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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  • http://x Pravin

    Hello,

    I have a porblem with mail merging cells from Excell to word 2003. The cells has around 10 line and more, but after mail meging only the first few line merge. Why is this problem ? can you help me on this ?

  • Marirose

    Can I take a table from an existing Word document created by another person and transfer it to an Excel spreadsheet to use.

  • Kristen Johnson

    How do I get rid of the “image” lines after copying a document from excel into word?

  • Preeti

    I learned much more things, how to create lables………..
    I wanted to know how to use vlookup fuction into excel data?

  • Justin

    Hi, here is a question (and a challenge!) for you:

    Say I have a paragraph of text in a Word 2003 (or whatever) document and I want to reference a specific cell in an Excel document. Like this for example:

    “We have sold 450 widgets this year.”

    where 450 is the contents of a cell in a spreadsheet. Say Test.xls, Sheet1, cell A1.

    Is there any way to do it? So if I have the Word document and spreadsheet open at the same time it will change the value in the Word document if I change the value in the spreadsheet?

    my guess is that it is not possible….

    Cheers
    Justin

  • Phil Gamble

    have office 2000, and am attempting mail merge from an excel spreadsheet. When I get to the menu to selct the source (excel) file, the source file is not listed, wheather on the desktop, or in My documents. When I close out word and mail merge, and go to my documents it is there!! any help?? Phil

  • http://www.shycon.com Web Design Denver

    Thanks for the tips. Gotta love a good first result from google. I’ve used this tip countlessly over the past few days since I’ve learned it.

  • Sanil

    Thanx a lot it works. Has been lookin for this all the while!! :)

  • HBofinger

    Hi,

    I nearly lost my voice screaming again at Microjunk. I am working on a large document, so having Excel object for every table would make the document much too large. So I like to copy the table from Excel to Word, and have it go in as HTML or whatever Word decides to convert it to.

    However, even though I format the table carefully in Excel, I keep on getting spaces in the new Word table, making all rows deeper than they should be. My workaround is to then do a search and replace for all spaces, replacing any spaces found with nothing. The table looks normal again.

    Since this is intermittent, what am I missing? Is there something wrong with the Excel table that creates these blank spaces? Or is it Microjunk’s internal conversion routine?

  • Dotsterhendu

    Justin:

    Follow the same instructions as the author has provided to paste in an Excel Object but simply copy the cell containing the “450”.

    Then, in Word:
    Edit -> Paste Special -> Unformatted Text (make sure to select the “paste link” option). Now when you have both the Word and Excel documents open, F9 will update the text in your Word document as you change the numbers in your Excel.

  • John Humbert

    I have 2 PC both with office ’03 SP3, of course one functions normal and the other has a glich, here it is…. Copy text and picture from excel and paste special to word. the picture is in color, but when it is pasted into word it appears in black and white. both PC have the same setup, and have a B&W laser and a color inkjet printer.
    On one PC it works fine no matter which printer is selected as the default, on the other it will only work when the color printer is selected as default. I know that MS will automatically change the color on text when you copy and paste and it “sees” that you have a B&W printer installed. Any thoughts?

  • http://www.abraham.sweetgeneration.net Abraham Hailu

    Is it possible to create view in MS-Excel? E.g. to Show fields from different sheets.
    Thanks

  • Wassim

    I think you guys provide great professional IT Help over this website.

    In one minute, i solved a problem in my spreadsheet and it was quick and simple.

    GREAT WORK GUYS
    Keep it up
    Thank you

  • More Sonal

    how to import a fpxpro file to excel
    can anybody give me the solution

  • http://www.janktheproofer.com Jan K., The Proofer

    I had no clue it was so easy to convert an Excel spreadsheet to a table in Word. THANK YOU!!!!

  • Kris K.

    I want to paste an excel table in word, but I do not want all the excel cell lines (boxes) to show-up, only the outlines that I created in excel. I want my table to look like it was directly printed from excel. Can you help me, please?!

    Would I have to export the table into a pdf. first?

    Any help would be most appreciated :)

  • http://www.completebathroombuild.com Bathroom Glasgow

    In one minute, i solved a problem in my spreadsheet and it was quick and simpl

  • http://wp3.lockergnome.com/it/2005/10/07/importing-excel-data-into-word/ Mohammed Iqbal

    Hi,
    I want to make a link
    Between Excelsheet and Word Document.
    If i make any changes in Excelsheet that should get updated in word as well.

    I know it’s possible but don’t know How?

    Please can anybody Help me…….

  • Lars Hjørnevik

    Thank you, this was very usefull!!

  • http://ITprofessional James Munene

    it really worked out for me, thanks.

  • TM

    Thank you , great help.

  • Fakhouri

    Many thanks for the great tip

  • Beatrice Y

    For those wanting to paste without the lines, click on the table and then go to Table, Convert Table to Text, then choose what you want to separate your columns/text with.

  • Chew Sze Chong

    after using the paste special link method, when i open the word subsequently, it ask me whether want to update the links or not, i click yes, but the links were not updated to the new value in excel. when i right click on the link and manually update, then it changes to the new value in excel. why did i click yes but the values did not update?