Objective 3.1 Insert and format tables

  • 3.1.1 Create and import tables
  • 3.1.2 Change table structure
  • 3.1.3 Format tables

3.1 Contents

3.1.1 Create and import tables

Create and import tables

When you want to present a lot of data in an organized and easy-to-read format, a table is often your best choice.

You can create a table in one of the following ways:

  • Have PowerPoint insert a table with the number of columns and rows you specify.
  • Draw the table by dragging on the slide to create cells that are the size and shape you need.
  • If the table already exists in a Microsoft Word document, Excel workbook, Outlook email message, or another PowerPoint slide, you can copy the original table and paste it onto a slide rather than re-create it.

If you want to use data from an Excel worksheet in a PowerPoint table, you can do any of the following:

  • Copy and paste the data as a table.
  • Embed the worksheet on a slide as an object.
  • Link the slide to the worksheet so that the slide reflects any changes you make to the worksheet data.

 

To enter information in a table, you simply click a cell and then enter text. You can also move the cursor from cell to cell by pressing the Tab key.

Tables display information in rows and columns

To create a new table

  1. In a content placeholder, click the Insert Table button.
  2. In the Insert Table dialog box, specify the number of columns and rows, and then click OK.
  3. Enter or copy and paste the information into the table structure.

Or

  1. On the Insert tab, in the Tables group, click the Table button.
  2. Move the pointer across and down the grid to select the number of columns and rows you want, and then click the lower-right cell in the selection.
  3. Enter or copy and paste the information into the table structure.

Some content placeholders include table options

To insert a table from Word

  1. In the source document, click the table border to select it.
  2. Copy the table to the Microsoft Office Clipboard.
  3. Switch to PowerPoint, display the destination slide, and then paste the table from the Clipboard.

To paste Excel data as a table

  1. In the Excel worksheet, select and copy the data you want to display in the PowerPoint table.
  2. Switch to PowerPoint, display the destination slide, and then paste the data.
  3. To change the default paste option (Use Destination Styles), click the Paste Options button, and then click the option you want.

To embed an editable worksheet

  1. In the Excel worksheet, select and copy the data you want to display on the PowerPoint slide.
  2. Switch to PowerPoint, display the destination slide, click the Paste Options button, and then click Embed.

Or

  1. In the workbook that contains the worksheet, ensure that the worksheet you want to embed is the active worksheet, and then save and close the workbook.
  2. On the Insert tab, in the Text group, click the Object button.
  3. In the Insert Object dialog box, click Create from file, and then click Browse.
  4. In the Browse dialog box, locate and double-click the workbook, and then click OK.

To hide unused columns and rows

  1. Double-click the worksheet object.
  2. When the worksheet opens in an Excel window within PowerPoint, size the frame around the worksheet so that it is just big enough to contain the active part of the worksheet.
  3. Click outside the frame to return to PowerPoint.

To resize the worksheet

  • Point to any handle (the sets of dots) around the worksheet object, and then drag to enlarge or shrink it.

To modify an embedded worksheet

  1. Double-click the worksheet object.
  2. Use Excel techniques to edit and format the embedded object.

To link to a worksheet

  • Follow the instructions for embedding a worksheet, but in the Insert Object dialog box, select the Link check box before clicking OK.

To update a linked worksheet

  • Double-click the table on the slide to open the linked worksheet in Excel, make the changes, and then save them.
  • If you update the linked worksheet in Excel and want to synchronize the table on the slide, right-click the table on the slide, and then click Update Link.

To update table data

  • Use normal editing techniques to change the data in a cell.

To delete a table

  • On the Layout tool tab, in the Rows & Columns group, click the Delete button, and then click Delete Table.