External Excel® data

Apart from using embedded data empower charts also allows you to access external Excel® data sources. In order to do so, click the action point Data and then on Excel Link (Figure 6). A new dialog window will open in which you can either select a local Excel® file or choose a file from your SharePoint.

 

If you want to open a local Excel® file, select Open local file (Figure 7).

Granted you already have multiple Excel® sheet opened, they will be displayed in a list. From here you can open the table with a single click. If you do not wish to include currently opened Excel® sheets (or do not have any opened) click on “(Browse…)” in the drop-down menu. A Windows Explorer window in which you can select the desired file.

To open an Excel file from your SharePoint, select Paste SharePoint URL .

Paste the link to the file into the entry field. To copy the link, simply on Open menu to the right of the Excel® file (this is the button with three dots) and copy the link from the menu that has opened, or by clicking on Copy link. After the insertion, click on the button labelled Open link. A connection to the selected file will be established. This may take a short period of time and may also require the entry of your SharePoint credentials.

As soon as you have opened an Excel® sheet it will be positioned to the right. Now select the data sections you wish to include in the chart. There is a window in the Excel® sheet which displays the selected region; a click on OK will confirm your selection.

To link the chart with the Excel® table, click on OK again. The data of the Excel sheet should now be displayed by the chart.

Automatic data updates after opening

If you have linked a chart with an external source of data you have the ability to set the chart to update its data once its presentation is opened (locally or from empower). Toggle the switch Refresh data automatically on open to either Yes or No accordingly.

Using relative paths

If you have linked a chart with an external data source you can set to use Relative Paths.

Instead of using an invariable path this setting will allow use of a relative path of the respective PowerPoint® and Excel® file. If you wish to send a PowerPoint® or Excel® file (the charts in the PPT are linked with the Excel® file) as an email attachment, their recipient is able to save these files to their local hard drive. Even though the connection to the chart refers to a path that is inaccessible to this recipient, a link to the Excel® data can be established via the relative path, provided the files are saved in a similar fashion. If, for example, the original files have been placed in the same folder, it is necessary that these files are also placed in the same folder when saved locally.

Please note: if you activate the function to use Relative paths you are required to ensure that the path of the Excel® file does not Change. 

Post hoc editing of external data sources

If you wish to change the link to the external data source, click on the action point “Edit link” in the Action Bar above the Chart.

Once you click on Open link source you may also directly open the lined file in order to change its data. If you use multiple Excel® links in your presentation, you can click on Excel Link in order to manage all links . This button is located on the top right of the empower charts section.

 

As soon as you have opened the Excel Link manager, you will see an overview of all Excel® files that are linked to charts in your presentation.

On the left is listed, on which slide the linked chart is located. The save location of the Excel® file is also specified, which you can open by simply clicking on the path. If you select multiple items you are able to update all charts at once, or delete their connection. On the right you have the possibility to activate or deactivate Refresh Data on Open as well as Use relative path.

In addition, you can change the original file of links for multiple connections all at once. To do so, select the respective link and click on Select new Excel® file. A window will open in which you can select the file chart is to be linked to.

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