Link pictures in PowerPoint so they update

Why link instead of insert

An inserted picture is copied into the deck. When the original file changes, the deck keeps the old copy, and every slide has to be updated by hand. A linked picture points to its file, the way InDesign places images, so a new version can flow into the slides.

Linking with PowerPoint alone

1. On Windows: Insert > Pictures > This Device, select the file, then open the arrow next to Insert and choose Link to File or Insert and Link.
2. On Mac: Insert > Picture > Picture from File, select the file, then turn on Link to File in the options before inserting.

The limits: PowerPoint only refreshes a linked picture when the deck is opened again, it does not tell you which pictures are out of date, and moving the deck or the images often breaks the link. Replacing a picture with Change Picture can also lose its crop.

Link and update with KPT Links Basic (free)

KPT Links is a free add-in for PowerPoint for Mac and PowerPoint for Windows (beta).

1. Select a shape or placeholder, or nothing, and press Place Linked. It accepts PNG, JPG, TIFF, PSD, HEIC, PDF, AI, SVG and more.
2. The picture fills the shape and keeps its size, position, crop shape and effects.
3. When the file changes, select the picture and press Update Selected. The frame never moves or resizes.
4. The Links panel shows every linked picture as OK, modified or missing, so you know what needs updating.