Create and insert links to Excel files in Word documents

Contents
  1. Learn how to link Excel to Word and keep your document up to date
  2. How to Link Excel to Word in Excel 2019, 2016 and 2013
  3. Insert Excel Spreadsheet Object
  4. Insert Excel Spreadsheet Table
  5. How to Insert an Excel Spreadsheet in Word 2010
  6. Insert Excel Table in Word 2010

Learn how to link Excel to Word and keep your document up to date

When you need to create a report with data and information, make your data more powerful by displaying it in a formatted Microsoft Word document. There are two ways to do this. Link to an Excel sheet or paste an Excel sheet into a Word document.

The information in this article applies to Excel 2019, Excel 2016, Excel 2013, and Excel 2010.

How to Link Excel to Word in Excel 2019, 2016 and 2013

Linking an Excel file to a Word document is the best way to import data. This ensures that the Word document is updated whenever the data in the Excel file changes.

This acts as a one-way link channel that transfers the updated Excel data to the linked Word document. Linking an Excel worksheet also keeps the Word file small because the data is not stored in the Word document.

Linking an Excel sheet to a Word document has a number of limitations:

  • If the Excel file is moved, the link to the Word document should be restored.

  • If you plan to transport the Word file or use it on another computer, the Excel file must be shipped with it.

  • Editing data must be done on an Excel sheet. This is not a problem unless you need other spreadsheet formats in your Word document.

Follow these steps to paste part of an Excel sheet.

  1. Open the Word document that displays the worksheet.

  2. Open the Excel sheet that contains the data you want to link to the Word document.

  3. In Excel, select and copy the range of cells you want to include. If you plan to insert more columns or rows per sheet, select the entire sheet.

    To select the entire sheet, select the field in the top left corner at the intersection of row numbers and column letters.

  4. In a Word document, place the cursor where you want to insert the linked table.

  5. From the menu, choose Edit Link and use destination styles or Link and keep original formatting. Destination styles use Word’s standard table format, which usually results in a more attractive table. , Keep Source Formatting uses the formatting from the Excel workbook.

Your Excel data is inserted directly into the Word document where the cursor was placed. If changes are made to the original Excel file, the Word document is automatically updated with those changes.

Insert Excel Spreadsheet Object

The process of embedding an Excel worksheet in a Word document is essentially the same as linking it to an Excel worksheet. This requires a few extra clicks, but brings all the data from the worksheet into your document, not just 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 of the Excel worksheet. Make sure the data on the sheet looks the way you want it to appear in the Word document.

To insert an Excel sheet as an object:

  1. Open a Word document.

  2. Select Insert An object An object

  3. Open a tab Create from file

  4. Select Overview and locate the Excel sheet that contains the data you want to embed.

  5. Select Insert and choose OKAY.

The Excel worksheet is now embedded in the Word document.

Insert Excel Spreadsheet Table

An alternative to this is to insert an Excel sheet as a table. Inserts the sheet as if it were embedded as an object. The difference is that it opens a blank Excel sheet for you to fill out.

Choose this method if you have not yet created an Excel file.

To insert an Excel sheet as a table in Word 2010:

  1. Open a Word document.

  2. Place the cursor where you want to insert the Excel sheet.

  3. Select Insert table

  4. Select Excel spreadsheet in the drop-down list.

A blank Excel sheet will open for you to fill in with your information. You can enter new data or insert data from another table.

Why not just insert and fill out a regular Word spreadsheet? If you insert and fill out a new Excel sheet, you have an Excel file that can be updated at any time. The data in the Word table is automatically updated to match the data in the Excel file.

How to Insert an Excel Spreadsheet in Word 2010

Word 2010 lacks the same special paste functionality found in later versions of Excel. However, Excel workbooks can be linked to Word using the Object or Insert Table methods, but the menus look and behave slightly differently.

To insert an Excel worksheet object in Word 2010:

  1. Select Insert

  2. Select An object

  3. Open a tab Create from file

  4. Select Overview and locate the saved Excel spreadsheet.

  5. Select Insert and choose OKAY.

The Excel worksheet is now embedded in the Word document and the worksheet is automatically updated in Word every time the data is refreshed in Excel.

Insert Excel Table in Word 2010

To insert a table from an Excel sheet:

  1. Select Insert

  2. Select table

  3. Select Excel spreadsheet in the drop-down list.

Embeds the sheet directly into the Word document. This is not an external spreadsheet file. Instead, it’s an Excel sheet embedded directly into a Word document.

The advantage of this approach in Word 2010 is that the worksheet can be edited just like in Excel. You avoid the somewhat clunky method of editing data in a regular Word spreadsheet.

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