Microsoft Excel 2016 Bootcamp - Zero to Hero Training

Graphs for Word, PowerPoint, InDesign & Illustrator

Daniel Walter Scott || VIDEO: 21 of 24

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In this video, we're going to look at exporting this chart to lots of different places. We'll look at-- what have we got? We've got Word. We're going to stick it in PowerPoint. We're going to also put it into Adobe Illustrator, and change the colors, and make it vector, and editable. And the same thing for InDesign, if I can find it, InDesign. Also, make a PDF version that we can share on all sorts of other things we might need it to go. All right, let's get exporting charts.

So we'll start with putting it into other Microsoft products. It's really easy. You click on the edge of your chart, and you use 'Copy' or 'Control C', and then jump to the product you want to put it into. Let's jump to Word first. And if you use a shortcut, 'Control V'. It goes in, and I put a 'return' in. There's another way of putting it in. At the top here, where it says-- under 'Home', 'Paste', this little drop down, there's pretty much two options. You can see at the end of that, 'Use Destination Theme & Embed Workbook' is the important one.

The next one is somewhat similar, it says 'Embed Workbook'.  This one here says 'Link Data'. And the next one says 'Link Data'. So, you've got two options, linking data, it's what happened to this first one. But if you just use your shortcut, 'Control V'. It's going to link the data. It just means it's still connected to Excel. So if you make changes in Excel, it's going to adjust in here. And that can be useful sometimes.

Sometimes though, you just want it to be detached, and not connected to Excel. And use the one that says 'Embed'. So I can use this first one here that says 'Embed'. Looks exact same in PowerPoint, no difference. So let's switch over to PowerPoint.

Again, I'm in PowerPoint, and I can just use 'Control V'. One option. I can drag it to be a little smaller. You can see a lot of the same features up here, from Excel. So doesn't really matter if you want to add chart elements in Excel or do it in here.

So I've got this one option, then I'm going to go to the one that says 'Embed'. By default, it links, and I'm going to use this one that embeds it. So we got two options here. Let's check what happens when I change them in Excel. So, in Excel, let's make a big change. This guy here, the 'Paw Patrol' sales, let's say that there were mistakes in. We want to go through-- it was only '6' rather than the 1000s that we had in there.

You can see, it's all changed in here. Let's jump into Word. You can see, the one that we pasted, that's linked, has adjusted automatically but the one that we embedded hasn't. Same in PowerPoint. We can see in here, the one that's linked, and the one that's embedded. So it's really easy to go between Microsoft products, obviously.

Next we'll look at getting stuff into some other desktop publishing documents. We're going to look at Illustrator and InDesign by Adobe. The technique is very similar. So, I'm in Excel, I'm going to click on my graph. I'm going to hit 'Control C' or this 'Copy' button. And I'm going to jump into, let's say, Illustrator first. If you've never used Illustrator, it's just a desktop publishing program or graphic design program, you can use it for lots of things.

And all I'm going to do is paste in here. So 'Control V', or 'Edit', 'Paste'. And the cool thing about it is that it's still kind of editable, and it's still vector. So it's scalable, so in Illustrator, I'm going to hold 'Shift' and grab the corner here. And I can scale it up. So if you're an Illustrator user this is going to be useful. If you're not, just ignore the rest of this video and skip on to the next one. If you are an Illustrator user, you can select on these bits, and you can see, they're kind of all grouped together. Right click them, 'ungroup' it. And they're actually bits.

They're little bit hard to play with because there are bits all over the place. I'll delete you. And it's that bit there. So it's not perfect, and not fully editable like it is when we go to other Microsoft products, but still pretty cool.

What you can do is grab the white arrow here. And click on these columns here. And you can go throughand decide that-- actually I'm going to use one of my colors. And you can change these colors here in Illustrator. Very similar if you want to do it in InDesign, so jump into InDesign. So in InDesign, it's same,'Control V', or 'Edit', 'Paste'. It's slightly different. What you'll notice is that it's still vector and scalable,which is really nice. So I can scale this up. Hold 'Control' and 'Shift' in InDesign. Scale it up nice and big, you can still see, its vector. You might be seeing it a little bit blurry. You can go to 'View', and say'Display Performance', and make sure it's set to 'High Quality'. It will look nice. You can scale it really big.

The only trouble is you can't do the adjustments like we could in Illustrator. So we can't go through and, like-- "I want to change this to corporate color, pink." So it's all kind of fused. So, ways around that, it's pretty easy. You can go into Illustrator, you could make the changes in here, then copy and paste fromIllustrator into InDesign. Even better, you can just have Illustrator open. Say you want to go straight from Excel to InDesign, but you want that control, so what you do is, you paste in here, then you just copy this version which has ended up here, and copy this into InDesign, and paste it in there.

So I can select on it, right click, and go to 'Ungroup'. And you can start to see, I'm starting to get the little bits and pieces like I did for Illustrator. A little bit hard to work with, but you can start adjusting them.Same thing with the white arrow in here now. I can click on these guys, these guys here, and I can start adjusting. Super easy to work with them. So I can select on this and pick a new 'Fill' color. So there is ways of making it vector and adjustable in InDesign. You just got to copy and paste it, enter Illustrator, and then copy that into InDesign.

One last thing we'll look at is, say you want just a file format, you want to copy them straight in here, more like a PDF, to go into other products, might not be some of these Adobe ones, might be something completely different. The easiest format to do that is a PDF, so let's go and do that.

So in Excel, what you need to do, pretty much the only thing you need to do is to have your charts selected. The one you want to export. If you got lots of charts, just pick the one you want. And then go to 'File', 'Export' and 'Create PDF'. Great. And in here, there is actually, by default it's going to work, but you can go check in here in the 'Options'. And it says 'Selected Charts', but that's by default, it's going to do it. And give it a name. And save it, and you got a PDF.

So I'm going to have my 'Profit Chart'. And this is going to be my '2018' one. Hit 'Publish', and now I'vegot a PDF that I can use. It's scalable, it's vector. You can use it for lots of different things now other than the Microsoft and Adobe ones.

Hope that's helpful, let's move on to the next video.