Embeding xcel docs in PPT


D

Don Niall

Hi,

Could someone briefly outline what is the difference
between the two 'embed' procedures outlined below:

1. Copy xcel file (from icon)/On PPT, PASTE SPECIAL,
select 'Microsoft Excel Worksheet object, and tick 'Dispay
as icon.

2. Use Insert/Object/Create from File, and tick 'Display
as Icon box'.

When I do the former and send the PPT file to a third
party, they get an error message when trying to open the
xcel document indicating '.. the linked file was
unavailable and can't be updated'? I obviously
misunderstood what this procedure achieves - or else
something is not quite working the way it should?

Would appreciate input,

Thx

Don-
 
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S

shades

Don said:
Could someone briefly outline what is the difference
between the two 'embed' procedures outlined below:

1. Copy xcel file (from icon)/On PPT, PASTE SPECIAL,
select 'Microsoft Excel Worksheet object, and tick 'Dispay
as icon.

In case # 1 you are pasting only the link. Thus, if you send the PPT
and not the Excel file, you will receive the error message. A solution
would be to send the Excel file along with the PPT so that the link is
maintained.
2. Use Insert/Object/Create from File, and tick 'Display
as Icon box'.

When I do the former and send the PPT file to a third
party, they get an error message when trying to open the
xcel document indicating '.. the linked file was
unavailable and can't be updated'? I obviously
misunderstood what this procedure achieves - or else
something is not quite working the way it should?

In case # 2, you embedding the entire Excel spreadsheet, so it is a
self-contained spreadsheet and will open into Excel itself when
double-clicked.

At first glance this seems the better choice. However, each time you
insert an object you are adding the entire workbook. So if you had an
Excel workbook that is 2 MB in size, and if you copied it five times,
and changed the sheet references, you will have 10 MB of Excel files
inside the PPT. It doesn't take long to get a large PPT file.

If the receiver is wanting to edit the Excel data these are the only
options. However, if you send the PPT file for presentation only, then
use the third option. In Excel use Copy As Picture (hold SHIFT while
going to Edit > and it becomes Copy As Picture). Then paste this into
PPT. I have found that a 1 MB Excel embedded file in PPT can be reduced
to a 100 KB picture, using this technique.
 

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