Snapshots of Excel Worksheets for PowerPoint

Rebecca Birch has some clients who require that all reports be presented to them in PowerPoint. This presents a huge task, since all of the source data for those reports is available only in Excel. Rebecca was looking about for ideas to make the burden of converting from one to the other just a bit easier--perhaps by taking "snapshots" of worksheet data and placing it into PowerPoint slides.

One solution, if there are not that many snapshots necessary, is to simply do the pasting manually. You can display information in Excel, and then press the PrintScreen key to place a picture of it in the Office Clipboard. Switch to PowerPoint and choose Office Clipboard from the Edit menu. You can then see the contents of the Clipboard and choose what you want pasted into the current slide.

A less repetitive approach would be to link data from the Excel workbook to the slides. You can use Edit | Paste Special (in PowerPoint) to paste linked data. In this way, anytime the data in the workbook is updated, the linked slides will also be updated. Done correctly, this solution carries the possibility of only needing to do your pasting a single time.

If you prefer to take the route of developing macro to do the pasting, check out one developed by Jon Peltier at his Web site:

http://peltiertech.com/Excel/XL_PPT.html#rangeppt

It will take a snapshot of whatever cells are selected, and then paste them into the active slide in PowerPoint. (Obviously, you must have both Excel and PowerPoint open in order to use the macro.)

Further, the macro could be relatively easily modified so that it stepped through a series of named ranges in Excel and pasted the contents of those ranges into specified slides in PowerPoint.

Another macro-based solution is to create a new PowerPoint presentation (from within Excel) that will contain a snapshot of each of the worksheets in the current Excel workbook. The following macro accomplishes this task:

Sub CopyWksToPPT()
    Dim pptApp As Object
    Dim sTemplatePPt As String
    Dim wks As Worksheet
    Dim sTargetTop As Single
    Dim sTargetLeft As Single
    Dim sTargetWidth As Single
    Dim sTargetHeight As Single
    Dim sScaleHeight As Single
    Dim sScaleWidth As Single
    Dim iIndex As Integer

    'Change these as desired
    sTargetTop = 30
    sTargetLeft = 60
    sTargetWidth = 600
    sTargetHeight = 450
    sTemplatePPt = "C:\Program Files\Microsoft Office\Templates\Blank Presentation.pot"

    iIndex = 1
    Set pptApp = CreateObject("Powerpoint.Application")
    With pptApp
        .Visible = True
        .Presentations.Open _
            FileName:=sTemplatePPt, Untitled:=msoTrue
        For Each wks In Worksheets
            wks.Select
            .ActiveWindow.View.GotoSlide _
                Index:=.ActivePresentation.Slides.Add _
                (Index:=iIndex, Layout:=12).SlideIndex
            iIndex = iIndex + 1
            wks.UsedRange.Copy
            .ActiveWindow.View.Paste
            With .ActiveWindow.Selection.ShapeRange
                sScaleHeight = sTargetHeight / .Height
                sScaleWidth = sTargetWidth / .Width
                If sScaleHeight < sScaleWidth Then
                    sScaleWidth = sScaleHeight
                Else
                    sScaleHeight = sScaleWidth
                End If
                .ScaleHeight sScaleHeight, 0, 2
                .ScaleWidth sScaleWidth, 0, 2
                .Top = sTargetTop + (sTargetHeight - .Height) / 2
                .Left = sTargetLeft + (sTargetWidth - .Width) / 2
            End With
        Next
        .Visible = True
    End With
End Sub

Note the area that says "Change these as desired." This contains the specifications of where the pasted snapshot will be within each PowerPoint slide, as well as its height and width. Also included, in the sTemplatePPt variable, is the full path to the template that should be used for the new PowerPoint presentation.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2378) applies to Microsoft Excel 97, 2000, 2002, and 2003.