2.4Tables & graphs
The essentials in 30 seconds
- In projection, we show the CONCLUSION of the figures, not the data file.
- Clean graphic: no gridlines, direct data labels, assertive title.
- A projected table: 5-6 lines max, 18 pt min — otherwise, it is a handout.
Mini-spun case — Tables & graphs
Amel presents the launch figures: volumes, costs, prices and forecasts. She chooses a table for the specific data and a graph for the trend, without cluttering the slide.
Continuation of the common theme: the Blida agri-food SME is preparing its market launch.
1. Tables: small, sorted, titled
A projected table is 4×5 max (4 columns, 5 lines): beyond that, it is an annex. Sort by useful information (descending), title-message above (“Paris widens the gap”), a line or column in emphasis. The table proves, it does not archive.
2. Graphics: the right kind, zero decorations
Bars = compare, curve = evolve, sectors = shares (5 max, otherwise bars). Remove gridlines, redundant legend, 3D effects; add data labels and a message title. A graph can be read in 3 seconds or it fails.
3. Living data: link, not copy
Paste an Excel chart with link (Paste Special → Link): the numbers update. Before planning: break or update the connections, load the binder, test outside the network. A “red X” graphic in front of the committee is not forgotten.
🔎 Concrete example — Concrete example — Satisfaction 7.8/10 which is striking
1. Bars: 4 quarters (6.9 → 7.1 → 7.5 → 7.8)
2. Delete grid + legend, labels on bars
3. Last accent bar, others in gray
4. Title: “Satisfaction: 7.8/10, +0.9 pt in one year”Reading: the accent says where to look, the title says what to conclude.
Lesson: never 3D: it distorts the proportions.
Section vocabulary
- Table (PowerPoint)
- Insert → Table: Grid with quick styles. In projection: 5-6 lines maximum, font ≥ 18 pt.
Simple example: Amel uses “Tableau (PowerPoint)” in preparing for the launch.
What it is not: treat “Table (PowerPoint)” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- Native chart
- Insert → Chart: PowerPoint opens a mini data sheet for you to fill out. The chart follows the theme.
Simple example: Amel mobilizes “Native Graphics” in preparation for the launch.
What it is not: treat “Native Graphic” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- Paste linked from Excel
- Paste Special → Paste with Link: The chart updates when the source Excel changes.
Simple example: Amel uses “Paste linked from Excel” in preparation for the launch.
What it is not: treat “Paste linked from Excel” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- Data labels
- The values displayed on the bars/points: often more readable than a projected axis.
Simple example: Amel mobilizes “Data Labels” in preparation for the launch.
What it is not: Treat “Data Labels” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- The right graph
- Bars = comparison, curve = evolution, sectors = distribution (≤ 5 shares) — as in the Excel guide.
Simple example: Amel mobilizes “Le bon graph” in preparing for the launch.
What it is not: treat “The good graphic” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
In practice — From raw table to encrypted message
- Insert a 4×3 table: quarters and turnover. Apply a sober style, enlarge the font to 18-20 pt.
- New slide: Insert → Chart → Bars: enter the same CAs in the mini-sheet.
- Clean up: remove the grid, add the data labels, remove the vertical axis which has become unnecessary.
- Add the message title: “CA: +18% in Q4” — the title announces the conclusion, the graph proves it.
Script ready to say — Tables & graphs (25 s)
“Insert tables and graphs (from Excel or native) and format them for readability. Concretely, I check this point before projecting: in projection, we show the conclusion of the figures, not the data file. »
Short wording, to be adapted to the audience and the context of the meeting.
Copy and paste template — “Tables & graphs” checklist
CHECKLIST — Tables & graphs
1. In projection, we show the CONCLUSION of the figures, not the data file.
2. Clean chart: no gridlines, direct data labels, assertive title.
3. A projected table: 5-6 lines max, 18 pt min — otherwise, this is a handout.
4. Paste linked from Excel for recurring presentations: figures update.
EXPECTED RESULT: The typical transformation: from a table to be read to an encrypted message which can be understood in 3 seconds.Express version
Apply only the essentials and the first key point, then check the rendering in projection.
Remote
Share the file and check fonts, contrasts and text size before the video conference.
As a team
Lock in the common model and document choices to keep colleagues consistent.
Printed version
Keep the message titles and the text outline; remove animations that are no longer needed.
✓ Best practices
- 4×5 max for a projected painting.
- Labels rather than grids.
- Link Excel data, test off-grid.
✗ Common pitfalls
- Illegible 9-part sectors.
- 3D which distorts the volumes.
- Copy and paste image of the graph (non-UPDATE).
Key takeaways
- In projection, we show the CONCLUSION of the figures, not the data file.
- Clean graphic: no gridlines, direct data labels, assertive title.
- A projected table: 5-6 lines max, 18 pt min — otherwise, it is a handout.
- Linked paste from Excel for recurring presentations: numbers update.
48 hour challenge — apply tomorrow
Go back from the raw table to the encrypted message on the Amel launch presentation: Insert a 4×3 table: quarters and turnover. Apply a sober style, enlarge the font to 18-20 pt.. Time 20 minutes and note what has changed for the audience.
- I can explain and apply: In projection, we show the CONCLUSION of the figures, not the data file.
- I can explain and apply: Clean chart: no gridlines, direct data labels, assertive title.
- I can explain and apply: A projected table: 5-6 lines max, 18 pt min — otherwise, it is a handout.
Frequently asked questions
The chart pasted from Excel changes colors, why?
The default collage adopts the THEME of the presentation (“Use destination theme”). To keep the original colors: “Keep source formatting” paste option.
How to animate a graph series by series?
Animations → choose an effect → Effect options → “By series” or “By category”: the bars appear as you comment.
In projection, a painting must remain…