When you integrate data visualizations from SAP Analytics Cloud into a PowerPoint presentation using the add-in, you need to understand how this data behaves. When you add a widget to a slide, the add-in captures the data as a static image. The widget is not interactive in your presentation. You cannot click, drill down, or apply filters during a slideshow. The data in this static image does not update automatically. This can be a challenge for recurring presentations where the data changes frequently.
To address this, the add-in provides refresh capabilities that let you update the data in your widgets whenever you're editing the presentation:
- When you refresh a widget from a story that uses a live connection, SAP Analytics Cloud queries the data source directly. The model stores no data — it is an empty structure that defines how to read the source. Your widget always displays the latest values.
- When you refresh a widget from a story that uses an import connection, SAP Analytics Cloud queries the model. When the IT team creates the model, SAP Analytics Cloud copies the data from the data source into the model. By default, any changes in the data source do not affect the data in the model. However, your IT team can schedule data updates at a defined frequency to keep the model up to date.
The SAP Analytics Cloud add-in offers two refresh options:
- Refresh Data
Use Refresh Data to update only the data values in your existing widget. When you choose this option, the add-in fetches the latest data from the SAP Analytics Cloud source story and replaces the old values in your PowerPoint slide. It keeps any local changes you made in PowerPoint, such as filters, sorting preferences, or ranking settings. Use this option when the source data has changed, but the widget structure and layout in the source story remain the same. For example, if your sales figures changed but the chart type and dimensions did not, Refresh Data updates just the values.
- Refresh Widget
Use Refresh Widget for a full update. When you select it, the add-in reloads the widget and pulls its current state from SAP Analytics Cloud. This updates both the data values and any changes to the widget configuration in the source story. For example, if a colleague changed the chart type from a bar chart to a line chart or updated the dimensions or measures, clicking Refresh Widget reflects those changes on your PowerPoint slide. Use this option when the widget design or structure has changed in the source story.
Knowing the difference between these two options helps you keep your presentations up to date while preserving any formatting or filters you have applied.
Business Scenario
Some time has passed since you first built your presentation, and a follow-up meeting with your managers is approaching. In the meantime, the sales data in SAP Analytics Cloud has been updated. To ensure your managers are looking at the most current figures rather than a snapshot from when the widgets were first inserted, you need to bring your presentation up to date before the meeting.
In the following video, you will see how to refresh a widget to display the latest data from SAP Analytics Cloud.
Summary
Let's summarize what you've learned:
- SAP Analytics Cloud widgets are added to PowerPoint as static images, not interactive visualizations.
- Refreshing updates widget data without removing and re-adding it to the slide.
- Live connections query the data source directly; import connections query the model.
- Use Refresh Data to update values while keeping local PowerPoint changes.
- Use Refresh Widget to update values, structure, and configuration from the source story.