Importing Excel Data Into Word

One of the most common questions I hear when doing MS Office training is “How do I import data from Excel into my Word document?” Well there are a few different ways in which you can import data from Excel spreadsheets to Microsoft Word. The method you use will depend on whether or not you want the Excel data to retain its spreadsheet functionality in Word.

If you want, you can simply copy and paste data from Excel into Word. When you do this, all the Excel data is converted into a Word table. The Excel data does not retain any of its spreadsheet functionality once data is pasted into Word.

To perform this simple replication of data, use the steps outlined below:

  1. Open your Word document.
  2. Open your Excel spreadsheet.
  3. Within Excel, select the cells you want to copy into Word.
  4. From the Edit menu, click Copy.
  5. Switch to your Word document.
  6. Place the insertion point where you want the data.
  7. From the Edit menu, click Paste.

You can then modify the data in the document table as you would any other Word table.

Back to the common questions I hear “How do I import data from Excel into my document?” There is another method to use if you want to retain the use of Excel tools to edit the data in Word.

If you want to be able to use Excel tools to make changes to the Excel data in Word, you can use the Paste Special command. When you use this command, the Excel data is embedded as a Microsoft Worksheet object.

To use the Paste Special command:

  1. Open your Word document.
  2. Open your Excel spreadsheet.
  3. Within Excel, select the cells you want to copy into Word.
  4. From the Edit menu, click Copy.
  5. Switch back to your Word document.
  6. Place the insertion point where you want the data placed.
  7. From the Edit menu, click Paste Special.
  8. Select Microsoft Excel Worksheet Object.
  9. Click OK.

When you double click the table that you inserted into your Word document, you will notice that it now retains its Excel functionality.

Finally, there is a third method you can use. If you want to be able to edit that data within Excel and have those changes updated automatically in Word, you can do so by creating a dynamic link.

  1. Open your Word document.
  2. Open your Excel spreadsheet.
  3. With Excel, select the cells you want to copy into Word.
  4. From the Edit menu, click Copy.
  5. Switch back to your Word document.
  6. Place the insertion point where you want the data placed.
  7. From the Edit menu, click Paste Special.
  8. Select Microsoft Excel Worksheet Object.
  9. Select the Paste Link radio button.
  10. Click OK.

Now when you double click the table in Word, the worksheet will open in Excel.

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