Many use PowerPoint and Excel simultaneously when preparing important reports for their company or business.
In most cases, you will find a requirement to import important data from PowerPoint slides to an Excel worksheet to modify particular data in the chart, table, etc.
In addition, being able to play a presentation to stakeholders that complements your Excel spreadsheet data helps in better storytelling of your data.
Therefore, in this blog, you will learn a few methods to import PPT data to Excel and also how to convert PPT to Excel file using UPDF - an effective PDF management tool. Let’s get started.
Part 1. PPT to Excel: What Does It Mean?
As we know, PowerPoint is a software designed for presentations, whereas Excel is designed for inputting calculations and creating graphical representations and tables.
However, there are a few scenarios where:
Stakeholders may not understand the complicity of the Excel spreadsheet and may require a PPT presentation to be displayed along with it for data storytelling.
This is where linking your PPT file into an Excel spreadsheet comes in handy.
Check out Part 3, Method #1 to learn how you can do that.
Graphical data and information need to be migrated from PPT slides into an Excel worksheet for updating and calculating important data.
This comes with the need for importing PPT data to Excel.
Check out Part 3, Method #2 to learn how you can do that.
You may require to send your presentation as an Excel file directly to stakeholders who may not have access to PowerPoint or want to process the data themselves.
This comes with the need for converting the PPT file to an Excel worksheet.
In the next section, you will learn a free way of exporting PPT files to Excel using PDF management software like UPDF.
Part 2. How to Convert/Export PPT to Excel: A Free & Easy-to-use Converter
PowerPoint doesn’t offer an option to convert your file directly to Excel. However, you can convert it to a PDF, and then use UPDF to export it to Excel.
UPDF for Win/Mac/iOS/Android is an effective PDF editing and management tool that helps you to efficiently organize your PDF files and carry out editing using advanced editing and annotation tools. Moreover, it can integrate various file types and can convert files among PDF and PowerPoint, Word, Excel, HTML, etc.
And to your convenience, downloading the UPDF is completely free and you can have it on any device you own. Just log in using your account and you get started immediately.
Follow these steps to learn how you can use UPDF to convert PPT to Excel:
- Open the PowerPoint file that you want to convert to PDF. Go to File, and click Save a Copy. Save the PPT file as a PDF (.pdf).
- Next up, open UPDF. Go to File, and click Open. You can import the PDF file that you just converted.
- After opening the file, on the right-hand side panel, click on the Export PDF icon and select Excel (.xlsx).
- A pop-up will appear asking you to select all the pages. Finally, click Export, and you have your presentation saved and opened as an Excel worksheet.
Part 3. How to Import/Insert PPT to Excel
There are two ways in which you can import PPT data or convert PPT to Excel. Let’s go through both.
Method #1: Linking Your PPT File into an Excel Worksheet
The first method shows you how you can embed a presentation into an Excel spreadsheet.
The benefit of this method is you will be able to play your presentation on top of your Excel worksheet so that you can tell a better story with your data calculation.
The only con is you can't modify the data in your slides on the Excel spreadsheet.
Follow these steps to learn how to insert your PPT presentation into Excel:
- Open your existing Excel file and under the Insert tab, click Text and from the drop-down menu, click Object.
- A pop-up will open. Click on Create from File tab and then select Browse.
- Choose the PPT file you want to import. Then, click OK.
- Your presentation will immediately appear on the spreadsheet as an image. You can start playing the presentation by double-clicking on it and pressing the Escape button to stop the slideshow.
Method #2: Importing PPT presentation data to Excel
The next method applies if you only want to import certain components of your PPT presentations - mainly data from charts, tables, etc.
For that, you can simply copy and paste data from a PPT file into an Excel spreadsheet manually.
The benefit of importing numerical data from PPT is that Excel can easily recognize it and allow you to maintain the right formatting style too.
The only con is it can be time-consuming to copy/paste a lot of data from one file to another.
Follow these steps to learn how you can manually import PPT data to Excel:
- Open your existing PowerPoint file and select the data you want to copy.
- Under the Home tab, click on the Copy button. You can also right-click and select Copy from the drop-down menu.
- Head over to your Excel spreadsheet, and select the cells where you want to paste your data.
- Under the Home tab, click Paste. You can also right-click and select Paste from the drop-down menu.
- To maintain the imported data’s formatting, head over to Paste Options and select Keep Source Formatting (K).
Convert PowerPoint to Excel Freely with UPDF…
Despite there being a gap in integrating efficient workflow between using PowerPoint and Excel files, there are effective and free methods that you can use to improve your use of both applications and still achieve your goals.
Download and use UPDF today as a bridge to convert your PPT files into Excel worksheets and also organize your PDF files effectively with this tool.
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