Embedding Excel Workbooks in PowerPoint and Word

Overview

Embedding a workbook in PowerPoint or Word gives you the ability to use Excel formulas and formatting within the object in PowerPoint or Word while still having access to the latest data with the click of the Refresh button.

With the Spotlight for Office Add-In, you can refer the data directly in PowerPoint and Word, however, you may also have a need to use Excel formulas and formatting. This is accomplished by embedding the workbook.

To embed the Excel workbook, use the Excel Reporting feature in SpotlightXL to lay out the report according to your needs, then use Spotlight for Office to insert it into a presentation or document.

Best Practice Recommendations when Embedding an Excel Workbook

• Have only one worksheet in the workbook. That worksheet must use Excel Reporting formulas to display and retrieve data and dimensions.

• Have only a few columns and rows in the workbook.

• Have data references from only one model.

For general information on Spotlight for Office, see Dynamic Planning: Spotlight for Office Primer.

For information on creating Excel Reports, see Dynamic Planning: Creating Excel Reports.

How to Embed a Workbook in PowerPoint

1. In SpotlightXL, create an Excel Report and save the workbook.

2. Start PowerPoint or Word. In this example, PowerPoint is opened.

3. Click SpotlightPPT.

4. On the SpotlightPPT or SpotlightWord menu, select Insert.

5. From the Open dialog box, find and select the workbook and click Open. The report from the workbook appears in a box.

   

6. To add formulas or formatting, click the Edit button. The selected document opens in Excel, giving you the ability to utilize the power of Excel.

   To return to PowerPoint or Word, close the Excel window when modifications are complete. click Refresh.

   

   Whenever you want to get the latest data, click Refresh. When you click Refresh, the cells with references to Spotlight formulas (Excel Reporting cells) are refreshed from the model, and the cells with regular Excel formulas are recalculated. Any formatting that is applied on the embedded sheet is retained.

How to Add a POV (Point of View)

1. First insert the workbook into the PowerPoint presentation or Word document. The workbook should contain Excel Reporting formulas from only one model.

   Notice that this report has no POVs.

   

2. Click outside the box containing the embedded workbook, then click Design Manager.

   • Click the POV button.

   • Select the model and dimension from the list boxes. The model must be the same model that is used in the embedded workbook. In the example above, we want to look at the Expense Variance for different departments, so we will add the Department dimension.

   • Select a member of the dimension to display first. By default, the root of the dimension is displayed.

   • Click Update to insert the POV into the document.

     

3. The POV is inserted near the top of the embedded worksheet. Use the mouse to place the POV above or to the left of the worksheet. Use the native formatting options in PowerPoint or Word to set the font and size.

   

4. Double-click the POV to open the member selection box. Select a department from the Department dimension and click Select.

   

5. Click Refresh. Notice that the data in the embedded workbook changes to display the data for the selected member.

   

How to Embed a Workbook in Word

1. Click Insert and select the workbook you want to embed. The worksheet appears with a box around it.

   

2. Click Edit to manipulate the data formatting or add formulas.

3. Use the word processing features inside Word to add headings, commentary, or callouts to the data for a polished summary.