by Allen Wyatt
(last updated January 19, 2019)
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:
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.
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