Insert links for data, charts, and formulas in Excel, Word, PowerPoint

Content
  1. Automatically refresh data when it changes
  2. Insert links between Excel and Word files
  3. Link individual cells in Excel with a formula
  4. Paste link options in Word and Excel
  5. Linking data between Word and Excel
  6. View link formula in Excel
  7. View link information in Microsoft Word
  8. Insert link between charts in Excel and PowerPoint
  9. Insert Link Charts in PowerPoint and Word
  10. Choose source or destination format
  11. Link charts in Excel and PowerPoint

Automatically refresh data when it changes

While you can copy and paste data from one Excel file to another, you can also create a link between two files or workbooks. When you link files, the copied data is updated as the original data changes. You can also link a chart in an Excel workbook to a Microsoft Word file or PowerPoint slide.

Remark . The information in this article applies to Excel 2019, 2016, 2013, 2010, and Excel for Mac.

Insert links between Excel and Word files

In the image preview, data from an Excel file is linked to a Word document. The data is inserted into the document as a table. The table can then be formatted using Word’s formatting tools.

This link is created using the Insert Link option. For insert link operations, the file with the original data is named source file and the second file or workbook containing the linking formula is destination file .

Link individual cells in Excel with a formula

You can also create links between individual cells in individual Excel workbooks by using a formula. This method can be used to create a direct link to formulas or data, but only works for individual cells.

  1. Select the cell in the destination workbook where you want to display the data.

  2. Click on the equal sign ( = ) on the keyboard to run the formula.

  3. Switch to the original workbook and select the cell containing the link data.

  4. Press key Input . Excel switches back to the target file. Related data is displayed in the selected cell.

  5. Select Linked Data to display the linking formula in the formula bar above the worksheet.

Paste link options in Word and Excel

When you insert a link to data, Word lets you choose to format the linked data with the current settings for the source or destination files. Excel does not provide these options. Excel automatically applies the current formatting settings in the final file.

Linking data between Word and Excel

Linking data between Word and Excel:

  1. Open the Excel workbook containing the link data (source file).

  2. Open the target file. It could be an Excel workbook or Word document.

  3. In the source file, select the data you want to copy.

  4. Choose in the source file House > To copy . The selected data is circled with a dotted line.

  5. In the target file, select the location where the related data will be displayed. In Excel, select the cell which is in the upper left corner of the pasted data.

  6. On the Home tab, select Arrow “Insert Down” to open the Paste Options drop-down menu.

  7. Choose an option Clutch . The corresponding data appears in the target file.

If both files are open when data in the source file is updated, the target file is updated immediately.

If the target file is closed when the source data changes, the data in the target cells is updated the next time the file is opened.

If the source file is closed when you open the target file, a window may appear warning you that the document contains links to external files. You are asked Refresh or Do not update links.

View link formula in Excel

The linking formula appears differently in older versions of Excel:

  • In Excel 2010 and later versions of the program, if you select related data in the target file, a formula such as: = [Книга1] Page 1! A1 appears in the formula bar above the worksheet.

  • In Excel 2007, the linking formula is displayed as: Book1! ‘! Page 1! R1C1’ in the formula bar.

In Formula 2007, an absolute cell reference is written in the R1C1 style, which specifies column 1 of row 1 and is equivalent to the more common SAS1 cell reference style.

In both formulas Book1 specifies the name of the source file.

View link information in Microsoft Word

To view information about related data (such as source file, related data, and update method) in Word:

  1. Right-click on the linked data to open the context menu.

  2. Select Associated sheet object > Left to open the Links dialog box.

  3. If there is more than one link in the current document, all links are listed in a box at the top of the dialog box. Select a link to display information about that link below the box.

Insert link between charts in Excel and PowerPoint

Insert Link Charts in PowerPoint and Word

In addition to linking text data or formulas, you can also use Insert Link to link a chart in one Excel workbook to a copy in a second workbook. You can also use this method to link an Excel chart to a PowerPoint or Word file.

Once linked, data changes in the source file are reflected in both the source diagram and the copy in the target file.

Choose source or destination format

When you insert a link between charts, PowerPoint, Word, and Excel let you choose whether to format the linked chart with the current formatting theme for the source or target files.

Link charts in Excel and PowerPoint

The attached sample image shows the relationship between a chart in an Excel workbook (source file) and a slide in a PowerPoint presentation (destination file).

  1. Open the workbook containing the table you want to copy.

  2. Open the target presentation file.

  3. Select a chart in an Excel workbook.

  4. Select in Excel House > To copy .

  5. In PowerPoint, select the slide that displays the linked chart.

  6. Select in PowerPoint Insert Down Arrow to open the drop-down list.

  7. Select Using Destination Theme or Keep source formatting to insert a linked chart in PowerPoint.

If both linked chart files are open, changes to the source data in both charts are updated immediately.

When you open a PowerPoint presentation that contains related data, a window may open with a warning about a potential security risk. You will be asked if you want to update the related information.

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