint shapes, inforgraphics and tables. I have entered matching data for each quarter, so in Q4 there are a lot of 4's, Q3 there are a lot of 3's. Assuming this will be a quarterly presentation, I've got all my data set up with ranges for Q1, Q2, Q3 and finally Q4 data. Let me show you what the data looks like in Excel. So even with all of the data in this presentation, there is no need to manually update, this can all be automated via Engage. Based on the total value I have a text box which spells out whether we are predicting a $50 M surplus or shortfall or what not, but it's derived from the total. This slide contains a data table which has a column for the projected surplus / shortfalls for different projects and then I have a total row at the bottom. On this slide I have a few Engage donut chart infographics. This data might get updated on a weekly, monthly or quarterly basis. As an example, this slide shows how many computers, servers and smartphones that a typical IT group might support.
I've got an example of one such presentation and on my title slide I have the presentation name, I have the date of the presentation and then I have a number of other slides which are going to be updated and which are linked to a Microsoft Excel workbook. I'm going to show you how you can automate entire PowerPoint presentations using the data in any Microsoft Excel workbook.