Inserting Excel Objects

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Inserting Excel Objects

There are several methods of placing Excel files into documents:

1. Copy the cells in the Excel worksheet and paste them into the document.

   This method pastes the values only into Word in a Word table structure. No formulas are brought over, but you can now edit the data directly in Word.

2. Copy the cells in the Excel worksheet and paste them into the Word document using Edit → Paste Special → Paste Link. Using this method, you’re actually connecting the Excel file to the Word document. Editing the contents of the cells through the Word document changes the contents in the Excel file and editing the contents of the Excel file changes the contents in the Word document. Formulas do work in this method.

3. Copy the cells in the Excel worksheet and paste them into the Word document using Edit → Paste Special → As an Excel object.

   This method embeds the Excel object into the Word file, but no longer links it to the original Excel file. Changes must be made directly through the Word document, but formulas do work.

4. Choose Insert → Object then Select From File. This is the same as method 2.

Avoiding Problems

One of the most common problems that occur is that columns get cut off after pasting, and generally the columns are at the right of the pasted area.

Tip 54: Inserting Excel Objects Properly

There are some unwritten rules and common sense needed for inserting/pasting Excel objects without problems. They apply to inserting Excel objects into PowerPoint as well. They do not apply when using “paste” into Word, which pastes it as a Word table by default.

• What are the print settings in Excel? Don’t expect an Excel file that is set to print to one page landscaped to fit into a portrait layout. Don’t expect a worksheet that prints two pages wide to fit into one page width in Word. Don’t expect to be able to copy three pages of Excel rows into one page in Word.

  For best results, first remove all special print settings—like “center horizontally” and others—in Excel and save the file prior to copying the desired area.

• When choosing Insert → Object, be sure that the area that Excel sees as being used is reasonable. While you may only have 50 cells filled in the worksheet, Excel may see more cells being used.

  In Excel, select cell A1 of the worksheet and hit Shift+Ctrl+End. If it selects empty rows and columns beyond your data area, you should first delete those rows and columns and save your file.

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