When working with Microsoft Word and Excel, you may often need to combine data and text from both applications into a single document. Integrating Excel tables into Word can help you present data clearly and professionally, whether you’re creating reports, manuals, or proposals. There are several methods to insert Excel tables into Word, each with its unique advantages depending on your needs. This tutorial will guide you through various ways to achieve this, including simple copy-pasting, embedding as a linked object, and inserting tables as static images.
Knowing how to efficiently insert Excel tables into Word is crucial for ensuring your document maintains its intended format and functionality. For example, some users may want to keep Excel’s formatting intact, while others might require the data to update automatically when changes are made in the Excel file. Regardless of the scenario, understanding these methods will allow you to choose the best approach for your specific needs.
Below, you will find step-by-step instructions for four different methods: copying as plain text, embedding with formatting, linking as an object for automatic updates, and inserting as a static image.
How to Copy/Paste an Excel Table in Word as Plain Text
This method is ideal if you want to insert a simple table from Excel into Word without retaining any of the original formatting. The pasted table will adopt the formatting of your Word document, making it a quick and easy solution for basic data transfer.
- Select the Excel table
Open your Excel file and highlight the table you want to copy.
- Copy the selected table
Right-click on the highlighted table and choose “Copy” from the context menu, or pressCtrl + Con your keyboard.
- Paste the table into Word
Open your Word document, place the cursor where you want the table, and go to the “Home” tab. Click on the “Paste” button or pressCtrl + V.
- Review the pasted table
Check that the table has been pasted as plain text in your Word document and adjust the formatting as needed.
How to Paste an Excel Table into Word with Formulas
If you need to retain the Excel formatting in your Word document, this method will embed the table, keeping its original layout and styles intact. This is useful for documents where the appearance of the table is critical.
- Select the Excel table
Open your Excel file and select the table you wish to embed.
- Copy the table
Right-click on the highlighted table and choose “Copy” from the context menu, or pressCtrl + Con your keyboard.
- Use “Paste Special” in Word
In your Word document, place the cursor at the desired location. Go to the “Home” tab, click on the “Paste” dropdown, and select “Paste Special“.
- Choose the Excel format
In the “Paste Special” dialog box, select “Paste” and “Microsoft Excel Worksheet Object” and click “OK“.
- Edit the embedded table
Right-click the embedded table and choose “Worksheet Object” > “Edit” to make any necessary adjustments directly within Word.
- Adjust the visible area
While in editing mode, you can resize the visible segment of the table and select the sheet, lines, and columns that will be shown in the Word document.
How to Insert and Embed an Excel Table in Word as a Linked Object
Embedding an Excel table as a linked object allows for automatic updates in Word whenever the source Excel file is modified. This method is particularly useful for dynamic reports or documents that require the most current data.
- Select the Excel table
Open your Excel file and highlight the table area you want to link.
- Copy the table
Right-click on the highlighted table and choose “Copy” from the context menu, or pressCtrl + Con your keyboard.
- Use “Paste Special” in Word
In Word, place your cursor where the table should appear. Go to the “Home” tab, click “Paste“, and select “Paste Special“.
- Paste the table as a linked object
In the “Paste Special” dialog, choose “Paste Link” and select “Microsoft Excel Worksheet Object“. Click “OK” to insert the linked table.
- Confirm the linked table
Ensure the table appears correctly in Word, and that it is linked to the Excel file. Changes in Excel will automatically update in Word.
How to Paste an Excel Table in Word as a Static Image
Inserting a table as a static image is useful when you need a non-editable, visually consistent snapshot of the Excel table in your Word document. This is ideal for presentations or reports where the data doesn’t need to be updated.
- Select the Excel table
Open the Excel file and select the table you want to insert as an image.
- Copy the table
Right-click on the highlighted table and choose “Copy” from the context menu, or pressCtrl + Con your keyboard.
- Use “Paste Special” in Word
Place your cursor in the Word document where you want the image to appear. Go to the “Home” tab, click on “Paste“, and then select “Paste Special“.
- Paste the table as a picture
In the “Paste Special” dialog, choose “Picture (Enhanced Metafile)” or “Bitmap” and click “OK“.
- Adjust the image
Ensure the image fits within the document layout, and resize or move it as necessary.
Related: How to Use Tables in Word: Creating, Editing, Formatting etc.
Creating and formatting tables in Microsoft Word is not just a skill—it’s an art form that enhances the clarity, accessibility, and visual appeal of your documents. A well-constructed Word table can transform a mundane document into an engaging and informative piece of content. Whether you’re compiling data, organizing information, or designing a layout, learning how to insert and format tables in Word is indispensable.
Related: How to Cut, Move or Delete a Table in Word
The process to delete a table in Word isn’t quite as simple as it may seem. It can be tricky to remove a table without affecting the content around it or only deleting part of it. This is because pressing the delete key doesn’t delete the entire selected table – only the content of the cells. In our other guide, we explain you in detail what you need to know about cutting, moving and deleting tables in Word.
FAQ – Frequently Asked Questions About Excel Tables in Word
How do I maintain Excel formatting when pasting a table into Word?
To maintain the formatting from Excel when you paste a table into Word, select the “Paste Special” option in the Word document. From the dialog box, choose “Microsoft Excel Worksheet Object” and then click “OK.” This method preserves all formatting, including fonts, colors, and cell sizes from Excel.
Can I make an Excel table in Word update automatically if the original Excel file changes?
Yes, to ensure that an Excel table in a Word document updates automatically when changes are made to the original Excel file, use the “Paste Link” feature in “Paste Special.” Select “Microsoft Excel Worksheet Object” under “Paste Link,” which will create a dynamic link that updates your Word document whenever the Excel file is altered.
What’s the quickest way to transfer data from Excel to Word without formatting?
The quickest method to transfer data from Excel to Word without retaining any formatting is to copy the desired cells in Excel, then paste them directly into Word using the “Paste” button in the “Home” tab. This method converts the Excel data into plain text without any Excel-specific styles.
How can I edit an embedded Excel table directly in Word?
To edit an embedded Excel table directly in Word, right-click on the embedded object and select “Worksheet Object” followed by “Edit.” This action will open the Excel interface within Word, allowing you to modify the data, format cells, and adjust formulas just as you would in Excel.
How do I extract only a specific part of an Excel table to Word?
To perfectly extract and transfer a specific part of an Excel table to Word, select only the cells you need in your Excel spreadsheet. Copy these selected cells and then paste them in Word using your desired method (such as “Paste Special” for maintaining formatting or simple “Paste” for plain text). This ensures only the selected data is transferred without the entire table.
Is it possible to undo a pasted table in Word?
Yes, immediately after pasting a table into Word, you can press ‘Ctrl + Z‘ to undo the paste action. Alternatively, you can click the undo button in the quick access toolbar at the top of Word. This functionality is essential for correcting mistakes quickly.
How do I ensure a pasted table in Word aligns properly with my text?
Once you have pasted the table into Word, click on the table to select it. Then use the options under “Layout” or “Table Tools” to fine-tune its alignment, such as setting it to center or aligning it with your document’s text margins. You can also adjust position settings to wrap text around the table for a smoother document layout.
Can I paste an Excel table into Word as a linked object using a shortcut?
While there is no direct keyboard shortcut for pasting as a linked object, you can streamline the process by using Alt sequences in Word. After copying the table in Excel, switch to Word, press ‘Alt‘, then ‘H‘, followed by ‘V‘, and finally ‘S‘ to open the “Paste Special” dialog. Here, you can select “Paste link” and your specific paste option.
What should I do if the formatting breaks when pasting a table from Excel to Word?
If the formatting breaks, consider using the “Paste Special” and selecting “Microsoft Excel Worksheet Object” to maintain most of the Excel formatting. If issues persist, adjust the formatting manually in Word using options on the “Home” tab and “Table Tools” for finer table adjustments.
How can I keep the Excel cell colors when pasting into Word?
To keep cell colors and other Excel formatting when pasting into Word, always use the “Paste Special” and then “Microsoft Excel Worksheet Object“. This option ensures that visual elements like cell colors, borders, and text properties are preserved in Word.
What are the limitations of copying a table as plain text from Excel to Word?
When you copy a table as plain text, it loses all original formatting, formulas, and Excel-specific features such as filters or dropdown menus. This method should only be used when you need to incorporate basic data into the Word document and do not require any special Excel features.
Can I update multiple linked Excel tables in Word at once?
Yes, if you have multiple tables linked from the same Excel document, any updates made to the Excel file will reflect across all tables in your Word document automatically when the document is opened or when you manually update the links.
How to resolve errors when linking Excel tables to Word?
To troubleshoot linking errors, first ensure that the Excel file is not moved from its original location after linking. Keep both the Word and Excel files in accessible locations and ensure that you have the necessary permissions to read and write to these files. If the link breaks, re-establish it by going to “Links” under the “File” tab in Word, selecting the broken link, and then updating it.
How can I resize a pasted picture of an Excel table in Word?
After pasting an Excel table as a picture in Word, click on the image to display resizing handles. Drag any of the corner handles to resize the picture proportionally or use side handles to adjust height and width independently. Ensure the image remains clear and readable after resizing.
What is the best format to use when pasting an Excel table as an image in Word?
When pasting an Excel table as an image in Word for high-quality results, choose “Picture (Enhanced Metafile)” from the options in “Paste Special.” This format retains high resolution, making it suitable for print and presentation materials while ensuring the table remains visually attractive.
Related: How to Change Background Color or Set a Picture Background in Word
The default white background color for Microsoft Word documents provides the best level of contrast for most people. Unfortunately, it also has the tendency to blind you if you’re doing some late-night text editing. If you work in marketing or are creating a brochure, a Word background image can do a lot of the heavy lifting visually. Though they can risk looking tacky, a well-thought-out, subtle background image texture can bring a document to the next level. In our other guide, we show you how to change background color in Word, set a Word background image, or apply a background image texture.
Related: How to Make a Flowchart in Word Using Shapes or SmartArt
Making a flowchart on paper is easy – you just grab a few pens and get going. The transition to digital makes things more difficult, however, with mice being imperfect tools for drawing. Thankfully, though, freehand drawing isn’t necessary with the right software. You can create a flowchart in Word using simple, simple preset shapes that still look great. In our other guide, we show you how to create a flowchart in Word using simple shapes and its SmartArt tool, which provides accessible flowchart templates.
