Embedding or linking Prism graphs in other programs

The difference between pasting an object, a link or a picture

There are three ways to copy a Prism graph or layout and paste it into many Windows programs, including Word or PowerPoint.

Paste a graph or layout as a Prism object:

Prism will paste a picture of the graph, plus a copy of all the data, analyses and graphical settings needed to create that graph (or layout).

Double-click the object in the other program to edit it within Prism, where you can edit data, change analysis settings, and format the graph. When you exit Prism, the revised graph will appear in Word.

The advantage of embedding is that the Word or PowerPoint file is complete, containing the Prism data and settings. One disadvantage is that this makes the Word file larger. Another disadvantage (for some) is that it means your data can be stored in multiple places. If you realize the data was entered incorrectly, you will need to edit all the copies. Others see this as an advantage -- a way to backup your data.

A Prism object only includes the data tables and results that are linked to the graph (or layout) that you pasted. Other parts of the Prism project are not included.

Paste a graph or layout as a picture

A picture may be worth a thousand words, but it doesn't let you edit data, change analysis choices or reformat the graph. When you double-click on a pasted picture, you cannot edit it within Prism. Instead, you'll open up a generic graphic or photo editor.

An advantage of this approach (for some) is that people you send the file to won't be able see your data or edit your graphs. Because there is no need to store the data and settings, this approach doesn't take up so much disk space.

Paste a graph or layout as a link

Prism can paste a picture along with a link to the Prism file. When you double-click, Prism will be launched and open the linked Prism project. You can then edit the data, analysis settings, or graph in Prism. When you exit, the revised graph will be updated in Word or PowerPoint.

One advantage of this method (over pasting an object) is that your Word or PowerPoint files will be smaller. Another advantage (for some) is that it keeps your data in one place for easy editing. The disadvantage is that the link really is just a link to a file with a particular name in a particular place. If the linked file has been deleted, renamed or moved, you won’t be able to edit it. If you move the Word or PowerPoint to another computer, you won't be able to open the linked file unless it too is moved.

Insert object

If you insert a Prism object into Word or PowerPoint, you'll embed an entire Prism project. In contrast when you paste a graph as an object, you only embed the data and results linked to that graph.

Choose the Insert Object command from the other program's Insert menu (or in Office 2007, the right side of the Insert tab). Choose to create object from a file, and choose your Prism file.

The advantage of this method is that it includes the entire Prism project. This might be useful if you send a document to a colleague and want to include all supporting details.

How to choose to paste an object, a link or a picture

One-click buttons to send to PowerPoint or Word

Choices in Prism's preference dialog determine whether Prism's one-click Send buttons send an object, a link, or a picture.

Copy and paste

When you copy a graph (or layout), Prism put all the necessary information on the clipboard so the pasting program can choose if it wants to paste a picture, an object, or a linked picture. Microsoft Office almost always pastes an embedded object. The exception is PowerPoint 2007, which pastes a picture (at least in its initial release; we expect Microsoft to fix this 'bug' and make PowerPoint 2007 consistent with Word 2007 and prior releases of PowerPoint).

Copy and Paste Special

Instead of pasting (and letting the program choose), use the Paste Special command, so you can choose which format is pasted. With most programs, Paste Special is a choice on the Edit menu. With Office 2007, it is a choice on the Paste menu which is on  the left side of the Home tab of the ribbon.

The scrolling list lets you choose to paste an object ("GraphPad Prism 5 Project Object"), or a Picture ('Enhanced metafile"). You can also paste a bitmap, which might be useful if you want this Word or PowerPoint document to look nice on a Mac.

The left side of the dialog offers the option of pasting a link. If you check this option, the scrolling list gives you no choices. This option will not be available if you copy a graph from an unnamed Prism project, because linking requires that the Prism file has a name.

The right side of the dialog offers the option of displaying only a Prism icon, instead of the full graph or layout. This won't be useful very often.

EMF or WMF?

Windows supports two similar formats for describing images using vectors and fonts. The WMF (Windows Metafile) format is older. The EMF (Enhanced metafile) format is newer, and in theory a bit better. In fact, one format works better for some programs and the other format for others. It seems impossible to predict.

By default, Prism places both formats on the clipboard, and lets the pasting program decide which one to use. Because some programs make the wrong choice, we let you choose whether Prism copies EMF, WMF or both. Choose at the bottom of the File & Printer tab of the preferences dialog. If you're having problems with pasted graphs looking funny, try setting another format as the default choice for copying and pasting.