Insert Excel data into Microsoft Word documents

Content
  1. Microsoft Excel and Word play great together
  2. What is the difference between linked and embedded worksheets?
  3. Insert sheet
  4. Insert sheet
  5. Use Paste Special to paste a leaf
  6. Link your worksheet to your document
  7. Things to remember when pairing

Microsoft Excel and Word play great together

Inserting Excel data into Word isn’t difficult, but you have to decide whether to link the sheet or just paste it into the document.

Remark † The instructions in this article apply to Excel 2019, Excel 2016, Excel 2013, Excel 2010, Word 2016, Word 2013, Word 2010, Excel 2019 for Mac, Word 2019 for Mac, Excel 2016 for Mac, Word 2016 for Mac, Word for Mac 2011 and Excel for Mac 2011.

What is the difference between linked and embedded worksheets?

A linked sheet means that every time the sheet is updated, the changes are reflected in your document. All edits are completed on the worksheet, not on the document.

An embedded sheet is a flat file. This means that once it’s in your Word document, it becomes part of that document and can be edited as a Word table. There is no link between the original worksheet and the Word document.

Insert sheet

You have two main options for embedding a sheet in your document. Just copy and paste from Excel to Word or paste it with the special paste function.

Using the traditional copy and paste method is certainly much faster and easier, but also limits you a bit. It can also mess up some of your formatting and you could lose some table functionality.

Insert sheet

Using the special insert function provides more options for displaying data. The worksheet data on the clipboard can be pasted as a Word document, formatted or unformatted text, HTML, or an image. Paste Special is not available in Word Online.

  1. Open your Microsoft Excel sheet.

  2. Drag and drop the content you want into your document.

  3. Copy the data. Click CTRL C (on a Mac, click Team C ) or select House To copy

  4. Go to your Word document.

  5. Place the insertion point where you want the worksheet data to appear.

  6. Click CTRL V( on a Mac, click Team V ) or select House Insert

Use Paste Special to paste a leaf

  1. Open your Microsoft Excel sheet.

  2. Drag and drop the content you want into your document.

  3. Copy the data. Click CTRL C( on a Mac, click Team C ) or select House To copy

  4. Go to your Word document.

  5. Place the insertion point where you want the worksheet data to appear.

  6. On the Home tab, select the down arrow next to Insert

  7. Select Special insert

  8. Select Insert

  9. Select a format in the “If” field. The most common options are: Microsoft Excel Worksheet Object and Image

  10. Select Okay

Link your worksheet to your document

The steps for linking your worksheet to a Word document are similar to embedding data.

  1. Open your Microsoft Excel sheet.

  2. Drag and drop the content you want into your document.

  3. Copy the data. Click CTRL C (on a Mac, click Team C ) or select House To copy

  4. Go to your Word document.

  5. Place the insertion point where you want the worksheet data to appear.

  6. Click the down arrow next to Insert

  7. Select Special insert

  8. Select insert link

  9. Select a format in the field How † The most common options are: Microsoft Excel Worksheet Object and Image

  10. Select Okay

Things to remember when pairing

  • If you move the linked Excel file, the link will not work. To fix this, follow the instructions above and check the file again.

  • To edit the Excel data in your document, double-click it. This opens the linked sheet in Excel.

  • If you edit a worksheet in Excel, the changes are saved to your Word document when you save the Excel sheet.

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