[Libs-Or] Tech-Talk: EXCEL/G-Sheets - Insert a Chart Into a Document

Tue Jan 14 13:24:43 PST 2025

Welcome to the latest issue of Tech-Talk!

Having trouble reading this email?
You can view the tech tip<https://www.tech-talk.com/excel-insert-a-chart-into-a-document.html> and the communication tip<https://www.tech-talk.com/when-was-the-last-time-you-said-please.html> online instead at:
https://www.tech-talk.com/login/oregon

When prompted for a username and password, use ORLIBTECH for both.

Tech-Talk is a paid subscription service for staff of Oregon libraries and is supported in whole by the Institute of Museum and Library Services (IMLS) through the Library Services and Technology Act (LSTA), administered by the State Library of Oregon.
How to add charts to your reports and presentations

[https://files.constantcontact.com/ee1208b4001/34916cb2-412f-43fa-8294-1f7ecb0e9a3d.png]

[A red cardinal perched on a post in snowy weather with a "View the Tech Tip Video Here" button overlay.]<https://opiayfbab.cc.rs6.net/tn.jsp?f=001HDlH0U_LqyDmjC0SEiQ-BRBKegUo9gRQXBYDrj98ItyHqfAusbSibYbt7Ea5TMjr1hY4RA5YBcnRq3cq8ATT4tiyb6bJoxeGC_dMq4XLrWrSYZUFn7NpHqbVXvejaNJnE_a0cvqPqDKfvD90d4zAz_1rdJ5cafN9JhqMN-BT_XGzfhtqCRvCSp-W2WC2dmVTL0sIvB3vX2ZIf6GwIYSNLg==&c=Z5cHOz9xlMhbArycsIRwkxXhnF0KXYNMicwuVLNHbky2TW0mhxIeKw==&ch=o2baigT-Q7q1CfESqBzJkI0zDDfFLkbemCrU_VJwgsmyZ_BD_66P3A==>

Photo by Chris Chow<https://opiayfbab.cc.rs6.net/tn.jsp?f=001HDlH0U_LqyDmjC0SEiQ-BRBKegUo9gRQXBYDrj98ItyHqfAusbSibYbt7Ea5TMjrIxSyRVjCEOte63iYuvKh8mucaauGezlqF4bOGxHvJ9MdHkOnyCWzDxcto1qva5hvQBW3o5eaYaH9y2Oo8zOoT7Ffn4ZDuY8cT9vxmEAn2FeLTiyp5vjIMqr25DCfdGVOrH8T-lPpal7mOIkIGOlCEz_5VSEXG2uGftC97HuMYBVHIzA7b2n0gG7M7u2-pTgE_p4wwnKaXBY=&c=Z5cHOz9xlMhbArycsIRwkxXhnF0KXYNMicwuVLNHbky2TW0mhxIeKw==&ch=o2baigT-Q7q1CfESqBzJkI0zDDfFLkbemCrU_VJwgsmyZ_BD_66P3A==> on Unsplash<https://opiayfbab.cc.rs6.net/tn.jsp?f=001HDlH0U_LqyDmjC0SEiQ-BRBKegUo9gRQXBYDrj98ItyHqfAusbSibYbt7Ea5TMjr1thBlI50MdX-7YiI9t2lt7khIPjpCSicHchY8wLD5EoSUC_WskRImBXOBYeVONw3e2ANyj_wdOuGJV7qZap0wzwpbBC17WeAN9xevwC7Fcsy7WwB-2YR5rJpQmcA2NLB5Z6e_Pw5EXS3sy1Mud5H4lPQblCy9nc5d6Fy1Ob4y7eB_KEWD1Sy7p4x4qi71GQAgx48hHMm-QGWeJJWxcrRFJ7uvLnQzHK_E4LcLlwr4pbj1gJUmiC7IQneynrObIkLrTjjQSw9Mm8=&c=Z5cHOz9xlMhbArycsIRwkxXhnF0KXYNMicwuVLNHbky2TW0mhxIeKw==&ch=o2baigT-Q7q1CfESqBzJkI0zDDfFLkbemCrU_VJwgsmyZ_BD_66P3A==>

[https://files.constantcontact.com/ee1208b4001/e25f6bcf-26a8-4e59-91f2-cc248962042d.png]<https://opiayfbab.cc.rs6.net/tn.jsp?f=001HDlH0U_LqyDmjC0SEiQ-BRBKegUo9gRQXBYDrj98ItyHqfAusbSibWEMKTOI81xE2ScrduHZpPu_Xq97qwV9ZZG4hTxdcHR1LBmg2swCx9W08ii3AJ2vTaJ3QMR2-QU9EVNj7LnCkm7U4QMS1grnkpvo0fEzBAxa&c=Z5cHOz9xlMhbArycsIRwkxXhnF0KXYNMicwuVLNHbky2TW0mhxIeKw==&ch=o2baigT-Q7q1CfESqBzJkI0zDDfFLkbemCrU_VJwgsmyZ_BD_66P3A==>

Webinars for You

NOTE: Webinars begin at 3 pm ET / 2 pm CT / 1 pm MT / 12 Noon PT and are one hour long.

Jan 22: [EXCEL/G-Sheets] 9 Powerful Chart Types to Tell Your Story. Why Attend? You want to spruce up your spreadsheet data with visuals.

Feb 12: [INTERNET] Simple Steps for Password Protection & Authentication Why attend? Learn more ways to protect your accounts.

Feb 26: [DESKTOP] 15 Productivity and Creativity Boosters: Tips, Techniques, and Tools Why attend? Learn shortcuts to save time.

March 12: [AI] Empowering Creativity with AI: 3 Tools to Design Stunning Visuals Why attend? You want a boost in your creativeness.

View Webinars and Register Here<https://opiayfbab.cc.rs6.net/tn.jsp?f=001HDlH0U_LqyDmjC0SEiQ-BRBKegUo9gRQXBYDrj98ItyHqfAusbSibfb-f6DhGBUt3LXRQaInfdewHXjJmSpm8ve1Oo-QCjM-H9WlSNKkYARXXoqPjyPl6fbrTaHDMM8aKoYKSv5zjccoaILITCXpmQsvw5EROcSVXTYAWhI6qfE=&c=Z5cHOz9xlMhbArycsIRwkxXhnF0KXYNMicwuVLNHbky2TW0mhxIeKw==&ch=o2baigT-Q7q1CfESqBzJkI0zDDfFLkbemCrU_VJwgsmyZ_BD_66P3A==>

EXCEL / Google Sheets - Insert a Chart into a Document

Intermediate

[Screenshot of a document showing instructions on converting Excel charts to Word, featuring a sample bar chart titled "1st Quarter Sales.]

Have you ever created a report or presentation in Word or PowerPoint, and wanted to incorporate a chart from an Excel spreadsheet? Your document would be more powerful if you showed the data to support your text visually.

You can of course just highlight the chart and copy and paste it into Word or PowerPoint, but there are some tricks you need to know about HOW you paste it.

For example, you could paste it merely as a static "picture." Or depending on the method you paste the data, you can make changes to the content in your spreadsheet and the chart will automatically update in the destination document!

These special Paste options are available in Google Sheets/Docs as well.

EXCEL - Insert a Chart or Block of Cells Into Your Word or PowerPoint Document

[Spreadsheet showing fruit sales data for January through March. Includes a bar chart below highlighting sales of apples, oranges, bananas, and pears.]

First, to insert an Excel block of Cells or a Chart into a Word or PowerPoint document:

·     In Excel, select the range of cells, or chart you want to include.

·     On the Home tab click Copy button (or right-click and select Copy).

·     In your Word or PPT document, click where you want to paste the copied worksheet data.

·     Then on the Home tab click the drop-down arrow below Paste (or right-click and see the Paste options).

·     NOTE: This is where you will see several options. See the next section.

Different Ways to "Paste"

Now you have some choices. These are slightly different if you are pasting #1: a Chart, or #2 a block of Cells with data (rows and columns)

IMPORTANT TIP: After you've copied what you want, hold your mouse over each option listed under Paste; you'll see how your content will look if that's the option you choose.

#1: EXCEL - If you are Pasting a CHART (created from data in cells)

If you want to keep the data with the chart but NOT have it linked to the original worksheet, choose one of these options:

[https://files.constantcontact.com/ee1208b4001/ede84bb3-fe3d-4121-b440-5b26021c7548.png]

1. Use Destination Theme & Embed Workbook - This updates the chart formatting to match the destination formatting.

2. Keep Source Formatting & Embed Workbook - This keeps the chart formatting exactly as is in your Excel file.

If you want to keep the chart/cell content linked to your original worksheet so that if you make changes in the Excel file, it will automatically update the content in Word/PPT also, choose to either:

3. Use Destination Theme & Link Data - It updates the chart formatting to match your Word/PPT document’s formatting.

4. Keep Source Formatting & Link Data - It keeps the chart formatting exactly as it appears in your Excel file.

5. Picture - Or, if you want to paste the chart as an image, click Picture. CAUTION: The chart cannot be edited with this option.

#2 EXCEL - If you are Pasting a RANGE OF CELLS (rows and columns):

If you want to paste the cell content, but NOT have it linked to the original worksheet, choose one of these options:

[https://files.constantcontact.com/ee1208b4001/0abc0b89-0dfa-4076-a26a-ee412273b5a8.png]

1. Keep Source Formatting - This updates the text formatting to match the destination formatting in your Word or PPT file.

2. Use Destination Style - Applies the formatting of the document you are pasting into.

If you want to keep the cell content linked to your original worksheet so that if you make changes in the Excel file, it will automatically update the content in Word/PPT also, choose to either:

3. Link & Keep Source Formatting - It updates the data formatting to match your Word/PPT document’s formatting.

4. Link & Use Destination Styles - It keeps the text formatting exactly as it appears in your Excel file.

5. Picture - If you want to paste the data as an image, click Picture. CAUTION: The chart/text cannot be edited with this option.

6. Keep Text Only - And lastly, choose Keep Text Only if you don't want any formatting at all.

If you make changes in your Excel spreadsheet, and you have selected the Paste option that Links the Data, to see the change in both places, be sure to Save each document to refresh the data.

IMPORTANT NOTE: If you move or rename either the Word, PowerPoint or Excel document, any new changes you make in the worksheet will not automatically appear in the destination document.

[Person typing on a laptop displaying various charts, with text: "9 Powerful Chart Types to Tell Your Story" and a Tech-Talk logo.]<https://opiayfbab.cc.rs6.net/tn.jsp?f=001HDlH0U_LqyDmjC0SEiQ-BRBKegUo9gRQXBYDrj98ItyHqfAusbSibfb-f6DhGBUt3LXRQaInfdewHXjJmSpm8ve1Oo-QCjM-H9WlSNKkYARXXoqPjyPl6fbrTaHDMM8aKoYKSv5zjccoaILITCXpmQsvw5EROcSVXTYAWhI6qfE=&c=Z5cHOz9xlMhbArycsIRwkxXhnF0KXYNMicwuVLNHbky2TW0mhxIeKw==&ch=o2baigT-Q7q1CfESqBzJkI0zDDfFLkbemCrU_VJwgsmyZ_BD_66P3A==>

Learn More About Creating Charts to Tell Your Story in this Webinar

Wednesday, January 22nd

3 pm (ET)/12 pm (PT)

Register Here<https://opiayfbab.cc.rs6.net/tn.jsp?f=001HDlH0U_LqyDmjC0SEiQ-BRBKegUo9gRQXBYDrj98ItyHqfAusbSibfb-f6DhGBUt3LXRQaInfdewHXjJmSpm8ve1Oo-QCjM-H9WlSNKkYARXXoqPjyPl6fbrTaHDMM8aKoYKSv5zjccoaILITCXpmQsvw5EROcSVXTYAWhI6qfE=&c=Z5cHOz9xlMhbArycsIRwkxXhnF0KXYNMicwuVLNHbky2TW0mhxIeKw==&ch=o2baigT-Q7q1CfESqBzJkI0zDDfFLkbemCrU_VJwgsmyZ_BD_66P3A==>

GOOGLE SHEETS - Paste a Chart from Sheets into a Doc or Slide

When copying cells or a chart from Google Slides into a Word or PowerPoint document, the process is the same as Excel, except you may have fewer “paste” options. Play around with the choices until you’ve found one that works for you.

You can add a chart from a Google Sheet into a Doc or Slide in two ways.

Copy and Paste:

·     Select the chart you want to copy in your Sheet.

·     In the menu go to Edit, then Copy.

[Dialog box titled "Paste chart" with options to link to a spreadsheet or paste unlinked. Buttons for "Learn more," "Cancel," and "Paste" are shown.]

Then, in a Google Doc or Slide:

·     Click where you want to paste the chart.

·     Use the shortcut, Ctrl + V to Paste.

·     There will be options to Link to spreadsheet (meaning any changes in the source sheet will automatically update the chart in your Doc ) or Paste unlinked.

Alternatively, you can Insert the Chart:

·     In your Google Doc, from the menu choose Insert then select Chart and From Sheets.

·     It will prompt you to select the Google Sheet containing the chart you want to insert.

·     Choose the specific chart and check the box if you want to Link to spreadsheet and click Import.

[Import chart window with bar graph showing fruit sales for January, February, and March. Link to spreadsheet option is selected.]

[https://files.constantcontact.com/ee1208b4001/e565d7d1-215e-487a-8e78-f332113e7825.jpg]

Communications: Talking

When did you last say "please"?

I bet most of you think you say please all the time, right? You're polite. You're appreciative. You learned very early on to say please and thank you.

However, I think we tend to drop the actual saying of please, assuming (subconsciously) that our tone of voice and the use of "will you" is conveying a polite question. Maybe I'm wrong. Why don't you check yourself and let us know in the comments.

Examples of questions, assuming a "please".

·     "Will you put the books away?"
·     "Could you come in earlier tomorrow?"
·     "Will you do me a favor?"
·     "Go upstairs and get the projector."
·     "Write down 10 things you want to do before the end of the year."

They're OK, sure! But look how extra nice they are when we add please.

·     "Will you put the books away, please?"
·     "Could you come in earlier tomorrow, please?"
·     "Will you do me a favor, please?"
·     "Go upstairs and get the projector, please."
·     "Please write down 10 things you want to do before the end of the year."

[https://files.constantcontact.com/ee1208b4001/b13a7a6a-7445-4d8e-b741-4b475385ef5b.png]<https://opiayfbab.cc.rs6.net/tn.jsp?f=001HDlH0U_LqyDmjC0SEiQ-BRBKegUo9gRQXBYDrj98ItyHqfAusbSibTm5SIKHlW-IXezmPNTreH55Mk5aNx_x0PxfoWXRje6yoAkT20ZpUuL6PSrKzaoK-Hlh3wl1DEiDhoG7IX_3uv0quMTeMDtt26LC921ChoegM6HMj2Co4UI=&c=Z5cHOz9xlMhbArycsIRwkxXhnF0KXYNMicwuVLNHbky2TW0mhxIeKw==&ch=o2baigT-Q7q1CfESqBzJkI0zDDfFLkbemCrU_VJwgsmyZ_BD_66P3A==>

[Ask a question]<https://opiayfbab.cc.rs6.net/tn.jsp?f=001HDlH0U_LqyDmjC0SEiQ-BRBKegUo9gRQXBYDrj98ItyHqfAusbSibS6h3Pgfy5-RTMFlscdU84Brxc80i21y7ofs4vfE2YHHJByYT7elY5mA06AwOa3sGhyNwT6ZCfAablTq0j7XTXx1fhqtNA0RWK5S3VK28evsdBxvIOAjneg=&c=Z5cHOz9xlMhbArycsIRwkxXhnF0KXYNMicwuVLNHbky2TW0mhxIeKw==&ch=o2baigT-Q7q1CfESqBzJkI0zDDfFLkbemCrU_VJwgsmyZ_BD_66P3A==>

Copyright 1996-2025 Shared Results International. Published weekly. Distribution is limited by license. For information on how to include additional recipients, contact support at tech-talk.com<mailto:support at tech-talk.com> 585-615-7795.

Cheers,
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
Continuing Education Resources: https://libguides.osl.state.or.us/conted
State Library of Oregon | Library Support and Development Services
971-375-3491 | darci.hanning at slo.oregon.gov<mailto:darci.hanning at slo.oregon.gov> | www.oregon.gov/library<http://www.oregon.gov/library>

[State Library of Oregon (Logo)]

[https://res.public.onecdn.static.microsoft/assets/bookwithme/misc/CalendarPerson20px.png]<https://outlook.office.com/bookwithme/user/a59abb0a2327467fac503ddb3913cf5e@slo.oregon.gov?anonymous&ep=signature>
Book time to meet with me<https://outlook.office.com/bookwithme/user/a59abb0a2327467fac503ddb3913cf5e@slo.oregon.gov?anonymous&ep=signature>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <https://omls.oregon.gov/pipermail/libs-or/attachments/20250114/2a73e3d6/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.png
Type: image/png
Size: 15548 bytes
Desc: image001.png
URL: <https://omls.oregon.gov/pipermail/libs-or/attachments/20250114/2a73e3d6/attachment.png>