How do I use a Data Table to fill a slide?

A Data Table is a list of ready-made content — like team members, reference cases, or product line items — that an admin in your company has prepared for a specific slide. When you generate that slide, SlideHub asks which rows of the table you want to include, and fills the placeholders for you automatically. You pick the rows, fill anything that's still missing, and SlideHub builds the slide.

Example: your team has a Data Table called "TeamProfiles" with one row per colleague. The bio slide in your pitch template is linked to that table. When you generate the deck, SlideHub shows you the list of colleagues, you tick the three who are joining the meeting, and the slide is built with their names, titles, and photos already in place — no copy-pasting from a spreadsheet.

How to use a Data Table when you generate a slide

Follow these steps when you open a slide template that an admin has linked to a Data Table. Every label in bold is exactly what you'll see on screen.

1. Open the slide template the way you normally would — either from inside SlideHub or from the PowerPoint or Outlook add-in. If the slide is linked to a Data Table, SlideHub shows the Data Table picker instead of an empty fill form.
2. At the top of the picker you'll see the table's name and a counter such as 0 / 3 items (the second number is the maximum number of rows the slide can fit). Below that is a search box and a Sort By dropdown.
3. (Optional) In the search box, type any word you remember — a name, keyword, or category — to narrow the list. You can also click Filter to filter the rows by any of the columns in the table (for example, only rows where region is "EMEA").
4. (Optional) Use the Sort By dropdown to reorder the list by any column, so the rows you care about appear first.
5. Under Data table item search results, click each row card you want to include. Selected cards get a checkmark and the counter at the top updates. If you select more rows than the slide fits, SlideHub will either cap your selection or duplicate the slide automatically — see "What happens if I pick more rows than the slide fits?" below.
6. If any of the selected rows is missing a value for a placeholder on the slide, SlideHub opens Fill out missing information. On the left you'll see the row preview with Data table name: at the top. On the right you'll see one field per missing placeholder, labelled with the placeholder's identifier (for example, [name] or [photo]).
7. Fill in each missing field. The input changes depending on the placeholder:

• Text placeholders — a single-line text box.
• Rich-text placeholders — a small editor where you can add bold, italics, and lists.
• Image or icon placeholders — a Select button that opens an asset picker. Pick the asset you want and click Remove if you change your mind.

8. Continue through each selected row until none are missing values, then confirm to generate the slide. SlideHub fills the placeholders with the row's values and hands you the finished slide.

Tip: The row cards show a preview of each row's content, so you can scan the list visually without opening every row. If you can't tell two rows apart from the preview, ask your admin to add a more distinctive placeholder (like a name or label) as the first column of the table.

What happens if I pick more rows than the slide fits?

Each slide template is set up with a maximum number of items it can show — for example, a team-profile slide might fit three people side by side. What happens when you select more rows than that depends on a setting your admin chose when they linked the table to the slide:

• Slide duplication is on: SlideHub creates extra copies of the slide so every row you picked appears. If you select nine rows on a slide that fits three, you'll get three slides with three rows each. The counter at the top of the picker shows this in advance — for example, 9 / 3 items → 3 slides (3 per slide).
• Slide duplication is off: SlideHub caps your selection at the slide's maximum, and you won't be able to tick a fourth row until you deselect one of the first three.

You can't change this setting yourself — it's controlled by your admin in the slide editor.

Do my edits get saved back to the table?

Sometimes. Your admin chooses, per Data Table, whether values you type into Fill out missing information are saved back to the table for next time. The toggle they set is called Save end user data:

• If Save end user data is on for the table, anything you fill in for a row becomes part of that row — so the next person who picks the same row sees the values already filled in.
• If Save end user data is off, your fills are used for this slide only and the row stays empty in the table.

If you're working with sensitive data (like client-specific numbers you don't want other colleagues to reuse), check with your admin which setting the table is on before you fill anything in.

Why don't I see a Data Table picker on my slide?

If you open a slide and SlideHub jumps straight to an empty fill form rather than showing a list of rows, it means the slide isn't linked to a Data Table. Either no Data Table covers this slide's placeholders, or your admin hasn't linked one yet. You can fill the placeholders manually as you normally would, or ask an admin to set up a Data Table for that slide.

Who can use Data Tables?

Anyone in your company who can generate slides can use a Data Table that's already linked to a slide. You don't need any special role to pick rows and fill missing values.

Creating, editing, or linking Data Tables is admin-only — see How do I create and manage Data Tables? for the full breakdown of who can do what.

Updated on: 05/20/2026