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Data-Driven Presentations

Using Excel and PowerPoint

Basic Skills

What you need!

PowerPoint

Excel

1.Create a presentation

2.Apply a Design

3.Insert objects, pictures and charts

4.Work with Objects and Slides

5. Linking Excel & PowerPoint

1.Create and save a workbook

2.Format cells

-Text Formatting

-Numeric Formatting

-Cell formatting

3.Work with cells and ranges

4.Sort and filter data

5.Create Basic Charts

Office Themes

Getting Excel in PowerPoint

Terms to Remember

  • Color palette
  • Fonts
  • Graphic effects

  • Inter and Intra-document themes
  • Destination and Source tab

Different themes can be used for different slides in PowerPoint

Copy & paste from Excel

Paste-

1.Use destination style

Paste Special-

1.Use source formatting/Object

2. HTML format

3. Formatted/Unformatted Text

4. PDF

5. Picture (PNG or TIFF)

Paste Options

Link & Embed Data & Objects

Embedded Object

Link Content

Embed Content

Linked Object(Windows Only)

Using Paste Special- Microsoft Excel worksheet object

Direct Charts and Tables

Create charts and tables

OLE (Object Linking & Embedding) that allows embedding and linking to documents and other objects.-Windows Only

Missing Data

  • Double Click
  • Use formula
  • Select all blank rows and use formula(control+enter)
  • Select Range - Find & Select - Go to Special - Blanks

Working with Excel

Work with Tables

Tables

  • Change table layouts

  • Retain/remove banded rows

  • Table Totals- drag and drop or select sum individually

  • Format text-

  • Filter Data

  • Remove Filter Button

Display Large Values Compactly

Large Values

Slicer

Craft Graphics

  • Insert Multiple Slicers
  • Clear filters before deleting Slicer

Infographic

Infographic

  • Easy to understand

  • Graphic Symbolism

  • Comprehensive representation of data

  • Helps tell a more compelling story

Gantt Chart

  • Use Template or build from scratch

Gantt

Definition.

A Gantt chart is a type of bar chart that illustrates a project schedule, named after its inventor, Henry Gantt, who designed such a chart around the years 1910–1915. Modern Gantt charts also show the dependency relationships between activities and the current schedule status.

1. Format Date

2.Reverse Categories

3. Extend Data Source

4. Eliminate date bars

5. Change/update values on the go

STEPS

Tree Maps

a diagram representing hierarchical data in the form of nested rectangles, the area of each corresponding to its numerical value.

Tree Map

Definition.

Drawbacks of Pie Charts!

  • Used an alternative to Pie charts

1.Difficult to compare large number of categories

2.Unorganized way of presenting large sets of data

3.Angularity Issue

Sparklines

Definition.

a small graphic designed to give a quick representation of numerical or statistical information within a piece of text, taking the form of a graph without axes.

Uses of Sparklines

Spark lines can be used to:

1. Show trends

2. Increases and decreases

3. High and low values

4.The cyclicality of your business

Highlighting Data with Conditional formatting

Data with Conditional formatting

Data Bars

-Used for ease of interpreting tabular data

-Easy way to provide focus during a presentation

-Make sure the data is comparable

-Changes with data update

Color Scales

Icon Sets

Create a Pivot Table

Summarize details with Pivots

-Used for recurring values/ dimensions in data sets

-Pivots with and without tables

-Pivots in a new worksheet/existing worksheet

-Select any one cell in the desired data range

-Filter in table vs using fields

-Format values of Pivot using Field Settings

Format Pivots

-Format Pivot using Design or Pivot table Analyze

Format Options

-Format Pivot using Pivot Table Options

- Refresh Pivot (Manual or automated)

Pivot Chart

Create a Pivot chart

-Can create only one chart per Pivot table(linked charts)

-Some charts are not possible to create using Pivot Charts i.e Maps, Treemaps, sunburst and Histograms etc

-Modify charts using Pivot Table Analyze

-A Pivot table report cannot overlap another Pivot table report.

-Double grouping possible with Pivot Charts

-Structure works the same as tables/charts

Review and format Excel Objects

Final step is going to be to take the individual elements that we've created, charts and tables, slicers, pivot charts, pivot tables, copy them in Excel one by one and paste them into PowerPoint

Excel Objects

  • Tables- Tables need to be well-formatted because if you copy and paste a table, it will be pasted as a picture. Expand headers/ columns/rows for proper visibility

  • Move Pivot tables and Charts if needed to a new or existing worksheet
  • Standardize themes and data representation: Use colors to provide consistency

For example: use blue for counts, green for currency and units sold in blue

throughout the presentation

  • Format Chart Elements i.e Axes, Axes Titles, Chart Titles, Data Labels, Data Tables, Error bars, Grid lines, Legends, lines etc. Use different chart suggestions to refine your graphics

  • Format Pivot Options, cleanup data, makes tables and charts well-formatted and consistent

Paste Excel Content into PowerPoint

  • Change slide layout if needed
  • Select slide and enter to copy multiple slides with the same format
  • Embed Objects while pasting data from Excel
  • Adjust Fonts and clear background graphics

Finalize in PowerPoint

  • Link Files or use Embed Data using Object/Paste Options

Module Summary

What you know!

  • Basics of Office Themes
  • Copy and Paste options in Excel and PowerPoint
  • OLE- Embed and Linked Object
  • Direct Charts, tables, flowcharts, Title and Content, Two content, comparison etc slides
  • How to deal with large data sets with Missing Data
  • How to work efficiently with tables
  • How to display large values compactly
  • How to work with Graphics i.e

1.Slicers

2.Infographics

3. Gantt

4.Tree Map

5.Sparklines

  • Highlighting Data, Using Conditional formatting
  • Summarizing Details with Pivots, formatting and creating 'Pivot Charts'
  • Creating efficient data representations for easy finalization in PowerPoint
  • Animations- Using the power point designer, animating charts, options for animating automated tables, linking to a table/chart (Optional, refer to repository if you're interested to learn further)
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