OmniDocHow to put an Excel data table into a slide without running the table
When an Excel data table is put into a slide, common problems are that columns are crowded together, text is cut off, and the table exceeds the page. This article gives the steps to first organize the data in UniCell and then put it into a UniPPT slide, as well as a checklist after putting it in.
Key points of this article
- Before putting into the slide, delete the blank rows, split the merged cells, and ensure that the header only occupies one row.
- Unify number and date formats in UniCell spreadsheets, then put the organized areas on slides.
- Only put a table that answers one question on one page. If there are too many columns, delete them. Do not reduce the font size until they are clearly visible.
- Randomly compare three to five lines of numbers after placing them, and check whether text truncation and tables cross the edge of the page.
When many people make a report, they already have an organized Excel sheet in their hands and need to turn it into a slide for others to see. If you copy and paste directly, the common results are that the column width is squeezed, text wrapping is disordered, and the right or bottom of the table exceeds the page. These problems are especially obvious when the table has more than a dozen columns and the text in the cell is long.
This article talks about how to put an Excel table into a slide to ensure that each column is readable and does not overflow. If what you want is to batch generate multiple ppt slide files based on organized excel data files, that is another type of task. However, every page produced in batches must also pass this level first, so the method of single page is worth mastering first.
After reading this article, you can judge whether the table should be pasted directly, leaving only key columns, or exported as an image for insertion; you can also use UniCell to clean up the data in the OmniDoc desktop client, and then put it into a UniPPT slide.
How to put an Excel table into a slide so that the template does not run? One sentence conclusion
First organize the data in Excel until it is readable, and then select only the columns to be displayed on this page. The number of columns should be controlled within a range that readers can see clearly at a glance. Whether the table should remain editable depends on whether the numbers will be changed later.
| your situation | Recommended practices | reason |
|---|---|---|
| Within six columns of the table, the cell text should be shorter | After sorting, put it directly into the slide and keep the editable table. | It’s easy to change the numbers later, and the column width is easy to control. |
| There are many columns and the cell text is long | Only keep key columns and put details in notes or subsequent pages. | Content that does not fit on one page is forcibly crammed in, and the font size will be so small that it cannot be seen clearly. |
| The table is for display only and does not need to be modified. | Export as picture and insert | The position is fixed and will not be misaligned due to software differences. |
| Data needs to be updated repeatedly | Keep the original Excel table as the source file and synchronize it to the slideshow after each update | Avoid inconsistencies between two sets of data |
| The original table has merged cells, blank rows or multi-layer headers | First open the merged cells, complete the table header, and then put | Merged cells are easily misaligned after pasting, and multi-layer headers will occupy too many rows. |
Before you start: Confirm these points first
- Whether the header occupies only one line. The column width of the slide table is calculated based on the grid. Multi-layer headers and merged cells are easily misaligned after pasting. First, flatten the header into a line, which is the prerequisite for all subsequent adjustments.
- What does this page want the reader to see? Only answer one question per page. First determine the columns and rows you want to see, and then decide how big the table should be. If the problem is not clear, it is easy to pile up all the data.
- Lower limit of font size. Audiences in the back row must be able to see clearly during projection. The text in the table should not be much smaller than the main text. If this is not possible, split the page or delete the column instead of continuing to reduce the size.
- Whether the data contains sensitive information. Before sending it to others, hide the ID number, mobile phone number and other fields. Hidden columns, comments, and notes should also be checked as they may be visible along with the file.
- Do you want to modify it? If you only change numbers, it is more appropriate to keep the editable table; if you only want to display, the image position is stable. This step determines which insertion method will be used later.
Steps to organize data and put it into slides in OmniDoc desktop client
- Open the original Excel table and delete empty rows and columns. Make sure the first row is a complete header and each column has only one name. For cross-column writing like "Quantity (10,000)", try to change it to a single column, with the unit written in the header.
- Open the merged cells and complete the data in the merged area. The merged cells will be misaligned after being pasted onto the slide. First fill in each cell with the corresponding value.
- Create a new UniCell spreadsheet in the OmniDoc desktop client and paste the organized data into it. UniCell is used to organize data and then put the required area on the slide.
- Unify the format in UniCell. Unify the format and decimal places of amounts, percentages, and dates to avoid two ways of writing them in the same column.
- Delete unnecessary columns on this page. It is recommended to complete the deletion in UniCell and not hide it in the slide, otherwise it will be difficult to confirm which data has been removed later.
- Open the UniPPT slide in the OmniDoc desktop client, create a new page and select the appropriate layout, leaving a table area. After the layout is selected, the available width and height of the table are basically determined.
- Put the organized area in UniCell into the slide as a table. If the table exceeds the page, go back to UniCell and delete columns or rows instead of reducing the font size to illegible.
- Adjust the font size and column width so that the text in each column does not wrap or only wraps in one line. Leave a certain amount of space at the bottom of the table and the bottom of the page to prevent the edges from appearing crowded. Then check the numbers against the original table and save the slide.
Check each item after completion
After getting the results, check the following points one by one. Most running problems can be discovered at this step.
| Check item | What do you think? | What if there's a problem? |
|---|---|---|
| Is the figure consistent with the original table? | Randomly select three to five lines and compare them with the original Excel table one by one | Go back to UniCell to check the source data, and then put it back in |
| Is the text truncated? | View column by column under full screen preview, pay attention to ellipses and line breaks | Shorten the header text or delete the secondary column |
| Whether the table exceeds the page | See if the right and lower boundaries cross the page or edge | Reduce the number of lines and move the details to comments or subsequent pages |
| Is the font size too small? | Step back and see if you can read it clearly under the projection distance. | Split into two pages and answer only one question on each page |
| Is the format uniform? | Are dates, percentages, and decimal places consistent in the same column? | Re-insert after unifying the format in UniCell |
# Core comparison
There are three common ways to put a form on a slide, each with its own trade-off.
| Contrast item | Put it directly into an editable form | Keep only the key columns and put them in | Export as picture insert |
|---|---|---|---|
| Can you continue to modify the numbers? | Can | Can | Can't. |
| The performance of listing for a long time | Easy to squeeze and run the plate | The layout is clear. | Fixed position, do not run version |
| A suitable scene | A report that needs to be revised repeatedly | There is only one conclusion per page. | Only for presentation, the layout needs to be fixed |
# frequently asked questions (FAQ)
1. The form is so long that there is no room for one page.
Don't shrink the font size so that you can't see it in order to put it down. You can split the table into two pages, or leave only summary rows and key columns, and place the complete data in subsequent pages or comments.
2. Can the form in the scanned version of PDF be put directly into the slide?
The form in the scanned piece needs to be recognized as text first. You can use the PDF editor of the OmniDoc desktop client to identify the OCR, and then organize the results into UniCell. Be sure to check the numbers one by one after recognition, because there may be typos in the OCR results.
3. What's the difference between online PPT editing and desktop clients?
The UniPPT slide feature is currently available in the OmniDoc desktop client. There is no slide section in the functional description of the web version editor (app.unidoc.top), so the steps in this article are based on the desktop client.
4. If you want to apply the one-page approach to many pages, what should you pay attention to?
First set the template for a single page: the header format, font size, number of columns and page white space are all fixed, and then applied to other pages. Do not rush to mass production before the template is determined, otherwise the cost of rework will be very high.
# Summary
When an Excel table is put into a slide, the key is to sort out and then put it in: delete empty rows, split and merge cells, unify the format in UniCell, and then retain only the columns needed on this page. Check numbers, truncations and boundaries with a checklist after placement. If you want to batch generate multiple excel slide files according to the sorted ppt data files, you can first use the single-page template here to confirm the effect, and then expand to other pages.
