Transcript – Exporting charts to MS Office – as a link

[01 Intro]

In this video, we’ll look at another way to export charts to Microsoft office: copying them as links to Macrobond documents. You’ll learn what it means, why it’s useful, and how to do it. We’ll also look at editing and refreshing charts that you’ve exported as links.

[02 Definition]

By default, charts are exported as a copy of the original Macrobond document. Copying them as links means that they will remain connected to the original file. This can be useful when you want to copy the same chart in multiple presentations or reports, that way the changes you make in the original file will be applied to all the copied charts at once.

[03 Saving first]

Let’s start with an example of exporting a chart as a link. In order to do this, your document needs to be saved. If you’re going to export this chart to presentations that you intend to share with your colleagues, the document should be saved in an account that they can access.

[04 How to copy as link]

To create a copy that’s linked to the original document, right-click on the chart you want to export select the copy special option and check this copy as a link box. Click OK and you’re ready to paste.

[05 Pasting the chart]

Copying as a link is especially useful when you use the same chart in multiple documents. To demonstrate this, let’s paste the copied chart into a Word document and a PowerPoint presentation.

 [06 Editing the chart]

There are two ways to edit your linked charts, the first way is to double-click on the pasted chart you have here in PowerPoint. This is useful if you’re already working on a presentation or report and need to make some adjustments.

[07 Edit size of individual copies 1]

In the window that opens you have a few different options. Starting at the bottom, you’ll see that you can make some changes to the specific chart you just clicked on without having the changes applied to the original document or other linked copies.

[08 Edit size of individual copies 2]

Let’s try changing the size. What you see is that the change has been applied to the chart in Powerpoint but not the one in Word.

[09 Opening document]

To make changes that will apply to all the copied links, you should open the original document by clicking here. If you have a problem opening the document, it’s probably because the name or location of the original document has been changed, so the link has been broken. You can look for the document again by clicking here. Once you select the correct document, a new link will be created.

[10 Editing document]

With the original document open, let’s try changing the color of the area graph from red to blue. Once you’re done go to PowerPoint and then to Word, you’ll see that the change has been applied to both.

[11 Alternative method]

You can also edit linked charts without having to open any of the presentations or reports the charts have been used in. Simply go to the file location in the application. Any changes made to the original document will be applied to all the linked copies the next time you open them and click on refresh.

[12 Reminder]

Remember that your linked copies rely on the name and location of the original document staying the same. Moving, deleting or renaming the original Macrobond document will mean that you have to recreate links to your copied charts.