When you need to create a report filled with data and information, make your data more powerful by displaying it in a formatted Microsoft Word document. There are two methods to do this. Either create a link to an Excel worksheet or embed the Excel worksheet into the Word document.
The information in this article applies to Excel 2019, Excel 2016, Excel 2013, and Excel 2010. Text now download for mac.
How to Link Excel to Word in Excel 2019, 2016 and 2013
Linking an Excel file to a Word document ensures that the Word document is updated every time the data in the Excel file changes.
This works as a one-way link feed that brings the updated Excel data into the linked Word document. Linking an Excel worksheet also keeps your Word file small because the data isn’t saved in the Word document.
Linking to an Excel worksheet to Word document has a few limitations:
- If the Excel file is moved, the link to the Word document needs to be re-established.
- If you plan to transport the Word file or use it on another computer, the Excel file must be transported along with it.
- Data editing must be done in the Excel worksheet. This isn’t a problem unless you require different spreadsheet formats in the Word document.
Click on the box next to the ‘Lock anchor’ field so that it’s selected. Click on the ‘OK’ button. Move your cursor about the text box. Click on the ‘Insert’ option from the top toolbar menu and then click on the ‘Break’ option if you’re using Word 2003. You can lock an image to text so that if you move the text, the image moves also. To do this, click the Text Wrapping button, choose More Layout Options. Under the Position tab select Move Object with Text.
To insert any part of an Excel worksheet, follow these steps:
- Open the Word document where the spreadsheet will display.
- Open the Excel worksheet that contains the data you want to link to the Word document.
- In Excel, select and copy the range of cells you want to include. If you plan to insert more columns or rows into the worksheet, select the entire worksheet.
- To select the entire worksheet, select the box located in the upper left corner at the juncture of the row numbers and column letters.
- In the Word document, position the cursor where you want to insert the linked table.
- Right-click and select Link & Use Destination Styles or Link & Keep Source Formatting under Paste Options.
- Destination Styles uses the default Word table formatting, which usually results in a better-looking table. Keep Source Formatting uses the formatting from the Excel workbook.
- Your Excel data pastes directly into the Word document where the cursor was positioned. If changes are made to the source Excel file, the Word document updates with those changes automatically.
Embed an Excel Spreadsheet Object
The process of embedding an Excel worksheet in a Word document is essentially the same as linking to an Excel worksheet. It does require a few extra clicks, but it brings all data from the worksheet into your document, not only the selected range.
There are two ways to embed an Excel sheet in Word. The first is to embed the worksheet as an object. The second is to insert a table.
When you embed a worksheet, Word uses the formatting from the Excel worksheet. Make sure that the data in the worksheet looks the way you want it to appear in the Word document.
- Select Insert > Object > Object. (In Word 2010, select Insert > Object.) The Object dialog box will open.
- Select Browse and find the Excel worksheet that contains the data you want to embed.
- Select Insert and select OK.
The Excel worksheet is now embedded in the Word document.
Embed an Excel Spreadsheet Table
An alternative to this is to insert the Excel worksheet as a table. This inserts the worksheet the same way as if it were embedded as an object. The difference is that it opens a blank Excel worksheet for you to fill out.
Choose this method if you haven’t created the Excel file yet.
To insert the Excel worksheet as a table in Word 2010:
- Open a Word document.
- Place the cursor where you want to insert the Excel worksheet.
- Select Insert > Table.
This opens a blank Excel worksheet that you can fill out with your data. You can either enter new data or paste data from another spreadsheet.
Why not just insert a regular Word table and fill it out? When you insert and fill out a new Excel worksheet, you have an Excel file that can be updated any time you like. The data in the Word table automatically updates to match the data in the Excel file.
You must have at one time or the other used the Shapes tool in MS Word to draw objects, diagrams, etc. You would know then that it takes quite some effort and a number of shapes (lines, arrows, boxes, circles, text…) to complete one whole diagram.
Now, God help you if you have to do some document formatting which counts on you moving your diagram to a new page or new location. Will you start selecting each element to move it and rearrange your diagram? For once it may be ok, but it becomes really irritating if you end doing it often.
I have seen people taking screenshots of their own diagram to later insert it back to the document as an image. Intelligent, isn’t it? Surely, you do that because you have missed a wonderful feature that MS Word offers. Let us tell you about it. Let us tell you how you could group all the shapes elements (that make your picture/diagram) and make it a single object so that you could move them all at once.
Steps to Group Shapes Elements to Make an Object
The process may seem time consuming but it really helps in the long run. You would realize the pain of moving it otherwise.
Step 1: Navigate to Insert > Shapes and select a shape that you wish to insert or make part of the picture that you want to draw.
Step 2: Repeat Step 1 for other shapes, arrange all of them to make a meaning full diagram. Add text to boxes if required.
Step 3: Hold Ctrl key and select all the individual elements that you want to make a group of. Hover and click on an element (to select it) when a + mark appears.
Step 4: After selecting all elements release the Ctrl key and hover on any element till your cursor changes to a four handed arrowed cross.
Step 5: At this point make a mouse right click and, navigate to Grouping and choose the Group option.
All the elements will be combined to make a single object viz. the diagram will now be treated as a single element which you can easily move, rotate, format or any other such task. Try and select it, you will be able to note the difference.
Note: Follow the above steps exactly like we mentioned, very carefully. If you miss a step you will lose the selection and you might have to start again.
If you wish to Ungroup or Regroup the elements, select it, right-click and follow Grouping options. Rest is easy to do.
In my school and college days I had a lot of trouble with such diagrams. I did not know of this feature until very late and I could only suffer till then. I also took help of screenshots as I mentioned earlier. Now that I know this method, I can’t help but wonder about the time I wasted not using this trick while moving the diagrams. What about you?
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