Data Editor

Edit cells, inspect hidden data, and reset Excel overrides in a spreadsheet view

The Data Editor shows the data behind a Grunt object, including hidden rows and columns that still drive rules. Use it for larger edits or to compare your visual with its Excel source.

The Data Editor shows the data behind a Visual Grid

#Open the Data Editor

Select the Grunt object, then use one of these methods:

Click the pencil icon in the edge menu at the right of the PowerPoint window.
Press Ctrl + Shift + E.
Right-click and choose Edit data.

For charts, you can also double-click the chart to open its data.

#Edit cells and multi-line text

Type directly into a cell for a single-line value. Press Enter or Tab to commit the edit.

For multi-paragraph text, use the formula bar above the grid. In that bar, Enter adds a line break and Ctrl + Enter commits the edit.

You can also calculate values with =SUM(...), reference other cells, and fill formulas down. Follow Formulas in the Data Editor for examples.

#Read the row and column colors

The thin colored strips above columns and beside rows show where the data is stored:

Indicator	Meaning
Green	Data comes from Excel.
Dark orange	Data is embedded in the PowerPoint presentation.
Dashed green or orange	A helper row or column is hidden in the Visual Grid.

Colored row and column indicators distinguish Excel data from embedded data

A hidden row or column can still supply values to rules. You can mix Excel data with rows or columns you insert and maintain in PowerPoint.

#Navigate and select

Action	Shortcut
Move between cells	Arrow keys
Extend the selection	`Shift` + arrow key
Jump to the beginning or end	`Ctrl` + arrow key
Move to the next / previous cell	`Tab` / `Shift` + `Tab`
Select all cells	`Ctrl` + `A`
Select a column	`Ctrl` + `Space`
Select a row	`Shift` + `Space`

#Edit several cells at once

Select a range, then:

Press Ctrl + D to fill down from the first row.
Press Ctrl + R to fill right from the first column.
Type a value and press Ctrl + Enter to enter it in every selected cell.

#Compare the visual with Excel

For an Excel-connected Visual Grid, the editor has two tabs. Visual Grid is the working view, including your edits. The tab named after the Excel data shows the source as a read-only view.

Separate tabs show the Visual Grid and its read-only Excel source

#Manage overrides

Editing an Excel-linked cell in PowerPoint creates an override. It leaves the workbook unchanged and keeps the original Excel value underneath your edit. Overridden cells have a colored corner marker and an override warning.

An override changes the working value while retaining the original Excel data

To restore one cell, right-click it and choose Reset cells to original value. To restore all overridden values, use Clear all in the editor or the override warning in the edge menu.

The override warning lets you inspect changes or clear all overrides

For refresh behavior, shared workbooks, and permissions, see Excel connections.