How to insert Excel into Word

Inserting an Excel table into Word is a simple case of copying the cells you want to use and pasting them into the Word document.

It’s also possible to link Excel objects in Word so that when you edit the original spreadsheet, the changes will copy across to your Word doc.

This guide will explain these processes with a step-by-step guide, ensuring your Word document has all the Excel data it needs and that these cells stay up to date as you add new data.

How to insert an Excel table into Word

Microsoft Excel and Microsoft Word are ubiquitous parts of the business world.

However, joining the two pieces of software can be difficult, especially when it comes to inserting an Excel table into Word.  

To copy and paste an Excel table into Word, begin by opening the Excel document you want to use. Then: 

  1. Select and copy the cells you want to use.
  2. Open the Word document and press CTRL-V.

While this will let you see the Excel section you’ve copied in your Word document, this data will be converted into a Word table, which can restrict how useful it is in the future. 

Alternatively, you can embed your Excel table by following these steps:

  1. Select and copy the desired section of your Excel worksheet.
  2. Open Word and right-click.
  3. Select ‘Paste Special’ and then choose ‘Microsoft Excel Worksheet Object’. Click OK.

This will stop your Excel data from being converted to a Word document.

However, you won’t be able to edit it within Word — trying to do so will open a new copy of the original Excel worksheet, which you can edit. These changes will then show up in the Word doc.

Although you won’t be able to edit your table in Word, this method is useful if you want to be able to resize it within one of your existing document templates, as it saves the original formatting while allowing you to easily move it or make it bigger or smaller in Word. 

How to link Excel objects in Word so they update when you edit the original

In today’s world, we’re used to documents seamlessly syncing with each other.

Whether we’re looking at how to track documents or figuring out how to automatically upload source data, syncing is a crucial part of our workflows. 

Unfortunately, inserting Excel tables into Word using either the ‘Copy and Paste’ or ‘Copy and Paste Special’ methods won’t make your Excel objects automatically update when you edit the original. 

To be able to insert Excel into Word in such a way that data remains synced with the original worksheet, you’ll need to link the two documents. You can do this by:

  1. Copying the cells you need in Excel.
  2. Opening Word and selecting where you want to insert the Excel table.
  3. Right-clicking and then choosing the option entitled ‘Link & Use Destination Styles’ or ‘Link & Keep Source Formatting.’ The former will present your table like a Word table, while the latter will use Excel formatting. 

Similar to the two methods discussed above, this will allow you to view your Excel data in Word.

However, it will also ensure it’s updated any time you make a change to the original Excel file. 

This has several benefits i.e. you can keep both files up to date, while the Word document also uses less space as the Excel section isn’t saved in Word.

However, you’ll have to ensure both the Excel and Word files are copied if you want to send the Word document to a new computer.

You’ll also have to open Excel anytime you want to edit the table, as this is a one-way link only. 

Knowing how to insert Excel files into Word is a game-changer

Being able to insert Excel files into a Word document is a great way to speed up your work.

It allows you to produce detailed analyses of data while also improving visualization. 

That said, it can entail looking after lots of different documents, which can be a challenge.

Fortunately, PandaDoc’s document management software can assist.

With streamlined workflows, document templates, and collaboration tools, you can keep everything secured in one place.

Why not start our free trial today to see for yourself?