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Interaction with Other Programs
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Exporting Excel Charts to PowerPoint
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If you re able to create and format Excel charts in PowerPoint as described in the last section, it s very simple and often more efficient to do all of the work in Excel directly and then transfer the chart to PowerPoint . You can do this using a simple copying process, though one that is subject to certain restrictions on the quality of the results it produces . Try this out for yourself using two different and differentiated examples . Note, however, that you must first open Excel and PowerPoint 2007 and activate the slide in which you want to insert a chart .
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Figure 12-15 The chart is edited in the usual way .
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1. Open the \Samples\0101_BasicSamples.xlsx file on the CD-ROM and activate the Chart 1 worksheet . 2. Select the chart it contains, and copy it to the clipboard . 3. Now switch to PowerPoint, and copy the chart from the clipboard (note that formatting in the source location that has the setting Automatic usually changes when copied to the target location) . As long as the chart is selected, you can use the now familiar Chart Tools in the Ribbon, with the three tabs Design, Layout, and Format . 4. Choose Chart Tools/Design/Edit Data . This brings you to the Excel data source, where you can press F9 in the example to generate new data, which is also immediately visible in the chart in PowerPoint . Unfortunately, you face the general restriction that a dynamic chart in Excel loses its dynamic features when copied to PowerPoint . This is because it s not possible to manipulate charts of any kind using controls in PowerPoint . The data content of the chart can only be changed in the data source, as least if programming isn t used .
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The next example involves a more complex source structure . 1. Open the \Samples\0907_Bloodpressure.xlsx file on the CD-ROM and activate the Focus 1 worksheet . 2. Select the chart it contains and copy it to the clipboard .
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Figure 12-16 Important additional elements are missing in the copy .
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3. Now switch to PowerPoint and copy the chart from the clipboard . You ll be disappointed by the result . Some elements from the source have disappeared . This isn t a big deal with respect to the scroll bar, which wouldn t work as you want it to in PowerPoint in any case . However, it s annoying that the two photos that function as legends on the right of the chart have been lost in transit . If you copy the table range in which the chart is located, rather than the chart itself, the missing elements appear in the target PowerPoint file but their positions change and they are useless because they have no functionality (scroll bar) or cannot be changed (changes to the photos in the source are not shown in the target) . Copying the chart by selecting Paste Special/Microsoft Office Excel Workbook Object with or without a link isn t a solution either because the bottom line is that the main problem already
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Interaction with Other Programs
described still remains; i .e ., the chart can t be controlled directly from PowerPoint . As a result, the Excel dynamism that is so effective and that can be achieved without any programming is sadly lost when you use PowerPoint . This rules out this type of collaboration between the two programs, at least when it comes to presentations (where you simply can t switch between various programs) . What a pity! The only option left is to transfer the chart as an image .
Exporting Excel Charts as Bitmap Files
I suggest transferring charts as bitmap files, and I ll explain this process as an example of one of the ways in which charts can be copied as images . 1. In Excel, copy the table range you want to transfer to PowerPoint . Important: Copy the table range containing the chart, not the chart itself . Otherwise, some details may be lost . You can choose the Crop option in the target file later to eliminate any unwanted borders . 2. In PowerPoint, choose Paste Special . 3. In the dialog box that appears, select the bitmap option, even though this has some minor disadvantages .
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