Presenting with Tableau

All Tableau authors are essentially storytellers. Analyzing data is more than just puzzle-solving; it is a search for a story that will make a difference. Topics can range from Airbnb to the Zika virus, and may be pleasantly diverting or life-changing, but they all serve a common need: to tell a story. This chapter is dedicated to helping you stock your toolkit of knowledge with ideas and methods for using Tableau to make presentations that engage, delight, and make a difference.

This chapter will explore the following presentation-centric topics:

• Getting the best images out of Tableau
• From Tableau to PowerPoint
• Embedding Tableau into PowerPoint
• Animating Tableau
• Story points and dashboards for presentations
• Presentation resources

Getting the best images out of Tableau

In this section, we will review options for exporting an image from Tableau into other applications and discuss the pros and cons of each method. We’ll begin by surveying various screenshot applications and then we will consider methods that are available directly in Tableau.

Perhaps the easiest way to capture an image in Tableau is to use a screen capture tool. The following are some screen capture tools that won’t impact your pocketbook:

• Grab is a screen capture utility natively available on macOS. Grab is located in the Utilities folder under Applications. You can also access it via the following shortcuts: Shift + Command + 3 for a screenshot, Shift + Command + 4 for a partial screenshot, and Shift + Command + 5 for a timer screenshot.
• Snipping Tool is installed by default with Windows, a very simple tool with few bells and whistles, easy to use and effective.
• Greenshot is an open-source screen capture...

From Tableau to PowerPoint

PowerPoint is ubiquitous. Some may argue that other presentation tools such as Prezi are superior, but for many organizations (probably the vast majority) PowerPoint remains the software of choice.

Prezi is a tool that can be accessed via the web. Typically, you won’t see classical slides but an interactive, moving presentation. Templates are available online and they offer free as well as paid tiers. You can check it out here: www.prezi.com.

As such, it’s important to integrate Tableau and PowerPoint efficiently and effectively. It is possible to export your dashboard directly into PowerPoint. You will find the option under File | Export As PowerPoint…:

Figure 10.1: Export As PowerPoint…

After making this selection, you will be asked whether you want to export the current view or a selection of sheets from the workbook:

Figure 10.2: Export PowerPoint

Try both options to see how the...

Embedding Tableau into PowerPoint

It is possible to embed Tableau directly into a PowerPoint presentation or, to be more accurate, it’s possible to embed a web browser through which an instance of Tableau Server may be accessed. There are various methods for accomplishing this, including the Web Viewer app, a third-party add-in called LiveWeb, and VBA code.

The Web Viewer app is available at https://appsource.microsoft.com/en-us/product/office/WA104295828?tab=Overview. Although it works well for Tableau Public, the default Tableau Server settings disallow access via Web Viewer. Your Tableau Server Admin will be able to help change the settings though. LiveWeb (available at http://skp.mvps.org/liveweb.htm) works well but requires an additional installation. You must download the installation from the URL provided and start PowerPoint. You will then be able to add another add-in to your PowerPoint ribbon, which, in return, allows you to add a Tableau Server URL that will...

Embedding Tableau into Google Slides

Google Slides is another widely used presentation tool and, due to its web-based nature, a convenient one. Just like in PowerPoint, you can insert images, audio, and video but unfortunately no web page or a Tableau dashboard.

At the time of writing, I could not find a workaround either. However, if you don’t want to switch between applications, Google Slides can be embedded into Tableau, so the other way around. This limits the tools at least to one!

Let’s give it a try:

You do need a Google account to do this.

1. Open Google Slides, https://docs.google.com/presentation, and click on Blank to open a new presentation.

   Type something like:

   

   Figure 10.21: Google Slides

2. Fill a second page:

Figure 10.22: Test slides

3. Click on File | Share | Publish to web.
4. Change the dropdown Auto-advance slides to every minute. Then click on Publish:

...

Animating Tableau

Including animation in a presentation can be very effective for engaging an audience. Hans Rosling accomplishes this admirably with his popular YouTube video 200 Countries, 200 Years, 4 Minutes (https://youtu.be/jbkSRLYSojo). In this video, Rosling uses data visualization to track wealth and life expectancy over time. His combination of data visualization with insightful commentary and a passion for his message makes Rosling’s video a must-see for anyone interested in making appealing presentations using data.

Animations are easy to implement and are available via Tableau Reader as well as Tableau Server (since the 2020.1 release). At the time of writing, I have only encountered one drawback; worksheets with animations that are uploaded to Tableau Server will provide a single-speed level, whereas Tableau Desktop will show three. Regardless, that should not stop you from using this functionality.

The following exercise tracks ACT testing scores from...

Story points and dashboards for presentations

Story points are Tableau’s answer to PowerPoint. As such, both share fundamental similarities. A PowerPoint presentation provides a linear approach to communication. So do story points in Tableau. A PowerPoint presentation provides slides, each of which is a blank canvas that provides a user with infinite possibilities to communicate ideas. A story in Tableau provides story points for the same purpose.

Although there are fundamental similarities, it is important to understand that Tableau story points and PowerPoint presentations often do not fulfill the same role. Each has advantages over the other, and so a list of pros and cons should be considered.

We can view the pros and cons of PowerPoint and Tableau story points in the following table:

...

PowerPoint		Tableau story points
Pros

Presentation resources

Using story points effectively in Tableau is perhaps more of an artistic consideration than a technical one. Although this book attempts to consistently consider best practices for data visualization and to encourage attractive and user-friendly worksheets and dashboards, a discussion of effective presentation techniques is beyond its scope.

If you would like to improve your ability to create effective presentations, consider the following resources:

• Tableau story points: Learning by example is invaluable. Fine examples of story points can be found on Tableau. To learn from one of the most engaging, navigate to https://help.tableau.com/current/pro/desktop/en-us/story_example.htm.
• TEDx talks: TEDx talks are great for learning and can even be listened to while commuting or being away from your desk in general. One video I would recommend is The 3 Magic Ingredients of Amazing Presentations by Phil Waknell https://www.youtube.com/watch?v=yoD8RMq2OkU...

Summary

We began this chapter by exploring various screen capture tools as well as Tableau’s native export capabilities. Next, we turned our consideration to PowerPoint, where we explored various methods for creating PowerPoint presentations from Tableau workbooks, and even explored how to embed a live instance of Tableau into PowerPoint. Next, we considered Tableau animation. Lastly, we explored how to use story points and dashboards for presentations. In Chapter 11, Designing Dashboards and Best Practices for Visualizations, we will turn our attention to dashboarding, where we will push beyond the normal boundaries of the typical dashboard, but not lose focus of the practical applications.

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