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Problem with Excel Charts in PowerPoint
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Hula Girl View Drop Down
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Posts: 4 		  Quote Hula Girl Quote  Post ReplyReply Direct Link To This Post Topic: Problem with Excel Charts in PowerPoint
    Posted: 15 May 2011 at 04:03

Hey,

I have a problem displaying my Microsoft Office Excel charts correctly in PowerPoint.

Can you help?

Hula Girl Cry
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admin View Drop Down
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Posts: 396 		  Quote admin Quote  Post ReplyReply Direct Link To This Post Posted: 15 May 2011 at 04:05

Hi Hula Girl and welcome to the 123PPT Community!

Have you cut and paste your charts into PowerPoint or are your charts in PowerPoint created from linked Excel work sheets and documents?
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Hula Girl View Drop Down
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Posts: 4 		  Quote Hula Girl Quote  Post ReplyReply Direct Link To This Post Posted: 15 May 2011 at 04:06

They are linked to my ppt file.

Hula Girl
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admin View Drop Down
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Posts: 396 		  Quote admin Quote  Post ReplyReply Direct Link To This Post Posted: 15 May 2011 at 04:08

It is quite a common problem Hula, there are many things that can go wrong with linking Excel documents to your ppt presentation file in PowerPoint.

Do you have your chart(s) on a worksheet or on a chart sheet(s) in Excel?
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Hula Girl View Drop Down
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Posts: 4 		  Quote Hula Girl Quote  Post ReplyReply Direct Link To This Post Posted: 15 May 2011 at 04:08
Worksheet.
 
Hula girl
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Jonathan Stock View Drop Down
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Posts: 38 		  Quote Jonathan Stock Quote  Post ReplyReply Direct Link To This Post Posted: 15 May 2011 at 04:15
Hi Hula Girl,
 
let me see if I can help you with your PowerPoint problem.
 
Firstly, it is always better to put the charts on their own chart sheet. Better if you create custom size chart pages in Excel so that you don't have to resize and scale the charts on your slides in PowerPoint. The reason why it is better to create your charts on chart sheets rather than worksheets is because Excel embeds the size information of the chart in the top left corner of the chart.  This is often a problem with worksheets because the top left hand corner is always visible to the linking component in Microsoft Office during update links, because a chart sheet is always 100% visible.
 
However, a worksheet may not be 100% visible. So if you had, for example, a chart elsewhere, other than the top left corner of your worksheet, the update link component would look to the top left corner of the worksheet and look for the size information of the chart. but your chart is most likely not there since it is rare that people produce a chart and push it as high into the top left corner as possible so that it appears almost cut off the page.
 
With the top left hand corner of the chart not appearing as visible to the link component in what would be the ActiveWindow of the spreadsheet (if it were open), the update link component will not see the chart and therefore may not update the chart. An even worst case scenario is that PowerPoint may cut part of the chart image off the slide as it attempts to estimate the size of the chart.
 
There is another reason for creating your charts on chartsheets rather than worksheets. In Excel if you adjusted the View Zoom, for example from 100% to 75% at the time you created your chart. Then when you save your file and close it. PowerPoint will resize your chart to 100% when you link to it. So if your chart was too large for your screen at 100% when you created it and was the reason why you scaled it down. You will have the same problem when you link to it, only in PowerPoint the problem will be greater due to your PowerPoint template design which will also reduce the amount of screen space you have to present your chart.
 
The only way that you can force PowerPoint to open the Excel chart on from worksheet at the same size at which it was created and saved, is to create an Auto_Close Macro for Excel that sets the View Zoom level back to 100% and then saves and closes the file.
Jonathan Stock
Presentation Consultant, www.123ppt.com
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admin View Drop Down
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Posts: 396 		  Quote admin Quote  Post ReplyReply Direct Link To This Post Posted: 15 May 2011 at 04:16
Nice Jonathan. Thanks for stepping in with your indepth knowledge of Microsoft Office. 
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Hula Girl View Drop Down
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Posts: 4 		  Quote Hula Girl Quote  Post ReplyReply Direct Link To This Post Posted: 15 May 2011 at 04:17

Is there no way to make the chart work correctly in PowerPoint without having to make it all over again in Excel using the chart sheet?

I really don't want ot spend all those hours redoing everything.

Hula Girl
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Jonathan Stock View Drop Down
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Posts: 38 		  Quote Jonathan Stock Quote  Post ReplyReply Direct Link To This Post Posted: 15 May 2011 at 04:20

I understand that often the only way a chart makes sense is on worksheet next to the chart data but you must create the chart on the chartsheet.

Make sure the Chart sizes with window frame option is not checked in the Options sub menu from the Tools main menu option.

You can always copy your chart back from your chart sheet to your worksheet, by simply selecting the entire chart on the chart sheet and copying and pasting it to the worksheet near the data range.

Don't cut and paste Hula Girl. Use Copy as it is important that the original chart on the chart sheet remains intact as this is the chart that PowerPoint will link to not your copied version on the worksheet.

Any changes made to your data will reflect on the chart sheet chart, and since the worksheet chart is linked to the chart sheet chart, that will also instantly update.

Now use the chart from the chart sheet to copy and paste link onto your slide in PowerPoint, and voila you have your chart correctly formated and uptodate.
Jonathan Stock
Presentation Consultant, www.123ppt.com
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