Excel Presentation Tips

Excel spreadsheets offer an effective alternative to PowerPoint for data presentation, yet can also be difficult to create and present.

Too much information can overwhelm and disorient the audience, leading them to lose focus and become confused. To prevent this from occurring, divide your data into various sheets and label each appropriately.

1. Keep it simple

An easily avoidable presentation misstep is bombarding the audience with too many bullet points or large blocks of text, leaving them struggling to follow your ideas while reading slides while you speak, leading to confusion and disengagement of their attention from what’s being presented.

Keep it simple when it comes to fonts and themes when presenting. Sans serif fonts work particularly well, while using larger text sizes will ensure that those sitting further back can read what is being presented.

2. Simplify your tables

Though graphs and visuals are the preferred methods of communicating numbers, sometimes tables must also be utilized for engaging presentations. Tables can be quite distracting to viewers so try to minimize their complexity whenever possible.

To ensure an easily readable table, opt for fonts with monospaced spacing rather than proportional spacing – this makes it easier for readers to distinguish numbers and read columns of data.

Remove columns you do not require from your table in order to reduce cognitive load and cognitive burden.

3. Make it easy to read

If you need to present complex Excel data in an organized fashion, diagrams are an excellent way to do it. They’re also great ways of making presentations more visually appealing! You could even pair your diagram with a chart for added visual impact!

Font choice can make or break your presentation. Sans serif fonts such as Helvetica, Arial and Calibri tend to be easier for readers to navigate; additionally it should establish a hierarchy in font sizes with headers being larger than subheaders which in turn should be larger than your data text.

For presentations that look professional and polished, removing gridlines from Excel spreadsheets is recommended so audiences can focus on your data without being distracted by lines of text. This helps the audience stay engaged.

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4. Add color

Color can make data much simpler to comprehend when presenting, as people process visuals faster than text alone. To select colors that stand out against their background effectively.

By employing highlight colors, you can attract your audience’s focus on specific sections of the spreadsheet. A legend and key can help them comprehend the various color codes. Finally, before presenting an Excel sheet to anyone for review or presentation it’s wise to remove gridlines and headings as this makes for an easier presentation experience.

5. Add a picture

An image speaks for itself. Instead of just using words to convey information to your audience, why not add an eye-catching visual instead? People remember images more vividly than bullet points!

Add photos directly from a computer file or even search online images for use, then format them with artistic effects that alter their look and feel.

Once you’ve uploaded your image, make sure it is selected so you can move or shape it within your slide presentation.

6. Make it full-screen

There may be times when you want your spreadsheet to take up as much screen real estate as possible, and one way to achieve this goal is with the Full Screen command on the View tab.

Once enabled, this function hides the ribbon, Quick Access Toolbar and status bar at the top of your screen while expanding to display 46 rows from Excel grid.

Pressing Escape will exit this mode, making your presentation even easier for viewers with limited monitor space.

7. Export it

One of the easiest and most efficient ways to present data is to convert it to an image, as this ensures your audience can easily read your figures while saving you space on your computer.

To do this, first open an Excel spreadsheet containing the data you wish to copy, and drag your mouse across its contents until selecting an area, before clicking Home on the Home tab and copy. When pasting into PowerPoint presentations, make sure you know which Paste Options to use; Keep Source Formatting, Use Destination Styles, Embed or Picture will all work equally well.


Dee is a well-respected business journalist with a deep understanding of global financial markets and a talent for uncovering the stories behind the numbers. With over 20 years of experience covering the business beat, Dee is known for his in-depth reporting and analysis of industry trends, as well as his ability to make complex financial concepts understandable to a wide audience.