Linked Pivot table not updating in PowerPoint presentation when changes are made.

agwalsh
agwalsh used Ask the Experts™
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I am currently using PowerPoint 365 with Excel 365 and in earlier versions of Excel/Powerpoint if I updated a pivot chart in Excel then that was reflected in my PowerPoint (I was using Paste : Use Destination Theme and Link Data - however I'm finding that even when I refresh the data in PowerPoint, the changes are not always reflected...why is that?

Secondly, where can I find an explanation of the difference between Link Data and Embed workbook - and when would you use one over the other?
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Senior Technical Consultant at BrightCarbon
Commented:
If you have Office 2013 or later and you use Link Data, the PowerPoint file must be opened within an environment that has access to the linked Excel file. Linking to a file means that the object is present in the file and updated each time PowerPoint opens (or you manually force the refresh of the object). Embedding the file puts the whole workbook file into the PowerPoint file, without linking to the source. Once you have embedded a chart, be careful not to delete or move the original Excel file. If the location of the PowerPoint/Excel files change, you might need to embed the table again for it to work correctly.

Have a look at this Microsoft article.

One of the reasons for not embedding the Excel file is that the recipient of the PowerPoint file is able to open the full workbook. That might be a security/confidentiality issue if the workbook contains sheets you don't want them to see. I've seen examples of this issue with catastrophic results, particularly in the HR function of an organisation!

Author

Commented:
Thank you so much. That really does clarify the issue. Any ideas why a linked or embedded file wouldn't update in the PowerPoint presentation when data is changed. It used to work fine in earlier versions...

Thanks
Jamie GarrochSenior Technical Consultant at BrightCarbon
Commented:
I just tested this with a new Excel file and a new PowerPoint deck. If I Copy/Paste a Pivot Chart and use Link Format, the chart does not get updated after an Excel source data change either within the Excel Pivot or within the PowerPoint file unless I right click on the Pivot Table in Excel and click Refresh Data. At that point, the Excel Pivot Chart and corresponding Chart in PowerPoint both get updated. See this video screen capture:
Pivot-data-linking.mp4
I then did some searching and found a VBA solution which you can use in Excel to automatically refresh the Pivot table/chart when the soruce data changes:
https://www.excelcampus.com/vba/refresh-pivot-tables-automatically/

Author

Commented:
Thank you so much ..clarified this issue for me :-)
Jamie GarrochSenior Technical Consultant at BrightCarbon

Commented:
You're more than welcome agwalsh. Glad I could help you out and it was fun exploring the behaviour and solution!

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