Merge Excel (XLSX) data with PowerPoint template

Placeholder Syntax

• Text Values: Use double curly braces for text placeholders. Example: {{name}}, {{company}}, {{title}} This are the column names in your main Excel sheet which will be used to generate slides. If your column in Excel is called name then you should use {{name}} placeholder in your PowerPoint template.
  Text placeholders go directly in text boxes, table cells, shapes, or notes.
• Excel-Style Addressing: You can reference Excel data using Excel-style expressions:
  • Cell References: {{xlsx.Sheet1!A1}} - References cell A1 in Sheet1
  • Named Ranges: {{xlsx.Sheet1!namedRange}} - References a named range in Sheet1 (use Excel's Name Manager: Ctrl+F3)
  • Excel Tables: {{xlsx.Sheet1!Table1}} or {{xlsx.Sheet2!Table3}} - References an Excel table (formatted table with name, created with Ctrl+T)
  Excel-style addressing is useful when working with multiple sheets or when you want to reference specific cells, named ranges, or Excel tables directly. The active sheet (the one open when you save) is used by default for basic column header addressing.
• Image URLs: Use the same syntax as for text placeholders. Example: {{profile_picture}}, {{company_logo}}.
  You must add sample image (it will be replaced with the one under the provided URL) and type the placeholder name into the contents of "Alt text". This can be achieved by right-clicking the image and selecting "Show alt text" from the menu.
  NEW FEATURE You can now embed images in your Excel file. Here are the 3 simple steps to use images embeded in Excel in resulting PowerPoint presentation:

  1. Insert image (or images) alongside your data (wherever in the worksheet).
  2. Edit 'Alt text" field for the image(s) and type in a handle (e.g. projectStatusOK, projectStatusWarn, projectStatusNOK).
  3. Use that handle in the image column (assume you called the column projectStatus) instead of image URL and our service will know, that it should look for the image inside of the provided data (Excel) file.

  Check one of our blog posts - Generate Project Status PowerPoint from Excel with Images (Fast & Easy) to find sample PPTX and XLSX files.
• QR Codes: QR codes are rendered as images, using our component syntax. Example: {{data=contact_info type=qr}}, {{ data=website_url type=qr }}.
  You must add a sample image (the one to be replaced with generated QR code) and type the placeholder name into the contents of "Alt text". This can be achieved by right-clicking the image and selecting "Show alt text" from the menu.
• Tables: You can automatically populate PowerPoint tables with data from Excel tables or JSON collections. There are two methods:
  • Method 1 - Placeholders in Table Cells: Insert placeholders directly in table cells, e.g., {{name}}, {{email}}. Each row in your data will create a new slide with the table populated.
  • Method 2 - Automatic Table Population (Recommended): Create a table with just the header row, then set the table's Alt-Text Description to: {{type=table data=xlsx.Sheet1!Table1}}. You can also specify columns and filters:
    • Column names: {{type=table data=xlsx.Sheet1!Table1 columns="col1,col2,col3"}}
    • Table data rows filtering (e.g. to show only rows where ID is equal to the current row's ID): {{type=table data=xlsx.Sheet1!Table1 dataFilter="InfluencerID eq {{ID}}"}}
      
      'InfluencerID' here is the column in the table you want to filter, while the 'ID' is the column in the main Excel sheet being processed. Instead of 'ID' you can use specifc values (e.g. 123) or in case of a text column 'Some name'.
  To set table placeholder: Open Selection Pane (Alt+F10), select your table, then right-click → View Alt Text, and set the Description field to the placeholder expression. For Excel tables, format your data as a table (Ctrl+T) and name it.
• Charts: Charts can be populated with data from Excel tables or JSON collections. Supported chart types include Bar, Column, Line, and Pie charts (with variations like stacked, clustered, 100% stacked).
  • Chart Syntax: Insert a chart placeholder in your PowerPoint template, then set the chart's Alt Text Description to: {{type=chart data=xlsx.Sheet1!Table1}}
  • Chart Titles: You can use placeholders in chart titles, e.g. edit the title of the chart and insert: {{xlsx.Sheet1!A1}} or {{xlsx.Sheet1!ChartTitle}}
  To set chart placeholder: Open Selection Pane (Alt+F10), select your chart, then right-click → View Alt Text, and set the Description field to the placeholder expression. The chart structure and formatting from your template will be preserved during merging.
• Sample Presentation Template (PPTX) Download example PowerPoint presentation to see how it looks and works with sample data provided below.
• Sample Excel Data File Template (XLSX) Download example Excel(XLSX) file to see how row oriented data should look like.

Upload Your Files

1. PowerPoint Presentation: Upload a PPTX file containing your placeholders. Ensure the placeholders match the names of the columns in your XSLX file.
2. Data: Proide your XLSX data file in the designated field. Each column should correspond to a placeholder in your PowerPoint slide. This free version allows the creation of up to 5 slides in a single run (if you need more check our pricing).

Step-by-Step Guide

1. Prepare Your PowerPoint Slide: Design a PowerPoint template using the specified placeholder syntax.
2. Prepare Your XLSX Data: Ensure your XLSX data has headers matching the placeholders in your slide. For JSON objects the object properties must match the placeholders.

3. Upload and Submit: Drag and drop your PPTX file, upload your XLSX data file, and hit the submit button. Our service will process the data and provide you with a link to download the generated presentations.

Frequently Asked Questions about Excel to PowerPoint conversion

1. How do I mail merge Excel into PowerPoint?

   Upload your Excel (.xlsx) file and a PowerPoint template to the Excel → PPTX tool to automatically create a personalized presentation.

2. What are common use cases for Excel to PowerPoint?

   Certificates, personalized reports, marketing decks, quizzes, and bulk presentations for events or training.

3. Will my Excel formatting be preserved?

   Cell values are mapped into your PowerPoint template’s placeholders. Visual formatting in Excel doesn’t transfer, but layout and styles come from your PPT template, the same goes for text and table formatting and image cropping, effects.

4. Is the Excel to PowerPoint converter free?

   Yes, with limitation. You can convert Excel to PPTX online for free on pptxmailmerge.com—no signup required. The free tier is limited to 5 data rows. If you need to process more data, you can upgrade to a paid plan.

5. Where can I find examples on how to use Excel to PowerPoint conversion?

   Check out our blog posts with various use cases and step by step examples:

   • How to merge Excel data into PowerPoint presentation?
   • Create quiz wtih PowerPoint and Excel in a few simple steps
   • Automate pricing offers with Excel and PowerPoint
   • Generate Project Status PowerPoint from Excel with Images (Fast & Easy)
   • Create Project Summary / Case Study Using Excel and PowerPoint
   • Create influencer activity report with Excel and PowerPoint
   • Sales report with charts and tables in PowerPoint from Excel data