In this screencast, I'm going to show you how you can share worksheet data or charts from Excel in Word and PowerPoint. I've got this file called Sales- with charts, this is based upon some sales data. I've already generated a pie chart here for the total sales, I've added in this total sales column. I also have a total sales scatter plot here as a function of the month. And let's say you wanted to share these plots or the data here with either PowerPoint or Word. So I've got a blank PowerPoint presentation here, I've also got a blank Word document. By far the easiest way to share or to insert the data from Excel is just to, if you have some data, we can highlight that, I can right-click, and I can do copy. And then I can go over to, let's just say Word, and I can right-click, there's a couple different options. If you just wanted to insert a picture, you can choose this picture icon there, and that provides just a snapshot. It's almost like a screenshot of the data from Excel. The thing about this, though, is you can't go back here and edit the values inside of this table. So if you want to be able to change what's inside this table in Word or PowerPoint, you either have to embed the data or link it. So I'll be talking about embedding versus linking. Embedding is when you take the Excel object, the object is either a worksheet or chart. It becomes a permanent entity within Word or PowerPoint. Any changes to the Excel object needs to be done through Word or PowerPoint. And I'll show you an example of this in a moment. If you make changes to the Excel object from within Word or PowerPoint, then they are not reflected in the file that you originally embed. The nice thing about embedding versus linking is, there's no Excel file that has to be associated with the Word or PowerPoint document. With linking, as I'll show you next, you need to email, along with the Word or PowerPoint file, the Excel file that goes along with the data that's linked to those Word or PowerPoint files. Linking, on the other hand, the Excel object which, again, is a worksheet or chart, is only referred to in the document. An Excel file is associated with the Word or PowerPoint file, and therefore needs to be provided alongside with the Word or PowerPoint file. So again, you have to email that to somebody. You email them the Word document, but you also have to email them the Excel file that the data is linked from. Any changes to the Excel file will automatically be reflected in the Word or PowerPoint file. So this is nice in, for example, if you have sales data, and I've got an example of this momentarily. And every year, you're sending out a report, or every month, you're sending out a report, or every week. All you have to do is make changes to the Excel file, and it's automatically going to update the Word or PowerPoint file that the data is linked to. Linking is best when you always want the latest information and charts to update automatically from your Excel file. So let me show you how we can embed data and charts. If I wanted to embed the data here into Word or PowerPoint. Let me first show you how we can embed this in Word. So I'm going to bring up this Word document, I'm going to go ahead and delete this previous picture that I had inserted. If I place Excel and Word side by side, the easiest way to just bring data, this is not a chart, this is just data, is to highlight the data. And you go down here to the edge, it turns into that four-way arrow cursor. And you can drag over, and now you press the Ctrl sign, and there's that little plus sign that's revealed, and then you can release the left-click. So that's the easiest way that you can embed information. So embedding is different from linking, which I'll show, in that if I go over here and I change John's January information to 280, you notice that over here in Word, it does not change. So it does not automatically update when you change things in the original file that was embedded, this is known as embedding. However, if you want to change the information over here in Word, you can always double-click. And what that does, it brings up this Excel-like window that's on your Word document. And you can play around with this just like you would in Excel. In here, I can change John's figure for January to 280. You can also up here, you see that there's a formula bar, but we're still within Word. So you could also implement Excel formulas inside of Word through this embedded data. So this is known as embedding, so let me show you another way to embed. This time, I'm going to embed into PowerPoint. The main way to embed is, you go up here to the Insert tab, and you go over here to the text group. There's this little icon here, that's object, so we can insert an object. So I click on that, it brings up this insert object. And if I want to bring over information from Excel from a file, I can select create from file. And I'm going to browse to my file, the file we're going to embed is Sales- with charts, so I'm going to click on OK. And then I can click on OK again, and it embeds Sheet1 from our Excel file. So let's go back to PowerPoint, maybe you just want to show the total sales here. You can always double-click in here, and again, this is embedded data, it is not linked. So if we go back to the original document and I change John's information back to something like 1,000, it's not automatically updating that in PowerPoint because we've embedded the data. But again, you can always go back into the embedded data, and I can change that manually. The nice thing about embedding this way is, you can crop, so you can select from down here this little arrow, and we can drag, and I can choose what I want to display. And so now if I click away from this embedded information, then it's kind of cropping that down to the information that I want to display. You can do the same thing in Word. You can go up here to Insert, and you go over here to text group here, and you can insert an object. And so that's how you can typically embed into PowerPoint and Word. Now I'm going to show you how we can link data or charts. The easiest way to link data by far is to click on what you want to link. So in this case, I'm going to link the total sales, I'm going to right-click and copy. We go over here to PowerPoint, and what I'm going to do is, up here in the Home tab, I'm going to select Paste and Paste Special. And now what I can do is, I can paste link, so we're going to link the data, this is a Microsoft Excel chart object. I'm going to click OK, and it inserts this chart. And the nice thing about linking is that we go back to the original Excel file, and maybe the data is updated. So maybe every year, you have different sales figures. You can copy and paste here, it automatically updates the chart over here. And because our PowerPoint file was linked to this Excel file, Sales- with charts, anything we do to this file and this chart is going to be automatically updated. So for example, right now, the total sales for January is 1,410, which is showing up here in our pie chart, 1,410. But if I change John's sales to something like 1,000, that increases January sales to 2,130. And that's automatically updated over here on our PowerPoint file. So hopefully this screencast gives you a better idea of how you can embed and link data and charts from Excel into PowerPoint and Word, thanks for watching.
