If you’re sick of updating the same sales deck every week, this is for you. Embedding live data feeds into your presentations means you never have to swap out screenshots or fake charts again. This guide walks you through getting real-time data into Livepreso presentations, step by step. We’ll cover what actually works, what’s a pain, and how to avoid common traps.
Why bother with live data in presentations?
Static slides age fast. Sales numbers change, inventory shifts, customers want up-to-date info. Embedding live data means: - No more wasted time copying and pasting. - Fewer mistakes (no more “Oops, that’s last quarter’s data”). - Presentations stay relevant, even a month from now.
But let’s be honest: live data isn’t magic. It needs setup, some tech know-how, and a clear sense of what’s worth automating.
Step 1: Know what data you actually need live
First, ask yourself: do you really need everything updating in real time? Most people only need a few key numbers or charts. Trying to wire up every cell in a spreadsheet is a recipe for headaches.
What usually makes sense to update live: - KPIs (sales, revenue, tickets closed, etc.) - Inventory or pricing tables that change daily - Customer names or logos for personalized pitches - Charts that show trends or comparisons
What to skip: - Static company info or bios - Slides that hardly ever change - Anything that’s just “nice to have” but not critical
Pro tip: The more complex your data, the more things can break. Start small. You can always expand later.
Step 2: Prep your data sources
Livepreso can pull in data from a few different sources, but not all data is created equal. Here’s what works best (and what’s a pain):
The Good
- Google Sheets: Easy, cloud-based, and updates in real time. You just need to set share permissions and use a public or unlisted link.
- Excel Online: Works much like Google Sheets, but make sure your team actually uses it—mixing cloud and local files is a recipe for confusion.
- Embeddable dashboards: If you use tools like Power BI, Tableau, or Looker, you can often embed a live dashboard or chart directly.
The Not-So-Good
- Local Excel files: Forget it. Livepreso can’t fetch data from your laptop.
- Custom APIs: Technically possible if you’re a developer, but it’s not plug-and-play. Most people should skip this unless you have IT support.
Setting up your data source: - For Google Sheets: Click “Share,” set it to “Anyone with the link can view,” and copy the link. - For dashboards: Look for an “Embed” or “Share” option in your BI tool.
Watch out: Don’t put sensitive data in a public Google Sheet. If it’s confidential, check if Livepreso supports authentication for your use case.
Step 3: Embed your data into Livepreso
Once your data is ready, it’s time to pull it into Livepreso. The steps depend on the data type, but here’s the general process:
For Google Sheets or Excel Online
- Open your Livepreso presentation and go to the slide where you want the live data.
- Choose “Add Widget” (or similar—it may be called “Embed” or “Data Table” depending on your version).
- Paste the share link from your Google Sheet or Excel Online file.
- Select the range or specific cells you want to show. Don’t try to show the whole sheet unless it’s tiny—nobody wants to scroll through 200 rows in a slide.
- Format the display: Adjust fonts, colors, and sizes to match your deck. Livepreso usually gives you a preview so you can see what you’re getting.
For Embedded Dashboards or Charts
- In your BI tool (e.g., Power BI, Tableau), find the “Embed” or “Share” option.
- Copy the embed code (usually an
<iframe>or a live URL). - In Livepreso, add an “Embed” or “Web Content” widget.
- Paste the code or URL. Resize and position as needed.
Heads up: Some dashboards require users to log in. Test your presentation in “view” mode to make sure your audience can actually see the data.
For Custom Data (if you must)
If you’ve got a developer and need to pull from a custom API, you’ll have to: - Write a web app or visualization that consumes your API. - Deploy it somewhere public or accessible to Livepreso. - Embed it into your presentation as a web widget.
Honestly? Unless you have a killer use case, this is overkill for most teams.
Step 4: Test, test, test
Don’t assume it just works. Here’s what to look out for: - Try changing data in your source (e.g., edit the Google Sheet). Does it update in Livepreso? - Open the presentation on another device (or incognito window) to check permissions. - Ask a colleague to view it—sometimes you’re logged in and don’t notice access issues. - Check load times. Some BI dashboards are painfully slow. If your slide takes 10 seconds to render, rethink your approach.
Pro tip: Have a fallback. If your data goes blank mid-pitch, you’ll want a backup slide or screenshot handy.
Step 5: Train your team (and set boundaries)
People love new toys, but not everyone understands the limits. Make sure your team knows: - How to update the source data (and who owns it). - What shouldn’t be changed (e.g., don’t delete columns). - That some data is live—so “fixing” a number in Livepreso won’t work.
What to ignore: Don’t try to automate everything. Focus on what saves real time and reduces risk of embarrassment.
Common mistakes (and how to avoid them)
- Broken links: If you move or delete the source file, your slides break. Use shared team drives or folders.
- Permission errors: Double-check sharing settings. You don’t want a client seeing “Access Denied” mid-presentation.
- Trying to make everything live: Not every number needs to be dynamic. Too much live data makes troubleshooting a nightmare.
- Ugly formatting: Live data tables often look clunky. Spend five minutes cleaning up the display, or your deck will look half-baked.
When live data isn’t worth it
Sometimes, simpler is better. If your numbers barely change, or you present offline a lot, static slides might be easier. Don’t force live data just for the sake of it.
Summary: Keep it simple and iterate
Live data in presentations is a huge time saver—when it works. Start with one or two critical numbers or charts, make sure they update reliably, and build from there. Don’t overcomplicate things, and always have a plan B in case something breaks. Iterate as you go, and you’ll spend less time updating slides and more time actually using them.