Using Spotlight for Office in PowerPoint

The menu ribbon changes based on what you are doing with the slides and data. Here are three variations of the SpotlightPPT menu.

Once you have copied data from a SpotlightXL View or Report into PowerPoint, you are ready to work with the Spotlight menu ribbon.

Understanding the Spotlight Menu Ribbon

Refresh, Refresh All Open Reports - Connects to the Dynamic Planning data source and retrieves the data value for each cell on the current page. Each cell is defined by a member intersection, which you can view with the Design Manager or Metadata Manager. You can update all data for all pages in all open documents by selecting Refresh All Open Reports.

Design Manager - Opens the Design Manager box and displays the member intersection or dimension information for the current cell selected. If the current cell is a data item, the Design Manager displays the model and all the dimensions and members that describe the data. If the current cell is a dimension or member name, the Design Manager displays the model, dimension, and member name.

In Design Manager, you can change all non-POV dimension members associated with the current cell. Click the Member Select icon next to the current value, select a new member, and click Select.

Number Format - Opens the Format Cells box and lets you select a formatting style for the selected data cells containing numbers, similar to the options in Excel. To change the format, select the category of number format you want, specify options, and click OK.

Copy Formulas - Copies the metadata and data formulas associated with the selected cell(s) to the Clipboard. These formulas can then be pasted into another page or document in Word, into SpotlightXL, or SpotlightPPT.

Paste Formulas - Pastes the metadata and data formulas from the Clipboard to the current page in SpotlightWord.

Select Data - Specifies the range of data items to be used in a chart.

Edit Data in Excel - This allows you to use the Excel interface to paste in the cells from Spotlight that will be used in a chart.

Insert - Opens a file selection box where you can select an Excel workbook to embed into the document. If the workbook contains Spotlight formulas, you can Refresh the data.

Once a workbook is embedded, the Edit menu item appears.

Edit - Opens Excel where you can edit an embedded workbook.

This menu item appears only after you have Inserted an embedded workbook.

Publish - Opens a list box of report templates that you can use to publish the document to the Dynamic Planning cloud.

Setting the Value of a Substitution Variable in PowerPoint

A Substitution Variable menu item is available on the SpotlightPPT menu ribbon in PowerPoint to make it possible for users to change the value of substitution variables while running a PowerPoint Report.

Power or Contributor users can set up the substitution variables and expressions in an Excel Report and then convert them to a PowerPoint Report using Copy Formulas from Excel and Paste Formulas from PowerPoint. The process is the same as for formatted reports. See Using Substitution Variables with Expressions

1. Power or Contributor users copy the Excel Reports formulas to Spotlight PowerPoint. Here's how:
   1. In the Excel Report, select all the cells that you want copied into PowerPoint.
   2. Select More menu, Copy Formulas.
   3. Open PowerPoint and display the slide where the report will appear.
   4. Select the SpotlightPPT menu.
   5. Click Paste Formulas.
      
      
      
2. Click Refresh. The data is retrieved and the menu expands to provide additional options, including the Substitution Variables button.
   
   
   
3. With the cursor anywhere in the slide, click Substitution Variables. The Substitution Variables box appears. It shows the name of the variable and the current value.
   
4. Click the Member Select icon.
5. From the Member Selection box, select the month that you want to see in the report.
6. Click Select.
7. Click Refresh to refresh the report.