You can insert a live Excel spreadsheet onto a slide so that you can use Excel while in Slide Show view.
There are other ways to get Excel data onto a slide, so why would you want an active Excel spreadsheet? Let’s say that you’re presenting some results of your financial analysis and your boss asks, “How did you get those results? Show me the spreadsheet.” You could switch to Excel, but it might be more slick to have it available in your PowerPoint presentation.
Slick? What does that mean? It just means that the process is less disruptive and more continuous, so it looks more professional. Try out this unusual technique and see if you like it.
Here are the steps:
- Choose Insert (tab)> Object> From File. In the Insert Object dialog box, choose the Create from File option.
- Click Browse, navigate to the Excel file, and double-click it. Click OK. You now see the spreadsheet on your slide. You may see all of it or part of it, but when you show it in Slide Show view, you’ll be able to pan and zoom to display what you want.
- In PowerPoint 2003, choose Slide Show> Custom Animation. In 2007 and 2010, go to the Animations tab. In 2007, click Custom Animation.
- With the spreadsheet selected, choose Add Effect in 2003 and 2007. Choose Add Animation in 2010. From the categories choose Object Actions or OLE Action Verbs. Then choose Edit or Open; it doesn’t seem to make any difference. Leave the default On Click setting, so that the animation happens when you click.
- When you go into slide show view, you’ll see the same thing you saw when you inserted the spreadsheet. Now click and the Excel spreadsheet will open. Depending on your version, the spreadsheet may be in front of your slide or you may simply switch to Excel. In either case, you can now do anything that you can do in Excel, including edit the data and use Excel’s tools.
What you’re seeing is a temporary view of your spreadsheet inside PowerPoint. See the highlighted text: “Worksheet in PowerPoint Slide Show.”
To go back to your slide show, just close the spreadsheet, using the X button.
Thanks to Echo Swinford for her expertise.