how to open excel in presentation mode

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How to Enable Full Screen in Excel? 3 Simple Ways

(Note: This guide on how to enable full screen in Excel is suitable for all Excel versions including  Office 365 )

Have you ever felt that when watching a movie or while surfing the internet, the full-screen mode gives you a more immersive experience? Yes, full-screen mode is effective with almost every application ranging from entertainment to professional purposes. It enhances the way we look at data and improves user interaction. 

Did you know that you can expand the screen size in Excel for a better experience of the application? In this article, I will tell you how to enable full screen in Excel in 3 simple ways.

You’ll Learn:

Why Switch to Full-Screen Mode in Excel?

Using the ribbon display options, using the shortcut keys, using the quick access toolbar.

Related Reads:

How to Wrap Text in Excel? With 6 Simple Methods

How to Enable Excel Dark Mode? 2 Easy Methods

How to Create an Excel Slicer? 2 Easy Ways

If you are probably wondering why you would want to switch to full-screen mode, there’s probably more than one reason. In addition to giving you a full-screen user experience, Excel offers you some additional features:

• Enabling full screen in Excel hides the ribbons and the options tray. However, if you feel like there is a need for ribbons, you can enable and disable them anytime you like.
• Enabling the full-screen mode makes more space for rows and columns to be visible. In the Normal mode, you’d have 28 rows compared to the 37 rows in full-screen mode.
• For some applications, when you’re using them in full-screen mode, the application becomes view only, or you cannot use the program or some of its features. Whereas in Excel, you can use the application as you use it in the normal mode. 

How to Enable Full Screen in Excel?

Initially, there was an easy option to enable full screen in Excel with just the click of a button. You’d just have to navigate to View and in the Workbook Views section, click on the Full Screen. And if you wanted to exit the full screen, right-click anywhere on the screen and click on Close Full Screen.

But, this option is not available in Excel 2013 and the following versions like Excel 2016, Excel 2019, Excel 2021, and Office365.

However, there are a couple of additional ways and methods you can use to enable the full screen in Excel in the newer versions.

This is one way to enable full screen in Excel. When using this method, you don’t have to navigate to any specific ribbon or tabs.

• Click on the dropdown from Ribbon Display Options in the right corner of the ribbons tab.
• Click on Full-screen Mode .

• This immediately hides the ribbons and additional buttons on the Excel window leaving only the worksheets tab visible. 

• To disable the full-screen mode and return to the normal mode, click on the ellipsis button in the top-right corner of the window near the close button.

• This in turn enables the ribbons and the options tray.
• Again, click on the dropdown from Ribbon Display Options and click on Always show Ribbon .
• This reverts the Excel window to its normal mode. 

Note: You can see the taskbar appearing even when the full-screen mode is enabled. This is because the taskbar is a feature of the operating system and not an Excel function. If you want to hide the taskbar too, go to Taskbar Settings and check the checkbox for the Automatically Hide the Taskbar option.

How to Hide and Unhide Columns in Excel? (3 Easy Steps)

How to Stop Excel From Rounding? 4 Easy Ways

How to Freeze Rows in Excel? 4 Easy Steps

This is by far the easiest way to toggle between full-screen mode and normal mode in Excel. You can use the shortcut keys to enable full screen mode while using any operation or function.

• To enable the full screen in Excel, hold the Ctrl key and press the Shift + F1 altogether i.e. press the keys Ctrl+Shift+F1 .

• If you want to return to the normal mode, press the same keys ( Ctrl+Shift+F1 ) you used to enable the full-screen mode.

The Quick Access Toolbar offers a variety of options to perform a variety of functions all with just a click of a button. If you are a person who is comfortable working in full-screen mode and a mouse, then adding the full-screen button to the Quick Access Toolbar might be a better option.

• First, check if you have the Quick Access Toolbar enabled. If you cannot see the Quick Access Toolbar, click on the dropdown from Ribbon Display Options . From the dropdown, select Show Quick Access Toolbar .

• Once you can see the Quick Access Toolbar, click on the Customize Quick Access Toolbar option. Click on More Commands .

• This opens the Excel Options dialog box. From the Choose commands from dropdown, select All Commands .
• Scroll down until you see the Full Screen option.
• Select it and click on Add .

• This adds the Full Screen button in the Quick Access Toolbar.

• If you want to enable the full-screen mode, just click on the Full Screen button in the Quick Access Toolbar.

• If you want to exit the full-screen mode and revert to the normal mode, just press the Esc key. 

Suggested Reads:

How to Remove Spaces in Excel? 3 Easy Methods

How to Convert Text to Numbers in Excel? 5 Easy Methods

How to Insert Bullet Points in Excel? 5 Easy Methods

Frequently Asked Questions

How do i exit a full screen in excel.

To exit a full screen in Excel, try pressing the Esc key or use the same method you used to enable the full screen mode.

Why can’t I find the full screen option in Excel 2016 or Office365?

The option to enable full screen mode in Excel was only available in versions prior to Excel 2013. In Excel 2016 and later versions, you can only use the ribbon display option, shortcut keys, or by adding the full screen option to the Quick Access Toolbar.

If I close my Excel window, will it restore to normal mode?

If you enable the full screen mode in Excel, you can exit by pressing the Esc key. If it doesn’t work, you can save the file and hard quit by pressing the close button. If you open Excel, it opens in Normal mode.

Closing Thoughts

Full screen in Excel is a very helpful feature that greatly enhances the user experience. Once you start using Excel in full screen mode, you might fall in love with the experience.

In this article, we saw how to enable full screen in Excel in 3 easy ways. Depending on your preferences you can choose the method that suits you the best. 

If you need more high-quality Excel guides, please check out our  free Excel resources  center. Simon Sez IT has been teaching Excel for over ten years. For a low, monthly fee you can get access to  140+ IT training courses . Click  here  for advanced Excel courses with in-depth training modules.

Simon Calder

Chris “Simon” Calder was working as a Project Manager in IT for one of Los Angeles’ most prestigious cultural institutions, LACMA.He taught himself to use Microsoft Project from a giant textbook and hated every moment of it. Online learning was in its infancy then, but he spotted an opportunity and made an online MS Project course - the rest, as they say, is history!

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Home » Features » How to open embedded file during presentation

How to open embedded file during presentation

• November 8, 2013
• Features , Microsoft 365

The Location

Writing this blog sitting under this beautiful Auckland Sky Tower… Lovely weather.

• Let us say you are presenting  sales performance by month
• In a particular month, the sales is very low
• Someone asks you to show details of the transactions
• How do you do it?
• You have to stop the presentation, open Explorer and figure out where the file is
• Many things are against you right now:
• You are under stress… You may not find the file or find an outdated version Worse still, you may open some unwanted folder

Common mistake: Stuffing raw data into PowerPoint

We want to avoid such trouble during a presentation. Therefore, we try to solve the problem by trying to copy pasting the raw data into PowerPoint. Unfortunately, large amount of data cannot fit into the limited space available on the slide.

This is not really a limitation of PowerPoint. It is just that you are using the wrong approach. Here is the correct way…

The solution: Be Prepared

When you suspect that someone may question you on your summary data, you need to be prepared. How do you do that? You already know.

First step is to get the context of the original file into the slide. Use Paste Link, Embed or Insert Object

In either case, WHILE EDITING the presentation, you can write click on the pasted object and open the Excel file. What we really want is to have the same ability DURING THE PRESENTATION.

To understand how it is done, we need a small detour.

PowerPoint Presentation = Trigger + Action

I will cover this in detail in another article. But here is the shorter version.

A presentation contains slides. Each slide has various shapes and objects on it. When you run the presentation – PowerPoint shows the first slide and waits. When you click it goes to next slide … again waits … then you click – next slide … and so on till you end the presentation.

Is this a problem in word as well?

The CLICK is called the TRIGGER and MOVING TO NEXT SLIDE is the ACTION . In our case when we click on the slide containing the summary data, it simply goes to the next slide. If you right click, the menu now shows presentation related controls. The open worksheet command is missing.

The Solution: Insert Action

This is the time we change the default behavior of PowerPoint and ask it perform a DIFFERENT ACTION when we click on the Summary object. How to do that?

• Click on the Excel object (it could be Paste Link or Embedded or Inserted Object icon)
• Open Insert tab on the ribbon and choose ACTION
• As you can see the default action is DO NOTHING (which means do nothing special – do the default action – which is going to the next slide)
• Choose Object action and select OPEN

Now run the presentation and see what happens. On this slide, if you click anywhere outside the Excel data, it will just go the new slide as expected.

However when you move the mouse cursor over the Excel data, the cursor shape changes to indicate that it is a hyperlink. Click on it to open the Excel file.

Show the details and then press ALT TAB to come back to the presentation. It is still running undisturbed.

Next article: PowerPoint and Psychology

Although this method works with inserted objects, there is a practical problem there. In fact there is a psychological problem.

What is the problem?

Inserted Object is shown as an icon. Therefore, your audience knows that you have a collateral file. So even if they have no reason to trouble you, they may just ask you to show the file. You don’t want that to happen. Why ask for unnecessary trouble?

We will handle that interesting situation in the next article.

• Copy Paste , Excel , Office , PowerPoint

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Activating an Excel workbook during a presentation

by Echo Swinford | Jan 1, 2011 | PPT 2002-2003 , PPT 2007 , PPT 2010 | 16 comments

Clients and others occasionally ask how to open an Excel file by clicking on it from within a presentation. Of course, they can always open the Excel file in the background and use Alt+Tab to switch to it. Or they can add a hyperlink to the Excel file and click the link when they’re in slide show view.

These will both work but they’re not always perfectly seamless, so my favorite way to do this is to use an OLE Action animation to activate the workbook on top of the presentation. Here’s how to do it.

Insert the Workbook The workbook can be embedded or linked – it doesn’t really matter. If you’re linking, it’s generally better to keep the Excel file in the same folder as the PPT file, and of course you must have the Excel file available when you present. To insert the workbook, do the following:

• Choose Insert | Object .

• Tick the Link box if you wish to link to the file as opposed to embedding it. Click the Display as icon box if you want.

(This process and dialog box is the same in all versions of PowerPoint.)

Apply the Animation In PowerPoint 2010, do this:

• Select the worksheet or Excel icon on the slide

• At the very bottom of the gallery, choose OLE Action Verbs , then choose Open

In PowerPoint 2007, do this:

• On the Animations tab, click the Custom Animation button to open the Custom Animation pane
• In the Custom Animation pane, click Add Effect | Object Actions | Open

In PowerPoint 2003, do this:

• Right-click and choose Custom Animation

Set up a Trigger Animation You can skip this step if you want. If you do skip it, then the Excel workbook animation will work like most other animations – it will start when you click the mouse. That means the Excel workbook will open when you click the mouse. Creating a trigger animation means you must click on the spreadsheet to activate it. A random mouse click – that is, one that doesn’t click on the spreadsheet – will simply advance the slide as usual.

In PowerPoint 2010:

• On the Animations tab, click Trigger | On Click of |  <the Excel Object>

In PowerPoint 2007 and 2003:

• Right-click the Object Animation in the Custom Animation pane and choose Timing
• On the Timing tab of the OLE Action dialog, click the Triggers button
• Choose Start Effect on Click of | <the Excel Object>

Test Be sure to test the animation. Run your presentation and then move your mouse over the spreadsheet or Excel icon. If you set up the trigger animation, your mouse should turn into a hand when it’s ready to activate the Excel file. Click, and the workbook should open so you can add data, explore the pivot table, whatever.

16 Comments

Very Helpful for Excel 2007

Oh, good, glad to hear it!

Very nice illustration . . . .

Would you know a way of being able to “use”animation to change details while in presentation mode. I created slicers in excel 2010 and have them within a page in my presentation. but when I switch to presentation mode, I can’t click on the slicers to effect the change. Best effort is to switch in an out of presentation mode which kills the effect. Any ideas??

very good & helpful presentation

Fantastic, I was scratching my head and had a few minutes to fix this. I was then asked “how do you do that?” and I looked like an expert 🙂

Please advise how to return to the power point presentation after I have used the icon to activate the Excel file. Would like to return to the ppt file and on to a second Excel file.

Hm. Alt+Tab will let you tab through all open programs and take you back to your presentation.

I don’t have time to test this right now, but maybe try hitting Esc. Or just close the workbook.

If my excel file has many sheets,how I’m able to insert all of the sheets into different slide one by one? Because everytime I try it can only insert one sheet, Please help..thanks

Thanks, you description is really very useful. Thanks once again

This is very helpful. I tried on PowerPoint 2013 and it worked perfectly. Thank you for sharing this information.

Thanks a lot

Thanks a lot.Its really working..

Thanks. It was very helpful.

Good advise. Helpful. Thanks

Thank you! It was driving me mad.

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Viewing Your Work Full-Screen In Excel

Key takeaway:.

• Full-screen viewing in Excel maximizes your workspace: By removing toolbars, ribbons, and other distractions from the screen, full-screen viewing gives you a larger workspace to view and analyze your data.
• Full-screen viewing improves focus and concentration: By eliminating unwanted distractions, full-screen viewing can help you concentrate on your work and improve your productivity.
• Full-screen viewing enhances visualization and analysis of data: With more screen real estate, you can view and analyze your data more efficiently, especially when working with large datasets or complex graphs.

Struggling to view your Excel spreadsheet in full-screen? You don’t need to worry anymore. This article outlines simple steps to help you quickly enable full-screen view in Excel, making your workflow far more efficient.

Overview of Full-Screen Viewing in Excel

In Excel, you have the option of viewing your work full-screen, which maximizes the visibility of your spreadsheet. This feature is useful when presenting to an audience or working on a larger screen, as it reduces potential distractions. You can easily switch to full-screen view by selecting the appropriate option in the “View” tab or by using the keyboard shortcut. Once in full-screen mode, you can still access all of Excel’s functionality. Additionally, it is also possible to exit full-screen view just as easily.

When opening an Excel spreadsheet or working on one, you might be interested in maximizing the visibility of your content. One way to achieve this is by switching to full-screen view. You can do this by either selecting the option under the “View” tab or using the keyboard shortcut . Full-screen view is an excellent tool for presentations or simply working on a larger screen. It allows you to eliminate possible distractions and de-clutter the workspace. You can always exit full-screen view and return to normal view without losing any functionality.

It’s worth noting that full-screen view doesn’t modify any data in your spreadsheet nor does it prevent you from performing any operations . Instead, it is simply a visual tool that can be utilized whenever you wish. When exiting full-screen view, Excel will automatically save your progress.

Don’t miss out on the convenience of full-screen view in Excel. Impress your audience or simply enjoy working on a larger screen by utilizing this feature.

How to View your Work Full-Screen in Excel

View work full-screen in Excel? Let’s focus! Maximize the Excel window or use full-screen mode. That gives more space to work with and reduces distractions. Two sub-sections show how: Maximizing the Excel window , and using full-screen mode . There you have it!

Maximizing the Excel Window

When working on Excel, it is important to utilize the full-screen view to maximize your workspace. Here’s how to do it in Excel.

• First, find the “View” tab located at the top of your Excel window.
• Click on “Full Screen View” under the “Workbook Views” section.
• Finally, once you’re done working on full-screen mode, press the “Esc” key or click “Restore Down” to go back to regular viewing mode.

Using full-screen view on Excel can help minimize distractions and allow you to focus on your task at hand. It also makes it easier to navigate through large spreadsheets with numerous columns and rows.

Pro Tip: Instead of having extra toolbars showing in your Excel window, use keyboard shortcuts for fast navigation and efficient work. Get ready to say goodbye to distractions and hello to productivity with Excel’s full screen mode.

Using the Full Screen Mode in Excel

To optimize your Excel viewing experience, we recommend utilizing the full-screen mode. Maximize your workspace with this tactic and improve focus on important data . To do this, click on the View tab at the top of the screen and select Full Screen from the drop-down menu.

Once you have selected Full Screen mode , all distractions will be eliminated from view and only the sheet being worked on will be visible. There will be no ribbon or window frame to take up any space. For a quick transition in and out of full-screen mode, use shortcut keys “ command control F ” on Macs or “ alt enter ” on PCs.

It is essential to note that in full-screen mode, some keyboard shortcuts may not work as expected. Nonetheless, it does provide an increased visibility without losing a table’s context with auto-filtering options still available.

Did you know that there are many Excel add-ins that can enhance productivity? Check out Microsoft’s official Excel Add-ins web page for more information.

Get ready to see your spreadsheets in a whole new light and say goodbye to squinting with Full-Screen Viewing in Excel !

Benefits of Full-Screen Viewing in Excel

Maximize your Excel work! View it in full-screen mode for improved focus and concentration. This aids efficiency and helps you avoid distractions. Plus, it boosts data visualization. Easily identify trends and insights!

Improved Focus and Concentration

Optimizing the view of your Excel spreadsheet to occupy the entire screen has been proven to enhance concentration levels and focus. As our brains are wired to give priority to the primary stimuli, filling the screen with data helps cut out external distractions.

With a full-screen view, all minor details can be put aside, leaving only what’s essential in focus. This leads to fewer mistakes and improved accuracy since there are no visual disruptions while working on tasks requiring analytical and problem-solving skills. Maximizing your screen allows for a more unobstructed display of data that enables you to concentrate on one thing at a time.

Furthermore, as we shift from managing paper spreadsheets to digital ones, it’s essential to optimize viewing screens for maximum productivity. By utilizing this feature, individuals can focus better and have fewer interrupted workflow sessions.

In one instance, a financial analyst was having trouble keeping up with their demanding schedules due to constant interruptions caused by incoming emails and notifications while working rapidly through their Excel spreadsheets. The individual found that using full-screen mode not only helped remove any outside distractions but also allowed them to keep track of vital metrics without jumping between different windows or programs- making their work-life much more comfortable.

Get ready to see Excel the way it was meant to be seen – full screen and fully loaded with data analysis power!

Enhanced Visualization and Analysis of Data

Enhancing Your Data Analysis and Visualization Experience

Excel is a powerful tool for data analysis and visualization. Utilizing Excel’s full-screen view feature can significantly enhance your experience by providing a larger and clearer display of your work.

Using the full-screen view feature also provides a more immersive experience that helps reduce eye strain and improves concentration. This feature can be enabled through the View tab in the Excel ribbon.

Don’t miss out on optimal productivity when analyzing massive amounts of data in Excel! Enable full-screen viewing today and see an improvement in your productivity. Start enjoying the benefits of enhanced visualization and analysis now!

Get ready to experience Excel in its full glory with these tips for optimizing your full-screen viewing experience.

Tips for Optimizing Full-Screen Viewing Experience in Excel

Maximize your Excel viewing pleasure! Tweak settings to get the most out of your screen. Speed up your work with shortcuts and hotkeys. Follow these hints to boost productivity and be more efficient .

Adjusting Excel Settings for Optimal Full-Screen Viewing

To fully optimize your Excel Full-Screen Viewing experience, you will need to make some adjustments to the settings. Here’s how to do this in a professional and informative manner:

• Customize the Quick Access Toolbar : The Quick Access toolbar is located at the top left corner of your screen and contains frequently used commands. By customizing it, you can easily access essential commands needed for full-screen viewing.
• Choose the Best View : There are various view options in Excel such as Page Layout, Normal, and Page Break Preview that offer different views based on your preference. Experiment with each one to see which suits your work best.
• Change Zoom Settings : Zoom in and out of worksheets to achieve optimal readability while working on them in full-screen mode.
• Adjust Display Options : Fine-tune display options to change excel background color, gridlines, headings, fonts etc., for easier navigation of data within the software.

It’s important to note that optimizing each setting can improve both productivity and overall user experience while working on large excel documents and spreadsheets that require extensive use of formulas and data manipulation techniques. By maximizing these settings you avoid missing out on Excel’s full suite of visualization tools which – as any expert will know – can mean missing out on important insights.

Utilizing Excel Shortcuts and Hotkeys for Efficient Workflow.

Optimizing your workflow by using Excel shortcuts and hotkeys can help you save time and boost productivity. By leveraging these efficient techniques in Excel, you can streamline your work process to achieve better results quickly.

Here’s a 4-step guide on how to use Excel shortcuts and hotkeys for efficient workflow:

• Learn the most commonly used shortcuts: Familiarize yourself with the most frequently used keyboard shortcuts such as Ctrl+C (copy), Ctrl+V (paste), and Ctrl+Z (undo) .
• Customize your own shortcuts: You can create custom keyboard commands that suit your specific needs. For instance, you may assign customized keyboard shortcuts to frequently-used tools.
• Create Macros: Macros are a set of instructions that automate repetitive tasks. Creating macros enables you to perform complex operations with a single keystroke.
• Select range or data quickly: You can select a row or column by pressing the Ctrl+Shift+arrow key . Using the Shift+F8 hotkey allows you to activate the “extend selection” mode, enabling you to select non-adjacent cells simultaneously.

In addition, mastering advanced Excel Keyboard Shortcuts, like moving between sheets, activating formatting options will further increase efficiency when working on spreadsheets.

Using Excel shortcuts is not only an excellent way of saving time but also helping avoid errors that could occur during manual processes.

Have you ever spent hours performing repetitive calculations without knowing there was a shortcut?A client once told me he’d been completing financial reports for months before discovering an easier way via hotkey mapping.

Five Facts About Viewing Your Work Full-Screen in Excel:

• ✅ You can enter full-screen mode in Excel by pressing the F11 key on your keyboard. (Source: Excel Jet)
• ✅ Full-screen mode maximizes the Excel window, hiding the ribbon, scroll bars, and formula bar to give you more space to work. (Source: Tech Community Microsoft)
• ✅ You can exit full-screen mode by pressing the Esc key or pressing F11 again. (Source: Tech Community Microsoft)
• ✅ Full-screen mode is ideal for presenting Excel data to others or for working with large spreadsheets and pivot tables. (Source: Excel Easy)
• ✅ Full-screen mode is available on all versions of Excel, including Excel for Mac and Excel Online. (Source: Excel Campus)

FAQs about Viewing Your Work Full-Screen In Excel

What is full-screen view in excel.

Full-screen view in Excel is a feature that allows you to maximize your working space by taking Excel to the full size of your screen. This allows you to have a clear and better view of your work, enabling you to work more efficiently.

How can I enter full-screen view in Excel?

To enter full-screen view in Excel, click on the View tab on the top ribbon, then select Full Screen. Alternatively, you can press the F11 key on your keyboard to enter full-screen view.

How do I exit full-screen view in Excel?

To exit full-screen view in Excel, simply press the Esc key on your keyboard. Alternatively, you can click on the View tab on the top ribbon, then select Exit Full Screen.

What are the benefits of viewing my work full-screen in Excel?

Viewing your work full-screen in Excel has several benefits, including a more productive and focused work environment, a clearer and better view of your work, the ability to work on multiple spreadsheets without distraction, and the ability to easily switch between Excel and other applications.

Can I still access the Excel ribbon in full-screen view?

Yes, you can still access the Excel ribbon in full-screen view by moving your cursor to the top of the screen. This will reveal the Office ribbon, where you can access all the features and functions of Excel.

Is it possible to view two or more spreadsheets side by side in full-screen view?

Yes, it is possible to view two or more spreadsheets side by side in full-screen view. To do this, click on the View tab on the top ribbon, select Arrange All, then choose whether you want to view your spreadsheets horizontally or vertically. This will allow you to work on multiple spreadsheets simultaneously in full-screen view.

Microsoft Excel

11 minute read

11 Best Excel Presentation Tips in 2024

Brandon Pfaff

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There’s more to a spreadsheet than just the numbers on the page. It is equally important to make your spreadsheets look professional, easy to read, and visually appealing to your viewers.

The same way a lawyer with a crooked tie and disorganized papers might raise an eyebrow in court, your Excel presentation won’t hit the right marks with your audience if it looks clumsy and bland, no matter how many hours of research goes into making it or how important the information contained within it is.

Whether you are creating a spreadsheet for personal use, to pass information to your team or share with your project manager, the secrets locked away in this post will be of immense use to you. Let’s take a look at the best Excel presentation tips to help you create standout spreadsheets .

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1. Get a template online

If you are a busy person, and you cannot fit an Excel presentation design into your schedule, enter the ex machina: pre-made Excel templates. You can choose from an array of purpose-specific templates with beautiful designs, fonts, and colors. Simply enter your values to customize it, and you are ready to go.

Of course, using a template means you will not get better at designing things yourself. If getting things done is your priority instead of getting better at designing presentations, then, by all means, use a template and be done with it. On the other hand, if you want to know how to make your Excel presentation better on your own, then find someone to teach you or stick around until the end of this post.

Check out our 50 best Excel templates to make your life easier  and our  33 Excel business templates for workplace productivity .

2. Name your worksheets correctly

Excel presentation is all about clarity. For this single reason, the importance of a correct and reliable project or worksheet name cannot be overemphasized. It could be a sentence, a phrase or just a word. Just make sure it is easy to understand by you or by anyone you will be sharing the file with.

You also must make sure it is distinct from the names of other worksheets stored on your computer. After all, what is the use of all the tips you will learn here today if you will not be able to find the worksheet you applied them on?

3. Define your header/title

Your header and title can be anything but it needs to stand out. Your header must be able to speak to the reader and make the reader know at first glance what the header is.

To do this, try a larger font for your header, underline and embolden it. You should center align it and use a different font color. It has to stand out but also blend with the template color scheme and overall aesthetic look. You can also use a different readable for your header. Just remember, we want to make it distinct, not isolated.

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4. Dos and don'ts of fonts

Full transparency: Fonts make or break your spreadsheet. Always use a uniform font for your data, you can use the same font for your header or you can change that of the header. You can use three fonts in a single presentation and that is the recommended maximum, else you would be pushing it. In this case, less is infinitely better.

These are the guidelines to follow in selecting the right format for your font.

Here is a quick tip, fonts of the sans-serif group are the best for your Excel spreadsheet if readability is your goal. Calibri, Helvetica, Arial or Playfair are few examples. If used with the right alignment, spacing, and color, they can bring out the best in your Excel presentation.

This ultimately depends on your presentation but officially, font 12 is often advised with double spacing to improve readability. As stated earlier, the header font can be larger. The headers should be larger than sub-headers which in turn should be larger than data fonts.

You want to create a sharp contrast between the text color and the background colors e.g. a light color text on a dark background and vice versa. This is where the "zebra stripes" rule comes in, which will be discussed later in the post.

People don’t often use the alignment tool in Excel. If you want to make your presentation look beautiful and business-like , you will need to maximize the alignment feature.

5. Create space for breathing room

When you see tightly packed, clumsy or wordy text or spreadsheet, your brain automatically gets tired of reading it before you even start. But when there is breathing space and the spreadsheet is divided up into categories, it becomes more pleasant to the eyes and ripe for interpretation by the brain.

This brings us to the B2 rule. Try to start your presentation on column B, row 2. Leaving the A column and the first row blank. It works like magic. You should also make sure that the column and row dimensions are the same.

Additionally, don't autofit the height and width of your document. You need to have flexibility and creative control of your workspace. Instead, manually adjust the height and width so that they have just enough white space but not too much to give your presentation some breathing room and improve readability.

6. Add an image

Whether it’s a photograph, an artistic sketch or your logo, images go a long way in making your spreadsheet better. Images make your presentation look official and possess the professional feel in many of the beautiful presentations you have seen. Pictures speak a thousand words. While Excel is not designed to accomplish the kind of presentation you can make in PowerPoint, a picture will help you to drive the point home and make your presentation memorable.

7. Go off the grid

Do you know that erasing all grid lines apart from those of your result will have people asking how you did it and if you used the same Excel software they use? Try it today. In your spreadsheet

Go to the View tab on the ribbon.

• Under the Show section, uncheck the box next to Gridlines .

8. Zebra stripes: Excel jungle law

Zebra stripes are alternating dark and light colors on rows lying on top of each other. This helps in a number of ways. First, it has this aesthetic feel that makes your work seem orderly, especially if you are displaying hundreds of rows of data. Second, it helps correlation and readability. A reader can track a row from the right-hand side to the far left and not lose track of what row his or her eyes are set upon.

You can zebra stripe using many methods. When you create a table in Excel, by default this will be zebra striped (Tip- select your data and use the shortcut Ctrl + T on a PC or ^ + T on a Mac to quickly create a table). On the Design tab, under Table Styles, you can change the color and style of your zebra stripes.

It can also be done using a formula in conditional formatting if desired. Conditional formatting is done by highlighting values that satisfy certain requirements (e.g. all odd-numbered rows). It can be copied from cell to cell using the painter tool in the Home toolbar.

9. Use charts, tables , and graphs

Most presentations are incomplete without some form of visual representation. Whether table, graph or chart, you need to visually represent your raw data in mediums that would be understood in a single glance. Charts, graphs, and tables should not be underestimated, especially if you have cumbersome data spanning many columns and rows.

In the Excel ecosystem, the chart, graph, and table features are like symbiotic siblings. You need them to bring out the beauty in the brevity of your work.

10. Create cell styles

Excel has many preset cell styles but you can create your own custom styles that will be more customized, and easier to use and edit because you created it. This is actually an alternative to getting a template if graphics consistency is your goal. After creating a beautiful spreadsheet with the above information, you can save the style so that you can apply it to future presentations.

Now your presentation is perfect with the right feel and style. Simply highlight the cells with your design for saving, then go to the Home toolbar, click on "more" at the base of the style gallery, then select "new cell style". A style dialog box will open, name the style, edit its properties and save.

If it isn't broken and it works efficiently, why change it? You can, however, add a touch of variability by changing the color palette from time to time.

11. Show restraint

You have learned all of these tips and you are ready to start your presentation -  be careful of overdoing it. Use color sparingly and don't combine too many tips at once. You need to tread the fine line between underwhelming and too much to find the "just enough" middle ground. Make sure your presentation is perfectly balanced, as all things should be.

Ultimately, the way your Excel presentation turns out depends on how well you communicate your data to your audience. Although, it does help to know the psychology of colors, good fonts. Browse beautiful spreadsheet presentations online to figure out what the "best" looks like. But at the end of the day, the ball is in your court and we hope that your dedication to practicing, sharpening and perfecting your presentation skills in Excel will be rewarded with cheers.

Ready to design your own Excel presentations?

If you would like to sum up the data on your Excel spreadsheet so that its insights are conveyed in a straight-forward manner, then follow this step-by-step guide. You’ll end up with a presentation that summarizes your data in a way that’s painless to analyze.

If you’re eager to brush up on your Excel skills, check out our Excel course and master the fundamentals to boost your productivity.

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Brandon is a full time CPA specializing in all things tax. When he is not serving clients, he enjoys spending time with his wife and son, real estate investing, and sipping fine bourbon.

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• Use Presenter View Video
• Add speaker notes​ Video
• Practice and time your presentation​ Video
• Record a presentation Video
• Print a presentation Video

Use Presenter View

PowerPoint Presenter View shows you the current slide, the next slide, and your speaker notes, to help you focus while presenting and connect with your audience. 

Select the Slide Show tab.

Select the Use Presenter View checkbox.

Select which monitor to display Presenter View on.

In Presenter View , you can:

See your current slide, next slide, and speaker notes.

Select the arrows next to the slide number to go between slides.

Select the pause button or reset button to pause or reset the slide timer in the upper left.

See the current time to help you pace your presentation.

Select the font icons to make the speaker notes larger or smaller.

Select the annotations pen icon to draw on the screen in real time, or select a laser pointer.

Select the thumbnail icon to see all the slides in your presentation and quickly jump to another slide.

Select the magnifying glass icon to zoom in on a particular part of a slide.

The screen icon let's you make the screen temporarily black to focus the attention on you.

Select END SLIDESHOW when you're done presenting.

Start the presentation and see your notes in Presenter view

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PowerPoint, click and open external file during presentation

is it possible? During presentation on some slide I click on some part of the slide and then the OS opens some external file with its associated program.

• microsoft-powerpoint

• What sort of file? –  ChrisF Jan 16, 2010 at 17:18
• it is whatever kind of file. i.e., PDF, etc. I am using mac office 2008 and it should work with "inser hyperlink" but it does not! –  asdf Jan 16, 2010 at 17:27
• 1 for solving the problem one has to put the linked files on the same folder than the presentation file. otherwise one gets problems –  asdf Jan 16, 2010 at 17:45
• Yeah ideally one could embed the file in the ppt but this does not seem to be possible. –  Timmmm Oct 18, 2013 at 13:29

2 Answers 2

Just right-click on an object (image, text, etc.), select "Hyperlink..." and then select the file you want opened. Note that clicking the object only works in presentation mode.

At least in PowerPoint 2013 you cloud use following technique:

edit: Sorry, I thought this was about opening embedded file.

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How to create your presentation using Excel?

Hrideep barot.

• Presentation

MS- Excel, widely known as Excel, is famous for its spreadsheets and data handling. But little has been explored of this wonderful software other than the standard features.

Do you know that you can create and give your presentation using Excel? Are you curious of how to create a presentation in Excel?

Read till the end to get familiar with the steps and bonus tips in the end!

This is our game plan for this article.

Is excel presentation a good choice?

Step 1: choose a template, step 2: create slides, step 4: remove the grids, add a background picture, add colors to your data, font size matters, make use of cells, title slide, conclusion slide, product sales, comparative analysis, financial resolution or budget proposal, who all can benefit through excel presentations, does excel have presentation mode, how to export excel presentations.

Now, you might wonder: how can a simple spreadsheet be made presentable, especially a business report or pitch?

Well, using Excel might be more advantageous than you think. Here’s why:

Although PPT or PowerPoint Presentations gives a wide variety of options and templates to choose from, it can sometimes be too stretched out or contain lots of information that can be overwhelming.

Often, the main agenda of the presentation gets blurred, as we tend to emphasize and explain each and everything on the PPT.

If you want to give a crisp, short and effective presentation, then consider going for an Excel presentation.

There are fewer chances of your audience losing focus, as you emphasize only the needed information, especially if you are presenting a business report.

You will also save time of giving and making your presentation.

Now that you know why Excel is a good choice, let us see how we can use an Excel sheet in a presentation.

Creating a presentation in Excel

Creating a presentation in Excel can be the easiest way of making a presentation.

Follow these steps to make your presentation in excel:

The first step is to choose a template that goes with the aim of your presentation.

If your aim is to give a business presentation, you can go for templates like the ones seen in the above picture.

If you aim to present a business idea or budget, then you can choose templates such as planner and checklist or expense budget.

Choosing the right template would make things easier for you and your audience.

You might wonder how can I possibly create a slide in excel? Isn’t that a feature of PowerPoint?

Well, the idea is to create one similar to PowerPoint.

By using the sheets as slides, one can easily create an impactful presentation.

Make sure to name the sheets, and arrange them in order to give a smooth presentation.

Step 3: Organize your data

Now enter your required data and arrange it.

Simply select the required data by pressing the SHIFT key and use the ARROW keys to select.

Then, click on the Insert option from the menu tab and click on the Recommended Charts.

Now, select the type of chart you want.

Here are some possible options:

If you have data that depicts a financial report, and you want to explain the profits annually, then go for Line Graphs.

Remember to name your chart. You can click on the chart title to rename it.

If you want to present a monthly report on the expenses, then go for a pie chart.

Pie charts fit well when you present on a single aspect or topic.

Tables work for almost all purposes.

However, the information presented needs to be simple and short.

You can do this by making colored tables.

You can select your data, and from the Page Layout option from the menu, browse the themes and colors.

Go for lighter tones, as they look aesthetic and professional as well.

Also, the audience won’t find it difficult to read the data, which can happen if you use darker colors.

One of the main features of Excel are the grids, i.e., rows and columns.

Our last step is to get rid of the grids, as they can distract the audience and you may also run the risk of giving a shabby presentation.

To remove grids, go to the Page Layout option in the menu tab and unselect or uncheck the boxes under Gridlines and Headings.

After this step, your presentation would seem as if it was made using a PPT!

Tips for making a creative and professional presentation using Excel

Level up your presentation by setting a background picture in your Excel sheets!

In order to do this, go to the Page Layout and click on Background.

You can choose any of your saved pictures or choose from almost infinite options by searching one.

After you choose your picture, click on insert and your background picture is ready!

Last step is to remove the gridlines for a clean presentation.

You can also remove Headings and Formula Bar by unchecking them from the View tab.

It is quite a task to locate and understand data when everything is of the same color.

In other words, when you have a single color, say white, the audience would be busy tallying the data from right to left and not be able to concentrate on your presentation.

To resolve this issue, make your tables with two color tones.

You can choose them from Themes in Page Layout.

Here is the final result:

This table would take less time to locate the data in one row, as the color makes the task easy!

I bet you took some time to read this, especially if you are looking from a laptop or PC.

Did you feel any difference?

Your eyes were strained as you tried to read what was written.

Hence, make sure to have a decently larger font for making your information visible to everyone as not everyone sees your presentation from the same proximity as you.

If you don’t want a background picture, you can go for an image.

For adding an image, go to Insert and click on Illustrations.

You can add pictures, shapes, icons, 3D models and many more.

Remember to uncheck the Gridlines and Headings, before adding the images.

Cells in a spreadsheet can be used in creative ways.

Apart from entering data and doing calculations in a breeze, they can be turned into text boxes!

So make use of them as far as you can.

You can add in the main heading in the first sheet along with a background picture.

You can also use cells for short descriptions or notes below the tables or data for better comprehension for the viewers.

This is very important for all types of presentations and not just for Excel.

The main reason to categorize is to avoid “data dump”.

This happens when you put in too much information in one chart or sheet.

You might get confused or zoned out while presenting, and it is overwhelming from an audience’s perspective as well.

So, divide your data into various sheets and name them, ensuring they are in right order.

Doing so will also give your presentation a better clarity.

Sample Excel presentation

Suppose you are from the Sales department and are asked to give a presentation to the senior executives about the current vaccination drive status and future prospects.

Considering the period to be Jan-June 2021, here is a possible sample of how you can go about giving your presentation using Excel:

Here you can talk about your views on how the organization should carry forward the vaccination drive, and give suggestions on how to do it more efficiently.

What are some good Excel presentation topics?

Excel is a good medium to present product sales. The sample presentation above is a type of product sales.

It gives the organization a clear idea of the direction of the sales of a product and planning further marketing strategy.

If you have just begun your journey as an entrepreneur or are in the sales and marketing field, here is a useful article for you to enhance your skills of giving a business pitch to your clients! Pitch Perfectly: Crucial Public Speaking Tips for Startup Founders

Some topic ideas for product sales can be:

• Annual product review in XYZ branch
• Sales review of XYZ product
• Review of top-selling products in XYZ zone
• Sales promotion review 2020-21

Comparative analysis can be presented using Excel most effectively.

You can show data in simple charts and graphs, and compare the metrics using parameters such as time( weekly, monthly, annually) or regionally( within a company or branch, across branches, or internationally).

Some topics you can consider:

• Comparative analysis of student population taking XYZ stream/course
• Analyzing weekly donations to XYZ foundation
• Regional analysis of reported crimes in XYZ state
• Health and hygiene: A correlational study

Excel is a go-to application when it comes to finances.

With its easy tools and graphics, you can present budget proposals and financial resolutions with utmost ease.

You can consider these topics:

• FDIs for the year 2018-22
• Shares review 2020-21
• Annual review: Financial department
• Funds report: XYZ branch 2020-21

Although Excel is a great tool, it is not suitable for every type of presentations and professions.

It is an excellent medium for those engaging in quantitative data such as:

• researchers
• sales and marketing
• data analysts
• corporate executives
• logisticians, etc.

You can present your data in full-screen mode or presentation mode in Excel!

To do this, go to the View tab and select Full-screen mode, or press CTRL+ SHIFT+F1.

To go back to normal mode, right-click and choose the close full-screen option, or click on the three vertical dots on the top of the screen.

To export your Excel presentation, follow these steps!

STEP 1: Go to Files tab and select Export option.

STEP 2: In Export, click on create PDF/XPS document and name your file.

STEP 3: Click on Publish. Done!

Although we went through the steps of making an Excel presentation, do not leave the other aspect out!

Your body language and delivery style also matters!

If you are confused on what approach to take regarding body language while giving a speech, follow this article! To walk or stand still: How should you present when on stage?

For preparing your voice, follow along How to prepare your voice for a speech: Step-by-step guide .

We took a look into the steps for creating a creative and effective Excel presentation in just 4 steps!

Hope that the steps and tips would make your next Excel presentation a success and completely reinvent the way Excel is seen!

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How to switch to Excel full screen mode

by Ilker | Feb 26, 2020 | Excel Tips & Tricks

Excel’s toolbar and Ribbon contain many features and shortcut icons that are aimed for improving productivity. On the other hand, these icons actually take a lot of space in your screen. Thus, your work space becomes a bit more limited. A full screen, or close-to-full-screen view can greatly increase the work area visibility. In this guide, we’re going to show you how to switch to Excel full screen mode.

Excel versions have different type of full screen approaches. Let’s see them all.

Switch full screen mode in Excel 2016 and higher versions

When the Excel window is active, press Ctrl + Shift + F1 on your keyboard to switch full screen. Although, the Mac version doesn’t have a dedicated shortcut, you can use the generic Control + Command + F to make the window full screen. However, the Ribbon will stay.

Ribbon Icon

By default, Excel doesn’t have the Full Screen icon in the Ribbon. However, this command can be added manually. Follow the steps to open Excel Options and add the command into the Ribbon.

• Right-click on the Ribbon and click on the Customize the Ribbon , or go to File > Excel Options > Customize Ribbon
• Select All Commands in Choose commands from dropdown
• Scroll down to the commands list until you find Full Screen and select it
• Click the New Tab button on the right side of the window to add a new tab into the Ribbon. Excel also adds a group under the new tab.
• Optionally you can rename the new tab and the group using Rename
• Click Add when Full Screen is selected
• Click OK to apply your changes

After these steps, you can find the Full Screen command under the new tab in the Ribbon.

Another way to enable or disable the full screen mode is using a simple VBA code. The Application.DisplayFullScreen property value defines the full screen mode. Give True to switch to full screen. Alternatively, you can set it to False to return back to the normal view.

Here are sample codes:

Switch full screen mode in Excel 2013

Excel 2013 actually does not support a full screen mode, and we do not know why it may have been removed from the 2013 version. However, you can hide the formula bar and the Ribbon to mimic the same functionality.

To hide the Ribbon, press the Ctrl + F1 keys, or right-click on the Ribbon and click on the Collapse the Ribbon item.

You can find the option for hiding the formula bar on the View tab. Uncheck the Formula Bar checkbox to hide.

You can inf more information about hiding the formula bar in How to hide and unhide formula bar in Excel .

Switch full screen mode in Excel 2007 or 2010

The Full Screen command can be found on the View tab in the Ribbon.

Press the Esc key to exit from the full screen mode.

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How to Embed an Excel File in PowerPoint (5 Easy Ways)

Here’s an overview of how data will be presented from Excel into PowerPoint.

How to Embed an Excel File in PowerPoint: 5 Suitable Examples

Let’s assume we have a “ Sales Data for Fruits ” dataset, which includes the Product ID , Fruits , States , and Sales amount under columns B , C , D , and E respectively.

Method 1 – Embedding an Entire Excel File in PowerPoint

• Select the Insert tab on the Ribbon  in PowerPoint.
• Click on the Object command on the Text group of commands.

• In the Insert Object dialog box, click on the radio button of Create from file option.
• Choose the Browse… button.

• In the Browse window, select your desired file and click OK .

• You can see your file path and name in the highlighted box. Click OK .

Note: Don’t check the box before the Link option to embed the Excel file .

Make sure to attach your intended data on the first page of the Excel file.

Read More: How to Perform Excel to PowerPoint Automation

Method 2 – Embedding a Section of Excel Data in PowerPoint File

• Open the Excel file and select the range of data (e.g. C4:E14 ) you want to embed.
• Press CTRL + C on your keyboard to copy this range.

• Open your PowerPoint slide and navigate to the Home tab.
• Click on the Paste drop-down option and then click on Paste Special .

• Select Paste and click on Microsoft Excel Worksheet Object . Press OK .

• The selected range is copied to the presentation file.

Method 3 – Utilizing Embed Command to Add Unlinked Excel File

• Select the dataset (e.g. B4:E14 ) and right-click.
• Click on the Copy command from the context menu.

• Use the Paste drop-down option in PowerPoint.
• Choose Embed (E) from Paste Options .

• The output in PowerPoint is as follows.

Method 4 – Applying Camera Gadget Tool to Embed Data as Image

• Click on the triangular-shaped Customize Quick Access Toolbar icon and select More Commands .

• This will bring a dialog box as follows. Click on the drop-down icon beside the Popular Command bar to get more options. Then pick Commands Not in the Ribbon from the available options.

• To bring the Camera tool to the right side, select Camera and click the Add button in the middle.

• This will allow you to have a Camera icon in the Toolbar . Now you’re ready to take snaps of the selected area by using the Camera tool.

• Select the region you want to copy and press the Camera icon.

• Left click anywhere to get an image.

• Copy the image by selecting it and pressing Ctrl + C command.
• Paste the output in the presentation slide as follows:

• Remember that the embedded portion is an image.

Read More: How to Link Excel Data to PowerPoint Chart

Method 5 – Embedding an Excel Chart in PowerPoint File

Charts are perhaps the most commonly-used Excel format in PowerPoint.

• Copy the Excel chart with Ctrl+ C command.
• Paste the chart into the PowerPoint slide by using Keep Source Formatting & Embed Workbook , one of the Paste Options .

Finally, the output in the presentation slide is as follows:

Embed Vs. Link an Excel File in PowerPoint

When you want to add an Excel file to a PowerPoint presentation, you have two options: embedding or linking the file. Here’s a brief overview of the differences between the two:

• Embedding an Excel file in PowerPoint means that a copy of the file is saved within the PowerPoint presentation itself. This can make your presentation larger in file size, but it also means that you don’t need the original Excel file to view or present the data. Any changes made to the original Excel file won’t be reflected in the embedded copy within PowerPoint.
• Linking an Excel file to PowerPoint means that the presentation will display data from the original Excel file. This keeps the file size of the presentation smaller and ensures that any changes made to the Excel file are reflected in the PowerPoint presentation. However, if the Excel file is moved or deleted, the links will be broken and the data won’t display correctly in the presentation.

Read More: How to Link Excel Sheets to PowerPoint

How to Insert Excel File into PowerPoint as Icon

• Open a presentation file and select the intended slide to place the icon.
• Go to the Insert tab and click on the Object tool in the Text group.

• Select the Create from file option.
• Click on the Browse button to attach the Excel file that you want to place as an icon on the slide.
• Make sure to check the boxes beside Link and Display as icon options.

• Use the hooks on the icon’s corners to resize it and drag it into place on the slide.
• Double-click the icon to access the workbook’s contents and edit them.

Read More:  How to Insert an Excel File into PowerPoint as an Icon

How to Link Excel File in PowerPoint That Updates Data Dynamically

• To link an Excel file in PowerPoint, do the same things as you did in Example 1 .
• You have to mark the box before the Link option.
• Press the OK button.

Now, if you make any changes in the Excel file, you’ll get the updated data in PowerPoint.

Note: If you delete the file or change the location of the file, PowerPoint will start throwing errors when trying to display data.

Read More: How to Link Powerpoint to Excel for Dynamic Data Updates

Benefits and Drawbacks of Embedding an Excel File in PowerPoint

When creating presentations, it’s useful to embed the Excel file directly into the PowerPoint file. But, it’s important to consider the benefits and drawbacks of this approach.

• Easy Access to Data: Embedding an Excel file in PowerPoint allows you to easily access and manipulate data without having to switch between programs.
• Increased Interactivity: Embedding an Excel file in PowerPoint allows you to create more interactive presentations with live data that can be manipulated and updated in real time.
• Saves Time: It can save time by eliminating the need to create separate charts and graphs from scratch.
• Better Organization: Embedding an Excel file in PowerPoint allows you to keep all your data in one place, making it easier to organize and manage your presentation.
• Consistent Formatting: Embedding ensures that your data will be presented with consistent formatting and style.
• File Size: Embedding an Excel file in PowerPoint can increase the file size of your presentation, making it more difficult to share and collaborate with others.
• Compatibility Issues: Embedding an Excel file in PowerPoint can lead to compatibility issues between different versions of PowerPoint and Excel.
• Security Risks: Embedding an Excel file in PowerPoint can pose security risks if the Excel file contains sensitive information.
• Limited Editing Capabilities: Embedding an Excel file in PowerPoint limits your editing capabilities, as you may not be able to make changes to the data directly within the PowerPoint slide.
• Refreshing Data: If the data in the embedded Excel file changes, you will need to manually refresh the data in the PowerPoint slide to ensure accuracy.

Things to Remember

• Keep file size in mind when you embed an Excel file in PowerPoint.
• Ensure compatibility with different versions of PowerPoint and Excel.
• Test your presentation to ensure that the embedded Excel file displays correctly.
• Update the presentation file with an embedded Excel file if the data changes or needs to be refreshed.
• Consider security and privacy concerns when embedding Excel files containing sensitive information.

Frequently Asked Questions

1. Will embedding an Excel file in PowerPoint increase the file size of my presentation?

Yes, it can increase, especially if the Excel file contains a lot of data. This can make it more difficult to share and collaborate on the presentation.

2. How do I ensure compatibility between different versions of PowerPoint and Excel when embedding a file?

To ensure compatibility, it’s important to save the Excel file in a format that is compatible with the version of PowerPoint you are using.

3. What security risks should I be aware of when embedding an Excel file in PowerPoint?

It’s important to ensure that any sensitive information within the embedded Excel file is appropriately protected and access is limited to authorized individuals.

Practice Section

We have provided a practice section on the right side of each sheet so you can practice yourself. Please make sure to do it yourself.

Download Practice Files

Download the following practice workbook and presentation file. It will help you to realize the topic more clearly and will help you practice yourself.

Related Articles

• [Fixed!] Problems with Embedded Excel Files in PowerPoint
• [Solved] Embedded Excel in PowerPoint Not Showing All Data
• How to Open Existing PowerPoint File from Excel VBA

<< Go Back to Excel to PowerPoint | Export Data from Excel | Learn Excel

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Home » Free Excel Tips » Excel and PowerPoint for Presentations

Tips for Using Excel And PowerPoint for Presentations

People often use PowerPoint to show their Six Sigma improvement projects. While this can be done, it may not be the easiest way to do it. And, customers have found that there are glitches in the PowerPoint-Excel interface that can cause problems.

Embedding Excel Charts in PowerPoint

If you are going to use Excel charts in PowerPoint (PPT), there are three main ways to do it:

Embed the Chart

Embed a Link to an Excel File Containing a Chart

Paste the Chart as a Picture

For a one-time presentation , pasting a picture of the Excel chart is the best choice.

For weekly or monthly reporting , embedding a link seems like the best option, but we have found that there are limits to how many links PowerPoint will tolerate. When you exceed those limits, PowerPoint either crashes or freezes. If this happens, split the presentation into two or more parts.

Using Excel for Presentations

When someone says "presentation" everyone automatically thinks PowerPoint, but PowerPoint is not your only choice. If your presentation or improvement project contains several Excel charts or tables, it may be easier to use Excel for the presentation rather than going through all of the extra work of putting the charts into PowerPoint.

Creating Title Pages in Excel

To create a title or bullet point page from a blank worksheet, select the View tab on Excel's menu and then uncheck the box next to Gridlines.

Insert WordArt to create a Title.

You can also use Insert-Symbol to create bullet points.

Sequencing the Presentation

Excel workbooks consist of one or more worksheets. You can reorder these by clicking and dragging each worksheet around to get them in the order you want for your presentation.

Giving the Presentation

Click on each subsequent worksheet or use CTRL-PageDown to scroll through the presentation. Tip: if you use Excel's Full Screen Option or hide Excel's Ribbon Menu, the presentation will look better.

An Improvement Project Presentation

An improvement project presentation given in Excel might look like the following:

Get the Idea?

Excel can serve as your presentation tool as well as your data analysis tool. Why not put everything you need in Excel and skip the extra work of copying and pasting the charts and data into PowerPoint? Save yourself some time and hassle. Use Excel for Six Sigma project and monthly reporting instead of PowerPoint.

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Use custom views in Excel to enhance your presentations

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You want to illustrate your talk by pointing out selected areas of your worksheets. Rather than interrupting the flow of your presentation by having to scroll to and position each area as needed, you could create custom views in Microsoft Excel, which you can readily access by clicking on a list in your toolbar.

First, you will need to create custom views. To do so, follow these steps:

• Go to and select the worksheet area for your view.
• Go to View | Custom Views.
• Click the Add button, and then enter a name for the view and click OK.

Repeat these steps for each custom view you want to present. To build the custom toolbar for your presentation, follow these steps:

• Go to Tools | Customize.
• Click the Toolbar tab and click New.
• Enter a name for your toolbar (for example, Presentation).
• Click the Commands tab.
• Click View under Categories.
• Click Custom Views under Commands and drag it to your custom toolbar.
• Click Close.

To quickly go to a view during your presentation, click the drop-down arrow on the Custom View button and select the view from the list.

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Best way to quickly switch between PowerPoint in Presenter View and demoing another program

Hi everyone

I love presenter view - it's amazing.  It's so useful being able to view my notes as well as the slides on my laptop screen and having it so that delegates can only see the slides without notes on the main screen.

However...I'm a systems trainer.  So I often have to switch out of PowerPoint to demo other programs - IE, Word, Excel etc. a fair bit and then quickly switch back to my slides to provide additional info etc. 

I used to skip in and out of presentations easily on a regular basis by using the Alt+ Tab keys. 

However, when I try Alt+Tab when using Presenter View, I can only switch to other programs on my laptop monitor.  The display for delegates remains on the slides only.

What's the easiest and quickest way to switch out to another program on the delegate's screen (ideally mirrored with my laptop screen so I have a good view of the program too) while retaining your place in the slides in Presenter View in the PowerPoint window? 

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See the steps here:  https://answers.microsoft.com/en-us/msoffice/forum/msoffice_powerpoint-mso_other/how-do-i-toggle-between-my-powerpoint-presentation/13fc24a3-2e34-46d1-9e36-771ed606cc7c

There are two options there, for ALT+TAB and Windows Key+D..

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How-To Geek

How to open word, excel, or powerpoint in safe mode.

Microsoft Office applications have a built-in Safe Mode feature.

Quick Links

What is office safe mode, launch safe mode with a keyboard shortcut, launch safe mode with a command argument, how to leave safe mode.

Microsoft Office applications have a built-in Safe Mode feature. This helps when you can't use Office normally. Perhaps Word crashes every time you open it, or maybe Excel crashes when you open a single file. You can start the application in Safe Mode and there's a good chance it will work normally.

When you start an Office application in Safe Mode, it will load without any add-ins or extensions, and without toolbar or command bar customizations. Any recovered documents that would normally be opened automatically will not open. AutoCorrect and various other features won't work, and preferences can't be saved.

If Office is crashing every time you open it, it's probably the result of a buggy add-on---but it may also be the result of an issue with your customizations. Safe Mode loads without all these features that can cause you trouble.

Related: How to Use Safe Mode to Fix Your Windows PC (and When You Should)

This is different from Windows Safe Mode . In Windows Safe Mode, your whole Windows operating system is restarted without third-party drivers and other startup software that can cause problems. This is a similar idea, but for Office apps like Word, Excel, and PowerPoint only.

To open any Office application in Safe Mode, press the Ctrl key and hold it down while you launch the program's shortcut.

For example, to launch Word in Safe Mode, you'll need to locate the Word shortcut in your Start menu, on your taskbar, or on your desktop. Press and hold the Ctrl key and either single-click it (if it's in your Start menu or on your taskbar) or double-click it (if it's on your desktop).

You'll see a message saying "You're holding down the CTRL key. Do you want to start [Application] in Safe Mode?".

You can release the Ctrl key when this message box appears. Click "OK" to launch the application in Safe Mode.

You can also launch Office applications in Safe Mode by launching them with the

For example, you can do this from the Run dialog. Press Windows+R to open it, and then type one of the following commands:

• Word : winword /safe
• Excel : excel /safe
• PowerPoint : powerpnt /safe
• Outlook : outlook /safe
• Publisher : mspub /safe
• Visio : visio /safe

Press Enter or click "OK" and the application will launch in Safe Mode.

If you need to open an Office application in Safe Mode regularly, you could make a new desktop shortcut to the Office application and add

to the end of the Target box on its Shortcut pane. That shortcut would then always launch the application in Safe Mode.

To leave Safe Mode, you will need to close the Office application and launch it normally.

If Office loads fine in Safe Mode but crashes in normal mode, the problem is likely a buggy add-in. You can view these by selecting File > Options > Add-ins in Office 2016. You may need to uninstall, reinstall, or update one or more add-ins of Office keeps crashing.

If Office still crashes in Safe Mode, its files may be corrupted. You may want to uninstall and reinstall Office on your computer.

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Turning on presentation mode in windows.

Presentation mode is a feature in Windows that allows you to control various settings (i.e., temporarily disable screen lock) to ensure a smooth experience during your presentation. To turn presentation mode on, follow these steps:

1. In the Windows search bar, type Mobility

2. Click on Windows Mobility Center , this should open a new window

3. Under the Presentation Settings click "Turn on." When the event is over, turn off presentation settings to save battery life.