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Date: 01/09/2015
Integration of Waterfall chart with MS PowerPoint

The main advantage of the Microsoft Office package is integration and the ability to easily link files created in different applications of this package. It allows further significantly reduce the time to update the files when the source data changes.

If you already created waterfall chart with help Waterfall Chart Studio in Excel, then you should link the chart with PowerPoint presentation. There are two ways to do this: insert into a slide linked object created from a file; or insert linked chart.

Both methods allow you to update the chart in the presentation, but each of them has its own features.

First way fully conveys the changes that made in the Excel workbook to the presentation, but does not allow changing the formatting of the chart directly in the presentation.

Second one conveys the only changes of values, but in this case you have ability to change the formatting of the chart in the presentation directly, and you don't have to open the linked workbook.

Depending on how you prefer to edit chats, you can choose the method that best suits for you.However, since the Waterfall Chart Studio add-in automatically formats the series and the signature data, the more preferable to use the first method.

So, let's proceed to setting up linked files.

First way

To insert linked Excel sheet as an object, you should do such actions:

  1. Using the Waterfall Chart Studio add-in, prepare Excel file that contains the chart.
  2. Right-click the chart and click Move Chart…>New Sheet>OK
  3. Activate the sheet that now contains the chart and save the file. Attention! It is important, you have to do exactly so, otherwise another part of the file will be displayed in your presentation, but not the chart you want.
  4. Prepare a draft of presentation in PowerPoint.
  5. Click Insert>Object on the ribbon in PowerPoint and then Create from file>Browse…
  6. In the Explorer window, select your Excel file, tick the Link and click ОК

Now you can use the inserted chart as picture; but when you change the Excel file, you can click Update Link in shortcut menu the chart will be updated according the file.

Second way

You can insert the linked chart as follows:

  1. Using the Waterfall Chart Studio add-in, prepare Excel file that contains all charts that you intend to use in the PowerPoint presentation.
  2. Prepare a draft of presentation in PowerPoint.
  3. 3.Copy the charts from the file into the presentation. To make the charts created in Excel further updated in PowerPoint, you should insert them into PowerPoint as a chart object Microsoft Excel.To do this copy the chart from Excel and then go to PowerPoint. Activate the slide that you want to paste the chart and click Paste options in the Clipboard group in the Home tab of the ribbon. Then click Paste Special…>Paste Link>Microsoft Excel Chart Object>OK. The linked chart is done.

To update the links, you should click Edit Links to Files in the File tab, then select needed link and click Update now.

Preparation before sharing the finished presentation

Before sharing the finished presentation, strongly recommended to break links between the presentation and the Excel file. It is allow reducing the size of the presentation and preventing accidental updates. To this end, click Edit Links to Files in the File tab in PowerPoint. In the window that opens, select all and click Break Link. After you broke the link, save the finished presentation under a different name that would not spoil the created linked files.

Conclusion

Having done this work just once, you will significantly save your time when you will update the presentation. As to update the charts in the presentation, it will be enough to update the Excel file and the link between the file and PowerPoint presentation (clickEdit Links to Files in the File tab in PowerPoint, in the window that opens, select all and click Update now).

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