5 Ways to Import Excel Data into PowerPoint

MS Excel is the best application for organizing & calculating data. It is also the best choice for creating graphs of your data.

MS PowerPoint is the best application for communicating “the story” that you want your data to communicate.

Use  each application to do what it does best. And don’t waste time re-typing your Excel data into PowerPoint.

In this video lesson, I demonstrate 5 ways to import your Excel data into a PowerPoint presentation. 1) Paste it as Text only. 2) Paste it as a Picture. 3) Paste it as a Table. 4) Embed the entire Excel Workbook (OLE). 5) Paste Special to establish a “Link” to the Excel Source Data.

Here are the steps to follow in this video lesson:

  1. Select and copy the Excel Data to the clipboard.
  2. In PowerPoint select the slide for the data and choose “Paste.”
  3. Look at the bottom right corner of the “pasted data” and locate the “Paste Options” tag.
  4. Option #1 – Paste as Text Only. The data is pasted into a Text box that can me sized and moved.
  5. Option #2 – Paste a Picture of the Table – Can be sized and moved. The Picture Toolbar makes it easy to modify the background and borders of the table.
  6. Option #3 – Paste the data as a Table (Default option) – each entry fits into its own “cell” in the table. Easy to format the table to fit your needs.
  7. Option #4 – Paste the Entire Excel Workbook. This option actually “embeds” the Excel application – and increased the size of you file. You can double-click on the table and the MS Excel application is activated (OLE) so that you can e.g. modify functions and add fields. etc.
  8. Option #5 – This time you choose Edit – Paste Special – Link. Now, whenever you change the “source data” in Excel your PowerPoint slide will update to reflect the current information. Be careful to keep the Excel file in the same directory as your PowerPoint presentation file so that the “link” does not get lost when you move files to a USB drive or other location.

Find the PowerPoint Video Lesson that you want – Index to all PowerPoint Topics

News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

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Watch My PowerPoint Video Lessons on YouTube

I have uploaded many of my PowerPoint Training Videos to YouTube. Here is the link to my YouTube Channel:

YouTube Logo

YouTube Logo

http://www.youtube.com/user/DannyRocksPowerPoint

 

YouTube reaches a very broad audience. It offers a very different experience. YouTube makes it very easy to share the videos that you like with your friends and colleagues. Check it out for yourself!

I must admit that I was wary about uploading my training videos to YouTube. However, I have had a very positive response to my MS Excel Videos on YouTube. So I have created a separate PowerPoint Channel and have begun to upload content from this website to YouTube.

If you want to share any of my Excel or PowerPoint Videos, YouTube make it easy to do so. You can even choose to embed the videos on your own website – go right ahead! I have included my business card at the beginning and the end of each video so that viewers know how to reach me.

Let me know what you think about YouTube. How is it different from this blog? Have you ever shared a video that you found on YouTube with your friends. Have you ever embedded a YouTube video on your own website?

I invite you to add your comments below.

News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

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Calculate Data in Excel and Present it in PowerPoint

You can’t beat MS Excel when it comes to organizing, calculating & graphing data. However, when it comes to presenting data – especially to a large gathering of people –  then MS PowerPoint is the best choice.

The 50 Best Tips

The 50 Best Tips Series

However, too many people simply re-type their Excel data into PowerPoint. This wastes time and it is not the most effective way to present the data.

In this video lesson, I demonstrate five ways to Paste, Link, and Embed Excel data in PowerPoint:

Here are the steps to follow in this video lesson:

  1. In Excel, select and copy the data to the clipboard.
  2. In PowerPoint, select the slide to receive the data and Right Mouse Click to “Paste.”
  3. Look to the lower right-hand corner of the pasted data and click the Paste Options Menu.
  4. Paste Option – Keep Text Only. You can move and re-size the Text Box. You can edit and format any text entry.
  5. Paste Option – Picture of Table. You can move and re-size the picture. The Picture Toolbar is activated. This allows you to format the picture. You can not edit individual values – you only have a “picture” of your Excel data.
  6. Paste Option – Table. This is the Default option. Each entry is in it’s own cell. You can choose Rows and Columns to format, insert or delete.
  7. Paste Option – Excel Table (Entire Workbook) – With this option you actually “Embed” the Excel application. Double-click on the data to activate Excel. Make any changes you desire.
  8. Edit-Paste Special – Link. With this option you create a “live link” to the source data in Excel. Any changes to the Excel file are reflected on the PowerPoint slide. Be careful to keep the Excel file and the PowerPoint file in the same directory to prevent “losing the link.”

Find the Excel Video Lesson that you want – Index to all Excel Topics

News! My DVD, “The 50 Best Tips for Excel 2007” is now availabe to purchase. I invite you to visit my online bookstore for more details.

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Work in Outline View in PowerPoint

MS PowerPoint’s Normal View has two Tabs – Slide View and Outline View.  In this video lesson, I will share tips for getting the most out of Outline View.

For example:

  • Collapse or Expand the text for individual Slides or for all Slides in the presentation.
  • Create a “Summary Slide” containing the titles for each slide in your presentation.
  • Insert Hyperlinks to text on your “Summary Slide” to make it easy to navigate to an individual slide.

Here are the steps to follow in this video lesson:

  • In Normal View, choose the Outline Tab.
  • Be sure that the Outlining Toolbar is active. (View – Toolbars – Outlining) You can either “dock it” or make it a “floating toolbar.”
  • Experiment with Expand and Collapse – Individual slides (Double-click or Expand on the toolbar) or All slides in the presentation.
  • Create a Duplicate Slide – The keyboard shortcut is Ctrl+D or choose Insert-Duplicate Slide.
  • To create a “Summary Slide” first select the slide icons for the slides you want. Then click the Summary Slide Icon on the Outlining Toolbar.
  • Create a “Hyperlink” to quickly navigate to individual slides. First select the text on the “Summary Slide” and then use the keyboard shortcut – Ctrl+K and choose “Place in this Document” and choose the slide.
  • You must be in Slide Show View in order to test your Hyperlink.

Find the PowerPoint Video Lesson that you want – Index to all PowerPoint Topics

News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

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Don’t Retype! Import a MS Word Outline into PowerPoint

Today’s video tutorial is in response to a viewer’s request. She has a series of MS Word documents created as Outlines. Her new boss wants her to transfer the Outlines into MS PowerPoint. She really does not want to learn PowerPoint. And she definitely does not want to re-type her outlines.

Watch as I demonstrate three ways to import MS Word Outlines into MS PowerPoint.

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50 Best Tips DVD

Here are the steps to follow in this video tutorial:

  • To create a new PowerPoint Presentation. From within PowerPoint, choose File, Open. In the “Files of Type” drop-down menu choose “All Outlines.
  • Be sure that your MS Word document with the outline is closed before you select it!
  • The MS Word Outline is quickly transformed into a PowerPoint Presentation!
  • For the 2nd technique, we are working inside MS Word. We do not have to leave the program. Simply choose File, Send To – MS Office PowerPoint. PowerPoint opens and the Word document is now a PowerPoint Presentation!
  • Tips: While working in MS Word – strip away all manually applied formats (Fonts, Bullet Points, etc.) A keyboard shortcut: Ctrl+A to “Select All” (of the document) and then Ctrl+Spacebar to “strip away all formats.”
  • Only use Heading 1, Heading 2, Heading 3 formatting in the Word Outline. All Heading 1 text becomes a new PowerPoint Slide. Each Heading 2 text selection becomes a “Bullet Point” in PowerPoint.
  • For the 3rd technique: While working on a PowerPoint presentation, first highlight the slide that you want to MS Word outline to appear after. Choose Insert – Slides from Outline and select the MS Word Document (be sure that you have closed it first.)
  • Find the PowerPoint Video Lesson that you want – Index to all PowerPoint Topics

    News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

     

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    Tracking my WPM Count

    For my video blog entry yesterday – “Which Presentation Will You Deliver?” – I used a script. I am actually enjoying the discipline of writing and reading the script for these blog entries. My preferred style is to use an outline to guide me as I deliver my presentations. However, I find the “permanence” of an Internet blog demands a more disciplined approach.

    I am not a perfectionist. When recording my video blogs, I do a “straight take” – no pauses and no editing.  Of course, I abandon a recording that contains obvious “flubs” or false starts. But, I am content to publish a video blog entry that is less than perfect. I really don’t have the time to go back an re-record the occasional “vocal blemish.”

    How long?

    My biggest concern is the length of a video blog post. I do not want to condense my posts to fit some arbitrary time limit. My feeling is that if I have something to say, I should post what I want to say – adapting my delivery to fit the chosen media. If my message is compelling, a viewer will stay engaged. And, hopefully, return for more. If not … well, that is my problem. Only time, tracking and feedback from my viewers will help me to find the correct balance between content and time limit.

    Since I have been using a script for my recent videos, I have been able to track my Words-per-minute (WPM) count. For my “Which Presentation Will You Give” entry, the script contains 1,130 words. The video is 7 minutes and 17 seconds. This gives me a wpm count of @ 160. This is my normal speaking rate. This feels like a comfortable rate – to me. How does it feel it you?

    “Eye-Opening” Experience

    Recording my presentations has been “eye-opening” for me. Yes, I deliberately used the description “eye-opening.” I am paying more attention to the graphics and text that I choose for each slide in the PowerPoint presentation. I want to ensure that each slide serves a specific purpose.  Reinforcing my speech and not replacing it. Guiding my audience and not distracting them from my content.

    When I do a “live” presentation I never get to see how my slides interact with my speech. Recording  these short video blog posts allows me to see and analyze the presentation. Of course, there is a missing ingredient – the audience. You.

    So please give me your feedback. What do you think? Do I speak too fast or too slow for you to understand? Do I talk too much or for too long? Is the video blog format useful – for you? What topics would you like to see?

    You can email me – danny@thecompanyrocks.com – or add your comments below. I welcome your thoughts.

    News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

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    Which Presentation Will You Deliver?

    Dale Carnegie once wrote, “There are three speeches for the one you actually give. The one you practiced … The one you actually gave … and the one you wish you gave?”

    In this video lesson, Danny brings this principle to life. Follow these tips and you will consistently deliver “the presentation that you wish you gave!”

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    Did I get My WPM Count Just Right?

    As a follow-up to yesterday’s article, I produced a PowerPoint Presentation on the topic of “words-per-minute( WPM) when speaking. Watch – and Listen – this video recording. Am I speaking “too fast”- for you? “Too slow” – for you? Or, is my WPM count “Just right” – for you?

    Yesterday’s written article is 515 words in length. At a normal WPM count of 150, that would make it @ 3 minutes and 45 seconds long. That is a good length for broadcast via the Internet in my experience.

    As I was creating the PowerPoint slide presentation, I realized that I would have to add a few words to the narration. I wanted to ensure that it would make sense to viewers watching the presentation- even with the added visual aids and the graphics on the slides. And, of course, I did deviate from the script occasionally. As best I can determine, this presentation contains 600 words and the video lasts 5 minutes. So my WPM is 120.

    This is much slower than my normal speaking rate (close to 160 WPM.) I wasn’t trying to purposely slow down. After three practice runs, this is the pace that felt natural to me.

    What do you think? Is my WPM “Just right” – for you?

    Please share your comments with our readers and viewers below.

    News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

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    How Many Words per Minute (WPM) Do You Speak?

    Most people discover my website by putting these “keywords:” “How Many Words-per-Minute(WPM)?” into their search-engine.

    In preparing this article, I thought of the children’s bedtime story, “Goldilocks and the Three Bears.”

    • “Not too fast”
    • “Not too slow”
    • “Just Right”

    “Just the right speaking rate” – so that your audience understands your subject, your words, and your message.

    What is My Speaking Rate? / What is My WPM Count?

     This is faster than the normal range of 120 – 150 wpm. According to professional speech coach Joan Detz:

    “President John F. Kennedy was a notoriously fast talker – often topping 200 words per minute. You certainly don’t want to be that extreme. But, in general, talking a bit fast is better than talking too slow. Why? Speed projects charisma. Slowness projects lethargy and can frustrate listeners.”

    – “It’s Not What You Say, It’s How You Say It.”

    President Kennedy gave memorable speeches.  Nearly 50 years later, I am still moved whenever I hear a recording of his most famous speeches. JFK projected “vigor!” He also used short sentences. And he used powerful “action” words. He wrote and spoke using an “active voice.” He had a focused message. And, he certainly projected “charisma!”

    JFK’s WPM count was “Just Right.”

    So, it is not simply your word count  – the number of words-per-minute that you speak – that matters. Your topic matters. And so does your choice of words, and your manner of delivery. Take all factors together and you will determine what WPM count is “just right.”

    Just look to your audience. They will tell you:

    • Is your audience nodding in agreement? Paying attention? Maintaining eye contact with you as you speak? Your WPM is “Just Right.”
    • Is your audience falling asleep, yawning or looking at the clock? Your WPM is probably “too slow.”  And you and your subject may be boring – to them.
    • Is your audience straining to hear your words? Are they trying, too hard, to concentrate? Your WPM is probably “too fast.”

    In “Secrets of Successful Speakers,” best-selling author, Lilly Walters has this to say:

    “The listener thinks much faster than you talk. People generally speak at 150 words per minute, but think at 600 to 700. So your listeners are able to jump ahead and around the topic. They start adding in all kinds of factors from their own lives and experiences that have very little to do with what you’re talking about. It makes the pieces of information they are juggling in their brains monumental to consider!”

    One proven technique that memorable speakers employ is “The Power of the Pause.”

    “That impressive, eloquent, progressive silence which often achieves a desired effect where no combination of words howsoever felicitous could accomplish it.”

    – Mark Twain

    Recall the words that (fast-talking) President Kennedy delivered in his 1961 Inaugural Address:

    “Ask not what your country can do for you. (Pause, Pause) Ask (Pause, Pause) what you can do for your country.”

    As you play those words back in your mind you realize that that is an ideal example of “The Power of the Pause.”

    Choose your words carefully. Practice your delivery. Check-in with your audience. That is how many words-per-minute you should speak!

    Then, you will be “Just Right!”

    News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

    Related Video

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    Create Custom PowerPoint Shows

    I frequently have to create customized PowerPoint presentations, tailored to meet the needs of each audience. Sometimes, the customization means that I only have 1/2 of my normal time to present. Other customizations require that I not disclose certain financial information with a particular audience.

    I’m sure that you have had similar challenges. However, don’t go the “File, Save as…” route to create multiple copies of your Master Presentation. And… don’t risk showing “hidden” slides to the wrong audience!

    Rather, learn to create multiple Custom Shows within one PowerPoint file. With custom shows prepared, you will always be prepared when your organizer asks you to “cut 15 minutes” from your presentation at the last minute!

    Here are the steps to follow in this video lesson:

    1. Choose “Slide Show, Custom Shows, New.” Then type in a name for your custom show.
    2. Select the slides (and the order of your slides) for your custom show. You can also Remove slides from your custom show. Click OK and Close.
    3. When it is time to run your Custom Show, select “Slide Show, Custom Shows, (Highlight the custom show) and Show.”

    Find the PowerPoint Video Lesson that you want – Index to all PowerPoint Topics

    News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

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