presentation charts in excel

Then, under "Border Color," choose "Solid Fill." Under "Fill Color," choose the same  color as the line in the chart. Change your transparency to the same transparency as the border color's transparency.

Want more Excel tips? Check out these resources for learning Excel online.

Editor's note: This post was originally published in 2014, and has since been updated for accuracy and comprehensiveness.

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Tips for turning your Excel data into PowerPoint charts

• Courtney Owen
• Small business

As a presenter, you probably use charts (also called graphs) in your presentations. Charts  display data in a visual format that audiences can easily grasp – if you design the chart and slide clearly and crisply.

A crisp chart has nothing to do with your toaster’s setting. Instead, it’s a chart that shows only the data necessary to make the desired point clear – no less, no more. Too much data (sometimes called “data dump”) will overwhelm your audience, blunting your message.

Limit the Data

Instead of creating a chart from data in an entire Excel spreadsheet, first edit your spreadsheet. One way to do this is to copy and paste data onto a separate Excel workbook tab. Then look at what you can eliminate. When you have only the data you need, you’re ready to create the chart in PowerPoint.

Tip: If your data just has to be huge, see if you can divide the data into two sets. For example, you could cover two related sets in one table and two other related sets in another. These two tables, or sets of data, would end up being two easily digestible slides, instead of one overloaded slide.

Creating the chart

There are several ways to generate a chart in PowerPoint from Excel data, but here we’ll talk about one way. Let’s assume that you’ve already edited an Excel spreadsheet so that it contains only the data that will support your message.  

Here are the basic steps to create the chart in PowerPoint from a data set:

2. The Insert Chart dialog opens. Choose the type of chart you want. For this example, I’ll choose the default 2D column chart. Click OK .

Note: Some types of charts are appropriate for specific types of data; your chart type should match your data. For example, if you have one row of data showing percentages that make up a whole, a pie chart would work better than a column chart.

4. Go back to the temporary spreadsheet, click in cell A1, and paste.

5. If your data is smaller than the dummy data, you’ll need to drag the lower right corner of the blue border inward; in the figure, a red arrow points to this corner.

6. Go back to your PowerPoint slide to see the chart

Formatting charts for clarity

You’re not finished yet! PowerPoint’s default charts are overly busy and are rarely formatted in a way that’s easy to understand. Also, PowerPoint has many useful features that you can take advantage of to help you communicate your points clearly. 

I can give you some best practices for clear charts, but in the end, you have to decide what is best for your message, your data, and your audience. Here are some ideas that should help you get the results you want.

Use 2D charts

3D charts are notoriously hard to understand. Which is the true value, the front or the back of the column? People aren’t sure. The “walls” and “floor” of the chart make it seem overly complex. Finally, the 3D perspective makes quickly judging values harder. Just switching to a 2D chart instantly makes the chart look easier to understand. 

Luckily, PowerPoint 2007 and 2010 default to the 2D style, but PowerPoint 2003 had a 3D default and many charts out there still use that style. To change to a 2D chart, select the chart. On the Chart Tools Design tab, choose Change Chart Type.

Consider changing the chart type

As I mentioned, you should choose your chart type based on your data and the point you are trying to make. Column charts are the most common, but that may be because they are the default. When you’re trying to show trends, a line chart can make the point clearer. 

Many people don’t like line charts because the lines are too thin to show up clearly, but you can easily make them thicker. First, try one of the chart styles from the Style gallery; the options near the bottom use thicker lines.   

If the lines still aren’t thick enough for your taste, follow these steps to make them as thick as you want:

2. Click the Chart Tools Format tab.

3. In the Shape Styles group, click the Shape Outline button, then choose Weight, More Lines to open the Format Data Series dialog box with the Line Style category active.

4. In the Width text box, type a larger width or use the Up arrow to increase the width.

5. With the dialog box still open, select each remaining line, click the Line Style category, and choose a new width. You can even vary the widths to emphasize one data series over others.

Widen the bars

If you choose a column or bar chart type, widening the bars can make the chart clearer. The steps to widen the bars are not intuitive, so many people miss them. Here they are:

1. Right-click any column or bar and choose Format Data Series. The Format Data Series dialog box opens. ( Tip: Drag the dialog box off the chart, so you can see the result as you do the next step.)

2. With the Series Options category selected, drag the Gap Width slider to the left, toward the No Gap label. All of the columns or bars widen.

3. Click Close to close the dialog box.  

Remove the gridlines and use data labels if necessary

The purpose of gridlines is to help your audience figure out the exact value of the data points. Is that sales number $3.5 million or $3.4 million? But when you display a presentation on a screen, your audience can’t easily follow the gridlines. Moreover, the gridlines are a distraction from the chart itself.

In some situations, you need to convey exact numbers. In others, an approximation is fine because no one cares. So you should base your choice of whether to use gridlines on both the goal of your presentation and your audience’s needs.

One way to get rid of the gridlines and still provide exact data is to use data labels. In fact, data labels will show your audience the numbers much more clearly. The only trick is to make sure that you don’t have too many numbers on the screen.  

Here you see the evolution of a chart from grid lines to data labels. Follow these steps:

1. Click the grid lines, but not the top or bottom ones (because you’ll select the plot area instead of the grid lines).

2. Press the Delete key on your keyboard to delete the grid lines.

3. With the chart selected, click the Chart Tools Layout tab, choose Data Labels, and then Outside End.

4. If the data labels are too long and overlap, try a bar chart. On the Chart Tools Design tab, click Change Chart Type, choose one of the bar charts, and click OK.  

What other options are useful?

PowerPoint has so many options for formatting charts, so I’ll just make a few comments.

Tick marks are small lines along the axes and they are usually unnecessary. They aren’t very noticeable, but getting rid of them will make your chart look cleaner. The red arrows in the figure point to the tick marks. Here’s how to remove them: 

2. Right-click the axis and choose Format Axis.

3. In the Format Axis dialog box’s Axis Options category, from the Major Tick Mark Type drop-down list, choose None.

4. Select the next axis and repeat the previous step.

5. When you’re done, click Close.

Some charts have a chart title , but in most cases, I recommend using the slide’s title instead. To delete an existing chart title, just select it and press the Delete key.

Sometimes the legend is in the way of expanding the chart itself. You can select it and drag it to a better location. Then, to expand the rest of the chart, click the Plot Area (try clicking inside the main area of the chart) and drag its handles outward.

1. Click an axis to select it. The easiest way to make sure you select the axis is to click its labels. 

3. In the Format Axis dialog box’s Axis Options category, from the Display Units drop-down list, choose the units you want. In the example, you would choose millions.

4. If you want to show the display units, check the Show Display Units Label on Chart checkbox.

5. If you want to show decimal values on the Y axis, click the Number category in the dialog box. From the Category list on the right, choose one of the options, such as Number, to set the decimal places and other number formatting.

6. Click Close to close the dialog box.

Calling out important points

No matter how simple you make your chart, it can seem overwhelming to your audience. You are familiar with the data, but the people watching aren’t. Also, you may need to point to specific sections of the chart as you discuss them. Walking up to the screen and pointing is usually awkward and ineffective, so you can use shapes and animation instead.

An arrow and a circle are two ways to point out sections of a chart, as you see here. I usually make them bright red, so that they stand out from the rest of the chart.   

Here are the steps to insert a circle or arrow:

1. Make sure the chart is not selected. Then go to the Home tab and choose the arrow or circle from the Drawing group.

2. Click and drag to place the shape.

3. Format the circle so that it has no fill. To do so, select it, click the Format tab, click Shape Fill, and choose No Fill. To make it red, click Shape Outline and choose the red color swatch.

4. To format the arrow with a red fill, click the Format tab, click Shape Fill, and choose the red color swatch.

You may not want the audience to see the arrow or circle until you get to a specific part of your discussion, so you can add animation to make them appear when you click.  

 To add animation to the arrow in PowerPoint 2010, follow these steps:

1. Select the arrow.

2. Click the Animations tab.

3. Click Add Animation and choose Wipe from the Entrance section. (You can choose another entrance animation, but Wipe looks good with arrows.) If you don’t see the Wipe animation, choose More Entrance Effects from the bottom of the list to find it.

4. Click Effect Options and choose a direction. For a left-facing arrow, choose from Right. For a down-facing arrow, choose from Top. 

To add animation to the circle in PowerPoint 2010, follow the same steps, except that I recommend the Wheel animation. Then choose 1 Spoke from the Effect Options list. This animation looks like you’re encircling the area within the circle.

Do a clarity test

When your chart is done, ask a friend or colleague to look at it. Ask what the chart means. If you get a correct answer, you’ve succeeded! 

–Ellen Finkelstein 

Ellen Finkelstein trains presenters to present more clearly and powerfully. For free tips and a free report, “From Death by PowerPoint to Life by PowerPoint,” go to www.ellenfinkelstein.com .

Excel Tutorial: How To Make Graphical Presentation In Excel

Introduction.

When it comes to analyzing and presenting data, graphical presentations in Excel can be a game-changer. These visual representations of data not only make it easier to understand complex information but also help in making informed decisions. In this tutorial, we will take you through the process of creating graphical presentations in Excel and explore the benefits of incorporating visuals into your data analysis.

Key Takeaways

• Graphical presentations in Excel are crucial for understanding complex data and making informed decisions.
• Understanding the basics of creating graphical presentations is essential, including the different types of graphs and charts available in Excel.
• Selecting the appropriate data and organizing it effectively is key to creating effective graphical presentations.
• Utilizing Excel's advanced features and customization options can elevate the visual appeal and insights provided by graphical presentations.
• Adding finishing touches such as visual elements and annotations can enhance the overall look and clarity of graphical presentations.

Understanding the basics of creating graphical presentations in Excel

Graphical presentations are an essential tool for visualizing data and conveying information in a clear and concise manner. In Microsoft Excel, creating graphical presentations is a straightforward process that can greatly enhance the impact of your data. In this tutorial, we will explore the basics of creating graphical presentations in Excel.

Excel offers a wide range of graph and chart types, each suited for different data sets and presentation purposes. Some of the most commonly used graph and chart types in Excel include:

• Column and Bar Charts: These charts are used to compare values across different categories.
• Line Charts: Line charts are useful for showing trends and changes over time.
• Pie Charts: Pie charts are ideal for displaying the proportion of different categories in a data set.
• Scatter Plots: Scatter plots are used to show the relationship between two variables.

When creating a graphical presentation in Excel, it's important to include key components that help convey the information effectively.

The title of the graph or chart should clearly indicate the subject of the presentation.

Axis Labels

Axis labels are essential for providing context to the data being presented. The x-axis and y-axis should be clearly labeled to indicate what each represents.

The data being used for the graphical presentation should be clearly defined and organized to ensure accuracy and relevance.

By understanding the different types of graphs and charts available in Excel and the key components of a graphical presentation, you can effectively create visual representations of your data that are both impactful and easy to understand.

Selecting the appropriate data for your graphical presentation

When creating graphical presentations in Excel, it is essential to carefully choose the data that best suits the intended visualization. Here are some key points to consider:

• Look for trends or patterns: Data that shows clear trends or patterns are ideal for graphical representation. This can include sales figures over time, survey responses, or market trends.
• Comparing data: Data that needs to be compared across different categories or variables, such as product sales by region or customer demographics, can be effectively presented graphically.
• Highlighting relationships: If you want to showcase the relationship between different sets of data, such as correlation between variables or cause-and-effect relationships, graphical representation can be very effective.
• Clean and structured data: Ensure that your data is clean and well-structured before importing it into Excel. This includes removing any unnecessary columns or rows, and organizing the data in a logical manner.
• Use proper labels and headers: Clearly label your data and use headers to identify different categories or variables. This will make it easier to interpret and visualize the data in Excel.
• Convert text to numerical values: If your data includes text that needs to be represented graphically, such as categories or labels, consider converting them to numerical values or using a numerical equivalent for easier graphing in Excel.
• Remove outliers or irrelevant data: If there are outliers or irrelevant data points that could skew the visualization, consider removing them or addressing them separately to ensure the accuracy of the graphical presentation.

Step-by-step guide to creating graphical presentations in Excel

Excel is a versatile tool not only for data analysis and calculations but also for creating visually appealing graphical presentations. In this tutorial, we will walk you through the process of creating simple bar or pie charts using Excel's chart tools and then show you how to utilize Excel's graph customization features to enhance the visual appeal of your presentation.

A. Creating a simple bar or pie chart using Excel's chart tools

Excel's chart tools make it easy to create visually stunning bar or pie charts to represent your data. Follow these simple steps:

• Select your data: Start by selecting the data that you want to include in your chart. This will typically be a range of cells containing your data.
• Insert a chart: Once you have selected your data, go to the "Insert" tab and select the type of chart you want to create, such as a bar chart or a pie chart.
• Customize your chart: Excel will automatically generate a basic chart based on your selected data. You can then customize the chart by adding titles, labels, and modifying the colors and styles to suit your presentation.
• Finalize your chart: Once you are happy with the appearance of your chart, you can further customize it by adding data labels, adjusting the axis scales, or adding a trendline.

B. Utilizing Excel's graph customization features to enhance the visual appeal of your presentation

Excel offers a range of graph customization features that allow you to enhance the visual appeal of your presentation. Here's how to make the most of these features:

• Modify chart elements: Excel allows you to modify various elements of your chart, such as the axis titles, data labels, and gridlines. You can also add or remove chart elements to make your chart more visually appealing.
• Change chart styles: Excel provides a range of pre-set chart styles that you can apply to your chart to change its appearance. You can also manually adjust the colors, fonts, and effects to create a custom look for your chart.
• Add visual effects: Excel allows you to add visual effects to your chart, such as shadows and glows, to make it stand out. You can also adjust the transparency of chart elements to create a more subtle and polished look.
• Format data series: Excel enables you to format individual data series within your chart, allowing you to highlight specific data points or make certain elements stand out.

Adding the finishing touches to your graphical presentation

Once you have created your graphical presentation in Excel, it's time to add the finishing touches to make it visually appealing and easy to understand for your audience.

Visual elements play a crucial role in making your graphical presentation stand out. Here are a few tips on how to use colors and fonts effectively:

• Use a cohesive color scheme: Select a color palette that complements your data and helps in conveying your message effectively. Avoid using too many colors that can make the presentation look cluttered.
• Choose readable fonts: Use clear and legible fonts for your titles, labels, and annotations. Make sure the font size is appropriate for the audience to read comfortably.
• Emphasize important data points: Use different colors or fonts to highlight important data points or trends in your presentation.

Titles, legends, and annotations help provide context and clarity to your graphical presentation. Here's how to effectively incorporate these elements:

• Include a descriptive title: A clear and concise title helps the audience understand the purpose of the graphical presentation. It should convey the main message or insight from the data.
• Utilize legends for clarity: If your graphical presentation includes multiple data series or categories, use a legend to provide clarity on what each element represents.
• Add annotations for additional information: Annotations can help provide additional context or explanations for specific data points. They can be used to highlight outliers, trends, or any other important details in the visualization.

Utilizing trendlines, sparklines, and other advanced chart elements to provide deeper insights

When creating graphical presentations in Excel, it's important to go beyond basic charts and graphs to provide deeper insights. Utilizing advanced features such as trendlines and sparklines can help you achieve this.

• Adding trendlines to your charts can help you identify and visualize patterns and trends in your data. This can be especially useful for predicting future values based on historical data.
• Customizing trendlines allows you to further refine your graphical presentation, adjusting the type of trendline (e.g., linear, exponential, polynomial) to best fit your data.
• Interpreting trendlines is essential for understanding the implications of the data. You can use the equation of the trendline to make predictions or analyze the relationship between variables.
• Integrating sparklines into your data tables or dashboards can provide a quick and concise visualization of trends and variations, without taking up too much space.
• Customizing sparklines allows you to adjust the appearance and layout to best suit your graphical presentation, ensuring clarity and effectiveness.
• Interpreting sparklines involves understanding the patterns and variations they display, providing quick insights into the data at a glance.

Exploring additional tools and features to further customize and polish your graphical presentation

Excel offers a range of additional tools and features to help you further customize and polish your graphical presentation, elevating it to a professional level.

Data Labels and Callouts

• Adding data labels to your charts can provide additional context and clarity, allowing viewers to easily interpret the data points.
• Using callouts to highlight specific data points or trends can draw attention to key insights, making your graphical presentation more impactful.

Interactive Elements

• Utilizing interactive elements such as drop-down menus, buttons, or sliders can make your graphical presentation more engaging and dynamic, allowing viewers to interact with the data.
• Creating interactive dashboards with linked charts and tables can provide a comprehensive view of the data, allowing for seamless exploration and analysis.

Formatting and Design

• Applying consistent formatting across all elements of your graphical presentation can create a cohesive and professional look, enhancing visual appeal and readability.
• Using design elements such as color schemes, fonts, and shapes can help convey a specific message or theme, adding depth and personality to your graphical presentation.

In conclusion, this tutorial covered the essential steps for creating graphical presentations in Excel . We discussed the process of selecting the data, choosing the appropriate chart type, customizing the design, and adding final touches to enhance the visual appeal. Now that you have the knowledge and tools at your disposal, I encourage you to start creating your own graphical presentations in Excel. Practice makes perfect, and with a little creativity, you can transform your data into compelling visuals that effectively communicate your message.

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Create a Chart | Change Chart Type | Switch Row/Column | Legend Position | Data Labels

A simple chart in Excel can say more than a sheet full of numbers. As you'll see, creating charts is very easy.

Create a Chart

To create a line chart, execute the following steps.

1. Select the range A1:D7.

2. On the Insert tab, in the Charts group, click the Line symbol.

3. Click Line with Markers.

Note: enter a title by clicking on Chart Title. For example, Wildlife Population.

Change Chart Type

You can easily change to a different type of chart at any time.

1. Select the chart.

2. On the Chart Design tab, in the Type group, click Change Chart Type.

3. On the left side, click Column.

4. Click OK.

Switch Row/Column

If you want to display the animals (instead of the months) on the horizontal axis, execute the following steps.

2. On the Chart Design tab, in the Data group, click Switch Row/Column.

Legend Position

To move the legend to the right side of the chart, execute the following steps.

2. Click the + button on the right side of the chart, click the arrow next to Legend and click Right.

Data Labels

You can use data labels to focus your readers' attention on a single data series or data point.

2. Click a green bar to select the Jun data series.

3. Hold down CTRL and use your arrow keys to select the population of Dolphins in June (tiny green bar).

4. Click the + button on the right side of the chart and click the check box next to Data Labels.

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Advanced Excel Charts: What to Know to Take Your Charts Up a Notch

Kat Boogaard

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You never thought you’d see the day, but you’ve slowly become obsessed with Excel charts. From your personal budget to your work projects, you look at almost everything and think, “Hey, I bet that’d make an awesome Excel chart!” 

Alright, so maybe your enthusiasm for Excel charts hasn’t quite reached that level. 

But, here’s the point: You’ve been playing around with the basics of Excel charts for a while (if not, stop here and read this post instead!) and now you’re ready to take things up a notch.

You’re in luck. In this post, we’re talking all about advanced Excel charts and some of the things you can do to take your simple charts to the next level. 

Step up your Excel game

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What exactly is an advanced Excel chart?

Take a look in Excel, and you’ll quickly notice that there’s no shortage of charts available . 

From the basics (like column charts , bar charts, line charts, and pie charts) to options you may have less familiarity with (like radar charts, stock charts, and surface charts), there are seemingly endless charts you can make within Excel. 

That could be one of the more in-depth charts we just mentioned, like a surface chart, or it could be a combination chart—where you take two different chart types (like a bar chart and a line chart, for example) to visualize a more involved data set. 

Creating an advanced Excel chart: A case study

With so many different chart types and the option to combine them, there’s no possible way to outline every single chart you could make in Excel. 

So, for the sake of rolling up your sleeves and getting started, we’re going to pick one slightly more advanced chart and work on creating that.

In our basic Excel charts article , we analyzed the growth of an email subscriber list. Now, we have some more data added to that: the average email open rate for each month. We want to analyze the relationship between open rate and subscriber count—basically, does open rate increase or decrease the larger our subscriber list gets?

We’re going to create a combination chart to understand this relationship. We’ll use a column chart to represent the number of subscribers and a line chart to represent the open rate. 

Let’s get started! 

1. Double-check and highlight your data

As always, it’s smart to take a quick look to check if there are any issues or blatant errors in your data set. 

Remember, your chart is tied directly to your data set—meaning any mistakes that appear there will also show up in your chart. So, now’s a good time to make sure you don’t have any spelling errors, digits that look off, or any other problems that you could have to go back and fix later. 

After that, to get started with your chart, you’re going to highlight all of your data (including column headers) to get ready to insert your chart. 

2. Insert a chart

With your data set highlighted, head up to the “Insert” menu and then select the chart type you’d like to use to represent your first set of data. In this case, we’re going to start with a column chart to represent our total email subscribers.

Don’t worry; we’re going to fix that in the following steps by inserting another chart type. 

3. Select your second chart axis

Since we’re going to use the blue columns to represent our total number of email subscribers, we need to change the orange columns that represent open rate to a line. 

To do so, you need to click on one of the orange bars to select that entire data series. 

Fair warning: Because they’re so tiny on our current chart, they can be tough to click. To save you a ton of frustrated clicking around, here’s a helpful and straightforward trick to auto-select that orange data series:

• Click on the blue columns to start, since they’re bigger and much easier to click on
• Head to “Format,” select the “Series” drop-down in the upper left corner, and then change it to “Open Rate” (or whatever other variables you’re trying to select and adjust)
• That will auto-select all of the orange columns for us

Right-click with those orange columns selected, navigate to “Format Data Series,” and then in the right sidebar that appears select “Secondary Axis.” 

4. Change your second chart type

At this point, you might panic a little—it looks like the orange bars just wholly overtook your beautiful chart, and you’re beginning to think you screwed everything up.

First of all, take a deep breath. This is supposed to happen, and getting things to look right again is a quick and simple step.

Right click on those newly created orange columns, head up to the “Chart Design” tab in the ribbon , click the “Change Chart Type” button, and then select your line chart.

5. Fine-tune your chart

With the bones of your chart in place, now you can do things like add a chart title, adjust your colors, and even add axis labels (all of which we went over in the basic chart article).

Now is also an excellent time to ensure that nothing looks off in your chart and that you didn’t let any mistakes or errors slip through.

After doing so, we end up with a chart that looks like this:

Three more advanced charting tips

You’ve mastered that combination chart, and now you want to know if there are any other more advanced tricks and hacks you can use with your charts.

Well, of course, there are! We’ve touched on just a few of them below. 

1. Insert a table in a chart

While the chart we’ve created is great for looking for any trends, it doesn’t show a tremendous amount of detail. For example, it’s hard to tell precisely what the open rate or subscriber count was during any given month—you can only get an estimate by looking at the columns and line.

Inserting a data table  within your chart is handy if you also need to show detailed values and not just an overall trend.

To insert that table, click anywhere within your chart, go to the “Chart Design” tab in the ribbon, click the “Insert Chart Element” button, select “Data Table,” and then decide to display your table with or without a legend. In this case, we’re going to skip the legend.

It looks a little crowded to start, but you can make some edits to change that. Keep in mind that you’ll need to edit the text within your existing dataset (rather than within the table). 

After doing so, here’s a look at our chart including the table:

2. Add data labels

Maybe you don’t want to clutter up your chart with a table, but you still want to display more detailed digits. Adding data labels puts a number at a point above your line or column to give a better indication of values.

Adding those data labels is simple. Just right-click on your line or your columns and select “Add Data Labels.” That’s it! 

3. Add another variable

Remember, there’s only so much information you can display on a single chart—because you’re limited by three axes. 

However, if you have another variable that has the same metric or unit of measure as one of your existing variables, you can add that to your chart. 

For example, if we also wanted to add click-through rate to our chart, we could do so because it’s a percentage just like the open rate. But, if you wanted to incorporate the time of day an email was sent, you’d need a separate chart—because there’s currently no axis available to display the measure of time.

Make sense? Alright, so let’s say we did want to add click-through rate to our chart. To do so, you need to make sure that data appears in your data set.

You’ll see that an additional line representing click-through rate has been added to your chart.

Click on your new series (which isn’t yet named and is just called “Series 3”), click in the “Name” field, click the little box that allows you to select from your data set, and then click the appropriate column header. Hit “Enter” and then click OK. 

Want to learn even more about Excel charts? 

Are you feeling like an Excel charts pro? We’ve covered a lot here that will help give your Excel charts game a boost.

But, if you’re looking to dig in even deeper, check out our advanced Excel course to sink your teeth into even more tips, tricks, and tutorials that will transform you into a total Excel whiz. 

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Kat is a writer specializing in career, self-development, and productivity topics. When she escapes her computer, she enjoys reading, hiking, golfing, and dishing out tips for prospective freelancers on her website.

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How to Add an Excel Chart to a PowerPoint Presentation

Copy and paste, or use the Link Data command

• Brock University

Charts add a little extra punch to your PowerPoint presentation instead of listing bullet points of data. Conveniently, charts created in Excel can be copied and pasted into your PowerPoint presentations. As an added bonus, update charts in your PowerPoint presentation when changes are made to the original Excel data.

Instructions in this article apply to PowerPoint for Microsoft 365, PowerPoint 2019, PowerPoint 2016, PowerPoint 2013, PowerPoint 2010, and Excel.

Copy Your Chart From Excel

Any chart that you create in Excel can be copied and pasted into any Microsoft Office app.

Open the Excel file that contains the chart you want to copy and select the chart.

Select Home > Copy .

There are other ways to copy the chart. Right-click on the chart and select Copy . Or, use the Ctrl + C shortcut.

Close Excel.

Choose How to Paste Your Chart

The chart you copied in Excel is stored on the Clipboard. Now it's time to paste it into a PowerPoint slide.

Open PowerPoint and navigate to the slide where you wish to paste the Excel chart.

Select Home and select the Paste down arrow. Or, right-click the slide.   The different options for pasting a chart display.

Choose Use Destination Theme & Embed Workbook to paste your chart into PowerPoint with the ability to edit it in PowerPoint and match your presentation's color scheme.

Choose Keep Source Formatting & Embed Workbook to be able to edit it in PowerPoint and keep the original color scheme from Excel.

Choose Use Destination Theme & Link Data to be able to edit it by making changes to your original data in Excel. The chart will match your PowerPoint presentation's color scheme.

Choose Keep Source Formatting & Link Data to edit it by making changes to your original data in Excel. The chart will keep the original color scheme from Excel.

Choose Picture to paste a picture of your chart into PowerPoint. The picture cannot be edited and is not tied to any data.

Update Excel Charts in PowerPoint

If you chose to Link Data when pasting your Excel chart into PowerPoint, changes made to the original spreadsheet file will update the chart in PowerPoint.

To manually update chart data:

Select the chart in PowerPoint.

Select Chart Tools Design .

Select Refresh Data .

Microsoft Office Update Prompt

Each time you open a PowerPoint presentation that is linked to another Microsoft Office app, such as Excel or Word, you're prompted to update the links in the presentation file. If you trust the source of the presentation, choose Update Links . All links to other documents are updated with any new changes.

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April 9, 2024

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how to export an excel data to generate an bar graph in ppt using openxml and c#

The process is read the excel data using maybe EPPlus and then use that data to create a new ppt and generate the bar graph using openxml and C#. I am testing out code which I will provide in this git link here - https://github.com/Bhaskar365/Excel_To_PPT_OpenXml_CSharp.git.  

The things I have been trying is read excel data from EPPlus and then generate the chart after creating a new powerpoint. The problem is if I extract the generated powerpoint file using 7-zip I get this files -

[Content_Types].xml file -

<?xml version="1.0" encoding="utf-8"?>

<Types xmlns="http://schemas.openxmlformats.org/package/2006/content-types">

    <Default Extension="xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.presentation.main+xml" />

    <Default Extension="bin" ContentType="application/vnd.openxmlformats-officedocument.spreadsheetml.sheet" />

    <Default Extension="rels" ContentType="application/vnd.openxmlformats-package.relationships+xml" />

    <Override PartName="/ppt/slides/slide1.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slide+xml" />

    <Override PartName="/ppt/slideLayouts/slideLayout1.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml" />

    <Override PartName="/ppt/slideLayouts/slideMasters/slideMaster1.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideMaster+xml" />

    <Override PartName="/ppt/slideLayouts/slideMasters/theme/theme1.xml" ContentType="application/vnd.openxmlformats-officedocument.theme+xml" />

    <Override PartName="/ppt/slides/charts/chart1.xml" ContentType="application/vnd.openxmlformats-officedocument.drawingml.chart+xml" />

    <Override PartName="/ppt/slides/charts/colors.xml" ContentType="application/vnd.ms-office.chartcolorstyle+xml" />

    <Override PartName="/ppt/slides/charts/style.xml" ContentType="application/vnd.ms-office.chartstyle+xml" />

</Types>

Out of this this is the spreadsheet code whose extension is important - <Default Extension="bin" ContentType="application/vnd.openxmlformats-officedocument.spreadsheetml.sheet" />

Here extension is showing bin i.e., binary but the extension should be xlsx

If I generate one powerpoint with bar chart, then this is the xml extraction -

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>

    <Default Extension="jpeg" ContentType="image/jpeg"/>

    <Default Extension="rels" ContentType="application/vnd.openxmlformats-package.relationships+xml"/>

    <Default Extension="xlsx" ContentType="application/vnd.openxmlformats-officedocument.spreadsheetml.sheet"/>

    <Default Extension="xml" ContentType="application/xml"/>

    <Override PartName="/ppt/presentation.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.presentation.main+xml"/>

    <Override PartName="/ppt/slideMasters/slideMaster1.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideMaster+xml"/>

    <Override PartName="/ppt/slides/slide1.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slide+xml"/>

    <Override PartName="/ppt/presProps.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.presProps+xml"/>

    <Override PartName="/ppt/viewProps.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.viewProps+xml"/>

    <Override PartName="/ppt/theme/theme1.xml" ContentType="application/vnd.openxmlformats-officedocument.theme+xml"/>

    <Override PartName="/ppt/tableStyles.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.tableStyles+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout1.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout2.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout3.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout4.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout5.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout6.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout7.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout8.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout9.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout10.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/slideLayouts/slideLayout11.xml" ContentType="application/vnd.openxmlformats-officedocument.presentationml.slideLayout+xml"/>

    <Override PartName="/ppt/charts/chart1.xml" ContentType="application/vnd.openxmlformats-officedocument.drawingml.chart+xml"/>

    <Override PartName="/ppt/charts/style1.xml" ContentType="application/vnd.ms-office.chartstyle+xml"/>

    <Override PartName="/ppt/charts/colors1.xml" ContentType="application/vnd.ms-office.chartcolorstyle+xml"/>

    <Override PartName="/docProps/core.xml" ContentType="application/vnd.openxmlformats-package.core-properties+xml"/>

    <Override PartName="/docProps/app.xml" ContentType="application/vnd.openxmlformats-officedocument.extended-properties+xml"/>

This is the xml markup for a file that has file generated from the charts section in ppt which is done as Insert-> Chart -> Bar -> Stacked Bar -

<Default Extension="xlsx" ContentType="application/vnd.openxmlformats-officedocument.spreadsheetml.sheet"/>

Extension is xlsx not bin or binary as was generated from OpenXml and C#. Need the code to make the binary extension into xlsx using code correctly.

Any help is appreciated. *** Moved from Microsoft 365 and Office / Excel / Unknown / Other***

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Replies (2) 

• Microsoft Agent |

Hi,Bhaskar Jyoti Das

Welcome to the Microsoft Community.

I understand that you are trying to use the EPPlus library to read Excel data and generate charts after creating a new PPT file via the OpenXML SDK. However, as an advanced user like you, this is beyond the scope of our regular support.

We recommend that you contact official EPPlus technical support directly, or seek help in the relevant development communities and forums.

Excel spreadsheet library for .NET Framework/Core - EPPlus Software

Disclaimer: Microsoft provides no assurances and/or warranties, implied or otherwise, and is not responsible for the information you receive from the third-party linked sites or any support NET Framework/Core for .

Thank you for your understanding and we wish you all the best in your technological endeavors

Zoro-MSFT | Microsoft Community Support Specialist

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Hello Zoro from MSFT,

Thank you for your valuable advice on this issue. However, I wish to ask you one thing, what is the best way to read data from excel and embed it to powerpoint so that it can generate the graph I am looking for and is EPPlus the best option to do that or you recommend something else that can embed that value to powerpoint.

I have one more thing to ask you, what will be your approach to generate graph using openxml and c# in powerpoint.

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Free Excel Flowchart Templates

By Kate Eby | April 25, 2024

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In this guide, we’ve gathered the most useful flowchart templates in Excel. You’ll also learn how to  create a flowchart using a template and how to  create a flowchart in Excel from scratch. On this page, you’ll find a  cross-functional flowchart template , a  swimlane flowchart template , a  decision flowchart template , a  yes/no flowchart template , and more.

Excel Basic Flowchart Template

Download the Basic Flowchart Template for Excel  

When to Use This Template:  This basic flowchart template for Excel is good for documenting or planning a process using straightforward, linear steps. It's perfect for tasks that require clear and simple workflow visualization without complex branching.  Notable Template Features:  This template highlights each step of a process, big or small, making it easier to identify areas of improvement. Its simple design provides experts and beginners a clear picture of how work flows.

  Check out these free flowchart templates in different formats to effortlessly map out your processes, making complex tasks simpler and more understandable. 

Excel Cross-Functional Flowchart Template

Download the Cross-Functional Flowchart Template for Excel  

When to Use This Template:  This cross-functional flowchart template shows how different teams or departments are working on a project and how they fit into the big picture.  Notable Template Features:  This template uses defined columns to easily identify which team is responsible for work. The clear layout stops confusion about who's responsible for each part of a project.

Excel Swimlane Flowchart Template

Download the Swimlane Flowchart Template for Excel

When to Use This Template:  This swimlane flowchart template is your top choice for quickly identifying who's doing what at each phase of a big project.  Notable Template Features:  This template sorts tasks into lanes for different team members or departments. 

Excel Decision Flowchart Template

Download the Decision Flowchart Template for Excel  

When to Use This Template:  Turn to this flowchart template to map out the potential results for a decision you’re trying to make.   Notable Template Features: This template simplifies complex decision-making processes by dividing them into straightforward yes or no options divided by decision level, so you can see how your choices at one point affect all those that follow. You can see the potential results of various decisions at every level of the process, clearly illustrating the outcomes of each choice.

Excel Yes/No Flowchart Template

Download the Yes/No Flowchart Template for Excel    

When to Use This Template:  Use this yes/no flowchart template to make clear-cut decisions fast. It breaks down complex questions into manageable yes or no choices.  Notable Template Features:  The decision path on this template starts with a yes or no question and guides you to the right outcome. It also plots how different answers lead to different results.

Excel Data Flowchart Template

Download the Data Flowchart Template for Excel  

When to Use This Template:  Pick this data flowchart template to track how data moves and changes across a system or process. Use the template when setting up new systems or trying to improve existing ones.  Notable Template Features:  This template is designed specifically for data flow mapping, using distinct symbols to represent the collection, processing, storage, and sharing of data. It highlights each step of data interaction, making it easier to identify potential inefficiencies or security risks.

How to Create a Flowchart in Excel Using a Template

By creating a flowchart in Excel using a template, you streamline laying out processes or decisions. The elements you would use in a flowchart are already formatted and placed in the spreadsheet, making it easier to complete. Follow these steps to use a template for efficient and clear flowchart creation:   

• Define Objectives Identify what to map out with your flowchart. You could use a flowchart to visualize a new project workflow, improve an existing process, or understand the steps involved in a task.  
• Identify Key Steps Outline the main actions, decisions, and outcomes involved in your process. Consider the start point, the end point, and what happens in between in order to break down the process into manageable pieces.   
• Gather Necessary Information   Collect any details (understanding responsibilities, timeframes, or decision criteria, etc.) that need to be included in each step of the flowchart.  

Use an Existing Flowchart Template  Download a basic flowchart template for Excel , then rename and save the document.  

Name the Process Flow Open the template and click on the  BLANK - Basic Flowchart tab. In the template’s header fields, enter the name of the process you want to chart, the flowchart’s author, and the creation date.  

• Map Out the Process  Mark the start of your process with the beginning shape (usually an oval). Click the  START  oval, select and highlight the existing text, and type the first step in your flowchart process. Repeat the same steps to change the content of each existing element in the flowchart. Use rectangles for actions or tasks, diamonds for decision points, and arrows to show the flow from one step to the next.  Pro Tip:  Access flowchart shapes in your Excel file by clicking on the  Insert menu and clicking  Shapes .

• Select the Shape:  Click the flowchart shape containing the text you want to modify. 

Change Shape Format and Size: Right-click the selected shape, and choose  Format Shape . Click the  Text Options tab in the formatting pane, and click the  Text Box icon. Adjust the font, size, and color by selecting your preferences from the drop-down menus.   

Change Shape Size:  Click a shape. Click and drag the sizing handles on the corners or sides of the selected shape to resize.

• Review and Refine Once your flowchart is complete, review it for accuracy and clarity. Make sure it correctly reflects the process and is easy to understand. Adjust the layout or text as needed.   
• Share Your Flowchart  Save your completed Excel flowchart and share it with team members or stakeholders. You can export it as a PDF for easy sharing or print it for discussions and presentations.

How to Manually Create a Flowchart in Excel

You can create a flowchart in Excel by using the shapes feature to draw boxes and arrows to map your process. Making a flowchart in Excel is like drawing a guide to each step. It's helpful for understanding different tasks. Follow these steps to make a flowchart in Excel:  

Open a Blank Excel Document Open Excel and click  Blank Workbook . Name the workbook, choose a place to save it, and click the Save button.  

Start with Shapes In the Excel workbook, click the  Insert  tab, click the Shapes drop-down arrow, and scroll to  Flowchart options. Click on a shape, then click in your Excel spreadsheet to add the  shape. Repeat for each shape you want to add to the flowchart.  

Tip: Pick shapes, such as the square (for processes), diamond (for decisions), and circle (for start/end points) for your flowchart.   

Make Shapes Bigger   To provide enough room to write inside the selected shapes, you’ll need to make them bigger. Click a shape, and click Ctrl + A (on a PC and  Command + A  on a Mac) to select all the shapes. Click a corner on one of the shapes, and drag it to resize all the shapes together.   

Personalize the Shapes   After enlarging the shapes, double-click a shape to label it (e.g.,  Start ,  Task 1 ,  Process , etc.).   

Adjust Font Size as Needed Highlight the text in the shape, and click the Home tab. Change the text size and color using the font collection and font size drop-down menus, respectively.   

Connect the Dots Add arrows to the flowchart to draw connections between the shapes. Click the  Insert  tab, click the Shapes drop-down arrow, and scroll to the  Arrow  options. Click an arrow, then click the Excel workbook. Resize and re-orient the arrow, and drag it to where it should go in the flowchart.    

Title the Flowchart Click the  Insert tab, and click  Text Box in the toolbar. Click where you want the title to appear on the flowchart and enter a title.   

Save and Share the Flowchart   Once you've completed your flowchart, save and share it with others. 

Related Flowchart Templates

These templates offer extra functionality for creating flowcharts and additional formats. Use any of these templates to improve organization, make decisions, or identify how processes and teams work together.

Free Workflow Templates for PowerPoint

Dive into our selection of  PowerPoint workflow templates to show how your workflows boost productivity and enhance team collaboration.

Free Process Mapping Templates

These  process mapping templates can help you outline every phase of your business operations clearly for better insight and refinement.

Free Workflow Templates

Explore our  workflow templates and use them to improve task ordering and the overall flow of business activities.

Free Business Organizational Chart Templates

Check out these  organizational chart templates for small businesses, designed to depict company structure, roles, and reporting lines with clarity.

Free Decision Matrix Templates

Complete one of these unique  decision matrix templates to make informed decisions by evaluating various options and their possible outcomes. 

Free SIPOC Template

See this  suppliers, inputs, process, outputs, customers (SIPOC) diagram template to capture a high-level overview of business processes, from suppliers to customers, in a concise format.

Free Gantt Chart Templates

These  Gantt chart templates are ideal for visually organizing project schedules, tasks, and deadlines in a clear, concise format.

Free Project Timeline Templates

Use one of these  project timeline templates to present the key phases and milestones of your project from start to finish in an easy-to-understand format .

Get the Most Out of Your Flowcharts with Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

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Present your data in a Gantt chart in Excel

A Gantt chart helps you schedule your project tasks and then helps you track your progress.

Need to show status for a simple project schedule with a Gantt chart? Though Excel doesn’t have a predefined Gantt chart type, you can create one using these free Gantt chart templates .

Need to show status for a simple project schedule with a Gantt chart? Though Excel doesn’t have a predefined Gantt chart type, you can simulate one by customizing a stacked bar chart to show the start and finish dates of tasks, like this:

To create a Gantt chart like the one in our example that shows task progress in days:

Select the data you want to chart. In our example, that’s A1:C6

If your data is in a continuous range of cells, select any cell in that range to include all the data in that range.

If your data isn't in a continuous range, select the cells while holding down the COMMAND key.

Tip:  If you don't want to include specific rows or columns of data you can hide them on the worksheet. Find out more about selecting data for your chart.

Click Insert > Insert Bar Chart > Stacked Bar chart.

Next, we’ll format the stacked bar chart to appear like a Gantt chart. In the chart, click the first data series (the Start part of the bar in blue) and then on the Format tab , select Shape Fill > No Fill .

If you don’t need the legend or chart title, click it and press DELETE.

Let’s also reverse the task order so that it starts with Task1. Hold the CONTROL key and select the vertical axis (Tasks). Select Format Axis , and under Axis Position , choose Categories in reverse order .

Customize your chart

You can customize the Gantt type chart we created by adding gridlines, labels, changing the bar color, and more.

To add elements to the chart, click the chart area, and on the Chart Design tab, select Add Chart Element .

To select a layout, click Quick Layout.

To fine-tune the design, tab through the design options and select one.

To change the colors for the chart, click Change Colors .

To reuse your customized Gantt chart, save it as a template. Hold CONTROL and click in the chart, and then select Save as Template .

Did you know?

Microsoft 365 subscription offers Gantt chart templates  designed to help you track project tasks with visual reminders and color-coded categories. If you don't have a Microsoft 365 subscription or the latest Office version, you can try it now:

Create a chart from start to finish

Save a chart as a template

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