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How to use Excel Links?

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About this article

Links is a feature in ProductivityPlus that lets users import and link an element (chart, table, graph or cell) from a Microsoft Excel file into PowerPoint. This link creates a path for updates to the element to flow from the original Excel file to PowerPoint. 

 

Prerequisites 

 
  • Linking cells is only available from ProductivityPlus version 5.0.485.0+

 

Link a chart, graph, and table into PowerPoint

  1. Save your Excel document.
  2. Copy the desired element from Excel (Ctrl+C).
  3. Paste it into PowerPoint (Ctrl+V).
  4. Click Link on the callout that appears on top of the copied element.
  5. The Excel design will be applied to the PowerPoint element and a link will be created between the two elements.

Links_Table_Graph.gif

 

Link a cell into a PowerPoint text box

  1. Save your Excel document.
  2. Copy the desired cell from Excel (Ctrl+C).
  3. In PowerPoint, place the cursor within the text box
  4. Paste the cell into PowerPoint (Ctrl+V).
  5. Click Link on the callout that appears on top of the copied element.

Links_Cell.gif

 

 
  • Selecting and copying the text inside the cell will not trigger Links in PowerPoint, the cell itself must be selected and copied from Excel.
  • The location of the saved Excel document as well as the title length may result in Links not being retained. There is a 248 character limit for the directory and a 260 character limit for the total path.  


Update an Excel element in PowerPoint

  1. Click on the linked element in PowerPoint.
  2. Click on Update on the callout that appears on top of the linked element.
  3. The linked element will update to the latest version of the Excel document.
 
  • Updating a cell will only be possible through the Links pane.
  • Updating an Excel element through Links will not work if the file was moved to another location/folder (the initial location of the file can be seen Excel overview pane)

 

Links_Update_all.gif

 

Edit the source file of a linked element

  1. Click on the linked element in PowerPoint.
  2. Click on Edit on the callout that appears on top of the copied element.
  3. The source Excel file will open and the linked element will appear as selected.
 
  • Editing the source file of a cell will only be possible through the Links pane.

 

Links_Edit.gif

 

Change the source of a linked element

  1. Click on the linked element in PowerPoint.
  2. Open the drop-down menu on the callout that appears on top of the copied element.
  3. Click on Change Source.
  4. The File Explorer will open.
  5. Select the desired version of the source file.
  6. Click on Open.
  7. The source of the file will be change and the Excel element in PowerPoint will change accordingly.  
 
  • Changing the source file of a cell will only be possible through the Links pane.
  • All versions must be opened.
  • Change source only works with spreadsheets that were saved based on the original linked Excel document using Save As or Save A Copy.
  • The location of the saved Excel document as well as the title length may result in Links not being retained. There is a 248 character limit for the directory and a 260 character limit for the total path.  

 

Links_change_source_all.gif

 

  1. Click on the linked element in PowerPoint.
  2. Open the drop-down menu on the callout that appears on top of the copied element.
  3. Click on Remove Link.
  4. The link between the Excel document and PowerPoint will be removed.
 
  • Removing the link for a cell will only be possible through the Links pane.

 

Links_Remove_link.gif 

Open an overview of the linked elements

  1. In Templafy ribbon, click on the Links icon (alternatively, click on View All the drop-down menu of the callout that appears when clicking on the linked element).
  2. The Links pane opens on the right side.
  3. The overview provides information about each linked element, their source file, and the last update.

Through the Links pane, you will be able to perform actions on the linked elements and access two different views summarizing them:

  • By slides (default view) 
    • Navigate through the linked elements through the presentation
    • Update, or remove the links on a presentation level
    • Update, or remove the links on a slide level
    • Update, edit, change the source, and remove the link on a single linked element level
  • By file
    • Navigate through the linked elements through the presentation 
    • Update, edit, change the source, and remove the links on an Excel file level
    • Update, edit, change the source, and remove the link on a single linked element level

Links_pane.gif

 

Link and fit to placeholders

 
  • Requires Productivity add-in version 7.1.460 or higher.

 

Enable Excel users to make linked charts and tables fit the size of placeholders in PowerPoint. When pasting a table into specific placeholders it will be possible to fit the table to the selected placeholder. 

How to use:

  1. In Excel, select the table or the graph that should be linked in PowerPoint
  2. Copy the graph/table
  3. In PowerPoint, select the placeholder in which the graph/table
  4. Paste the graph/table using (CTRL+V) or the main Paste button in the Office ribbon
     
    • Other pasting options such as right-click and paste will not work and will not display the Links call-out.

     

  5. Based in the placeholder type and the object type, click the arrow displayed next to Links and select the Link and fit to placeholder or Link and restore original size option.

 

Remove hyperlink formatting

 
  • Requires Productivity add-in version 7.1.460 or higher.

 

Enables users to hide hyperlink styling of linked cells in PowerPoint.

How to use: 

  1. After pasting cells from Excel to PowerPoint using Excel Links, Click Hide Links button from the ribbon OR click the Eye icon in the Links overview pane
  2. The hyperlink formatting from all linked cells will be hidden
    When a textbox containing a linked cell is being edited, the hyperlink will be displayed to remind the user that the underlined text is linked to Excel
 
  • If all linked cells should be underlined again, the above steps can be followed to bring the hyperlink formatting back.

 

 

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