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#1
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Linking an Excel Spreadsheet in Word
I'm trying to link a spreadsheet into a Word document. When I InsertObject
and link the file, the spreadsheet includes other columns that are not in the print area. Also, only one page will be inserted. (It's a 5-page spreadsheet.) The "set print area" is correct. (By the way, it's important that the spreadsheet is linked.) I tried copy and paste special, but that only appears very small and still on one page in Word. I'm using Word and Excel 2003. Thanks so much! -- MB |
#2
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Linking an Excel Spreadsheet in Word
I believe you have to do this on a sheet by sheet basis. I am not aware that
you can just link and entire workbook in one fell swoop. Open both the Microsoft Word document and the Microsoft Excel worksheet that contains the data you want to create a linked object or embedded object from. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells or the chart you want. Click Copy . Switch to the Word document, and then click where you want the information to appear. On the Edit menu, click Paste Special. To link or embed the object, do one of the following: To create a linked object, click Paste link. To create an embedded object, click Paste. In the As box, click the entry with the word "object" in its name. For example, click Microsoft Excel Worksheet Object. Note If you link data from a worksheet and select the Keep Source Formatting and Link to Excel option, the linked data will match the formatting in the Excel source file (source file: The file that contains information that was used to create a linked or embedded object. When you update the information in the source file, you can also update the linked object in the destination file.). If you select the Match Destination Table Style and Link to Excel option, the linked data will be formatted in the Word default table style. With either option you can change the formatting of the linked object in the Word document. Formatting changes you make will remain when the data is updated in the source file -- Carol A. Bratt, MCP "MB" wrote: I'm trying to link a spreadsheet into a Word document. When I InsertObject and link the file, the spreadsheet includes other columns that are not in the print area. Also, only one page will be inserted. (It's a 5-page spreadsheet.) The "set print area" is correct. (By the way, it's important that the spreadsheet is linked.) I tried copy and paste special, but that only appears very small and still on one page in Word. I'm using Word and Excel 2003. Thanks so much! -- MB |
#3
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Linking an Excel Spreadsheet in Word
The spreadsheet is on one sheet, but 5 pages (portrait) long. Should each
page be separated into sheets, then insert each sheet separately? -- MB "Carol" wrote: I believe you have to do this on a sheet by sheet basis. I am not aware that you can just link and entire workbook in one fell swoop. Open both the Microsoft Word document and the Microsoft Excel worksheet that contains the data you want to create a linked object or embedded object from. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells or the chart you want. Click Copy . Switch to the Word document, and then click where you want the information to appear. On the Edit menu, click Paste Special. To link or embed the object, do one of the following: To create a linked object, click Paste link. To create an embedded object, click Paste. In the As box, click the entry with the word "object" in its name. For example, click Microsoft Excel Worksheet Object. Note If you link data from a worksheet and select the Keep Source Formatting and Link to Excel option, the linked data will match the formatting in the Excel source file (source file: The file that contains information that was used to create a linked or embedded object. When you update the information in the source file, you can also update the linked object in the destination file.). If you select the Match Destination Table Style and Link to Excel option, the linked data will be formatted in the Word default table style. With either option you can change the formatting of the linked object in the Word document. Formatting changes you make will remain when the data is updated in the source file -- Carol A. Bratt, MCP "MB" wrote: I'm trying to link a spreadsheet into a Word document. When I InsertObject and link the file, the spreadsheet includes other columns that are not in the print area. Also, only one page will be inserted. (It's a 5-page spreadsheet.) The "set print area" is correct. (By the way, it's important that the spreadsheet is linked.) I tried copy and paste special, but that only appears very small and still on one page in Word. I'm using Word and Excel 2003. Thanks so much! -- MB |
#4
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Linking an Excel Spreadsheet in Word
Hi,
Number one I would switch to Landscape so that I could fit more onto the page in Excel. Then, depending on how long it is, I would do it one sheet (page) at a time. I hope this has been helpful to you, but you could always post your question on an Excel newsgroup and see if they could help you further. Good luck! -- Carol A. Bratt, MCP "MB" wrote: The spreadsheet is on one sheet, but 5 pages (portrait) long. Should each page be separated into sheets, then insert each sheet separately? -- MB "Carol" wrote: I believe you have to do this on a sheet by sheet basis. I am not aware that you can just link and entire workbook in one fell swoop. Open both the Microsoft Word document and the Microsoft Excel worksheet that contains the data you want to create a linked object or embedded object from. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells or the chart you want. Click Copy . Switch to the Word document, and then click where you want the information to appear. On the Edit menu, click Paste Special. To link or embed the object, do one of the following: To create a linked object, click Paste link. To create an embedded object, click Paste. In the As box, click the entry with the word "object" in its name. For example, click Microsoft Excel Worksheet Object. Note If you link data from a worksheet and select the Keep Source Formatting and Link to Excel option, the linked data will match the formatting in the Excel source file (source file: The file that contains information that was used to create a linked or embedded object. When you update the information in the source file, you can also update the linked object in the destination file.). If you select the Match Destination Table Style and Link to Excel option, the linked data will be formatted in the Word default table style. With either option you can change the formatting of the linked object in the Word document. Formatting changes you make will remain when the data is updated in the source file -- Carol A. Bratt, MCP "MB" wrote: I'm trying to link a spreadsheet into a Word document. When I InsertObject and link the file, the spreadsheet includes other columns that are not in the print area. Also, only one page will be inserted. (It's a 5-page spreadsheet.) The "set print area" is correct. (By the way, it's important that the spreadsheet is linked.) I tried copy and paste special, but that only appears very small and still on one page in Word. I'm using Word and Excel 2003. Thanks so much! -- MB |
#5
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Linking an Excel Spreadsheet in Word
Thank you, Carol. I'll try that and if it doesn't work, I'll write to the
Excel newsgroup. You have been very helpful. Don't know what we'd all do without you experts! Have a great weekend! -- MB "Carol" wrote: Hi, Number one I would switch to Landscape so that I could fit more onto the page in Excel. Then, depending on how long it is, I would do it one sheet (page) at a time. I hope this has been helpful to you, but you could always post your question on an Excel newsgroup and see if they could help you further. Good luck! -- Carol A. Bratt, MCP "MB" wrote: The spreadsheet is on one sheet, but 5 pages (portrait) long. Should each page be separated into sheets, then insert each sheet separately? -- MB "Carol" wrote: I believe you have to do this on a sheet by sheet basis. I am not aware that you can just link and entire workbook in one fell swoop. Open both the Microsoft Word document and the Microsoft Excel worksheet that contains the data you want to create a linked object or embedded object from. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells or the chart you want. Click Copy . Switch to the Word document, and then click where you want the information to appear. On the Edit menu, click Paste Special. To link or embed the object, do one of the following: To create a linked object, click Paste link. To create an embedded object, click Paste. In the As box, click the entry with the word "object" in its name. For example, click Microsoft Excel Worksheet Object. Note If you link data from a worksheet and select the Keep Source Formatting and Link to Excel option, the linked data will match the formatting in the Excel source file (source file: The file that contains information that was used to create a linked or embedded object. When you update the information in the source file, you can also update the linked object in the destination file.). If you select the Match Destination Table Style and Link to Excel option, the linked data will be formatted in the Word default table style. With either option you can change the formatting of the linked object in the Word document. Formatting changes you make will remain when the data is updated in the source file -- Carol A. Bratt, MCP "MB" wrote: I'm trying to link a spreadsheet into a Word document. When I InsertObject and link the file, the spreadsheet includes other columns that are not in the print area. Also, only one page will be inserted. (It's a 5-page spreadsheet.) The "set print area" is correct. (By the way, it's important that the spreadsheet is linked.) I tried copy and paste special, but that only appears very small and still on one page in Word. I'm using Word and Excel 2003. Thanks so much! -- MB |
#6
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Linking an Excel Spreadsheet in Word
When you insert an embedded object - such as an Excel workbook file - the
entire file *is* inserted into the doc. In the case of Linking the workbook isn't inserted, but a 'connection' is made to display it in the doc. In either case, however, only the foreground worksheet will be visible, and the portion of that sheet rendered visible is limited to the size of the 'box' it is displayed in. Also, that box cannot span multiple pages. A separate object will have to be inserted for each portion of the workbook (separate sheets, different areas of the same sheet) to be displayed/printed in the doc. Unfortunately, Copy/Paste Special has to be used in order to specify isolated areas from the source workbook file. (FWIW, I've also heard concern expressed about creating multiple links in a doc to the same source file.) Otherwise the assumption is made that you want to start in A1 & go across/down for whatever extent will fit in the doc. The Print Areas & Page Breaks in the Excel file have nothing to do with what displays in the doc - nor do the Excel Headers, Footers, page numbers, etc. The good news - Once inserted the object can be double-clicked to open it in the supporting program (Excel in this case), which allows you to access & modify any aspect of the workbook. A Linked workbook will open in Excel - in the case of an Embedded workbook Word will 'assume Excel's identity'. When you update the Link (or click back into the doc if Embedded) the displayed content should be as last presented in the Excel window, itself. -- HTH |:) Bob Jones [MVP] Office:Mac "MB" wrote in message ... I'm trying to link a spreadsheet into a Word document. When I InsertObject and link the file, the spreadsheet includes other columns that are not in the print area. Also, only one page will be inserted. (It's a 5-page spreadsheet.) The "set print area" is correct. (By the way, it's important that the spreadsheet is linked.) I tried copy and paste special, but that only appears very small and still on one page in Word. I'm using Word and Excel 2003. Thanks so much! -- MB |
#7
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Linking an Excel Spreadsheet in Word
You're very welcome. I'm glad that I could help you.
-- Carol A. Bratt, MCP "MB" wrote: Thank you, Carol. I'll try that and if it doesn't work, I'll write to the Excel newsgroup. You have been very helpful. Don't know what we'd all do without you experts! Have a great weekend! -- MB "Carol" wrote: Hi, Number one I would switch to Landscape so that I could fit more onto the page in Excel. Then, depending on how long it is, I would do it one sheet (page) at a time. I hope this has been helpful to you, but you could always post your question on an Excel newsgroup and see if they could help you further. Good luck! -- Carol A. Bratt, MCP "MB" wrote: The spreadsheet is on one sheet, but 5 pages (portrait) long. Should each page be separated into sheets, then insert each sheet separately? -- MB "Carol" wrote: I believe you have to do this on a sheet by sheet basis. I am not aware that you can just link and entire workbook in one fell swoop. Open both the Microsoft Word document and the Microsoft Excel worksheet that contains the data you want to create a linked object or embedded object from. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells or the chart you want. Click Copy . Switch to the Word document, and then click where you want the information to appear. On the Edit menu, click Paste Special. To link or embed the object, do one of the following: To create a linked object, click Paste link. To create an embedded object, click Paste. In the As box, click the entry with the word "object" in its name. For example, click Microsoft Excel Worksheet Object. Note If you link data from a worksheet and select the Keep Source Formatting and Link to Excel option, the linked data will match the formatting in the Excel source file (source file: The file that contains information that was used to create a linked or embedded object. When you update the information in the source file, you can also update the linked object in the destination file.). If you select the Match Destination Table Style and Link to Excel option, the linked data will be formatted in the Word default table style. With either option you can change the formatting of the linked object in the Word document. Formatting changes you make will remain when the data is updated in the source file -- Carol A. Bratt, MCP "MB" wrote: I'm trying to link a spreadsheet into a Word document. When I InsertObject and link the file, the spreadsheet includes other columns that are not in the print area. Also, only one page will be inserted. (It's a 5-page spreadsheet.) The "set print area" is correct. (By the way, it's important that the spreadsheet is linked.) I tried copy and paste special, but that only appears very small and still on one page in Word. I'm using Word and Excel 2003. Thanks so much! -- MB |
#8
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Linking an Excel Spreadsheet in Word
Hi Carol - Where did you find these instructions? I think they may be
somewhat out of date... perhaps for a different version of Word? Although 'accurate' up to that point, the Note at the end just doesn't seem to apply in Word 2003...The Paste Special dialog doesn't offer either of the two formatting options described the Keep Source Formatting and Link to Excel Match Destination Table Style and Link to Excel Nor is there any ensuing dialog that offers them. Likewise the last point about changing the formatting of the Linked object in Word is totally false, at least if you use the native object type (MS Office Excel Worksheet Object in this case). The Formatted text (RTF) & HTML options deliver Word tables which can be reformatted in the doc, and Unformatted Text - although editable - renders tabular text without table structure. Any of the other choices render a graphic object. A linked object rendered as a graphic is essentially a "snapshot" of the source file's content & updates based on changes that take place there. In Word it's treated more like a picture - you can apply Borders & Shading, Brightness & Contrast, but that's about it. Anything else gets overridden whenever the link is updated. -- Regards |:) Bob Jones [MVP] Office:Mac "Carol" wrote in message ... I believe you have to do this on a sheet by sheet basis. I am not aware that you can just link and entire workbook in one fell swoop. Open both the Microsoft Word document and the Microsoft Excel worksheet that contains the data you want to create a linked object or embedded object from. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells or the chart you want. Click Copy . Switch to the Word document, and then click where you want the information to appear. On the Edit menu, click Paste Special. To link or embed the object, do one of the following: To create a linked object, click Paste link. To create an embedded object, click Paste. In the As box, click the entry with the word "object" in its name. For example, click Microsoft Excel Worksheet Object. Note If you link data from a worksheet and select the Keep Source Formatting and Link to Excel option, the linked data will match the formatting in the Excel source file (source file: The file that contains information that was used to create a linked or embedded object. When you update the information in the source file, you can also update the linked object in the destination file.). If you select the Match Destination Table Style and Link to Excel option, the linked data will be formatted in the Word default table style. With either option you can change the formatting of the linked object in the Word document. Formatting changes you make will remain when the data is updated in the source file -- Carol A. Bratt, MCP "MB" wrote: I'm trying to link a spreadsheet into a Word document. When I InsertObject and link the file, the spreadsheet includes other columns that are not in the print area. Also, only one page will be inserted. (It's a 5-page spreadsheet.) The "set print area" is correct. (By the way, it's important that the spreadsheet is linked.) I tried copy and paste special, but that only appears very small and still on one page in Word. I'm using Word and Excel 2003. Thanks so much! -- MB |
#9
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Linking an Excel Spreadsheet in Word
Hi Taz:
Those are Microsoft instructions that I copied off of their website. I was at the office and didn't have my Excel books and bibles with me. But you're right....I need to be more careful. I do believe that most of the instructions were right on to what the OP needed. As always, thanks for coming to the rescue when I've fallen a wee bit short. Have a great weekend! -- Carol A. Bratt, MCP "CyberTaz" wrote: Hi Carol - Where did you find these instructions? I think they may be somewhat out of date... perhaps for a different version of Word? Although 'accurate' up to that point, the Note at the end just doesn't seem to apply in Word 2003...The Paste Special dialog doesn't offer either of the two formatting options described the Keep Source Formatting and Link to Excel Match Destination Table Style and Link to Excel Nor is there any ensuing dialog that offers them. Likewise the last point about changing the formatting of the Linked object in Word is totally false, at least if you use the native object type (MS Office Excel Worksheet Object in this case). The Formatted text (RTF) & HTML options deliver Word tables which can be reformatted in the doc, and Unformatted Text - although editable - renders tabular text without table structure. Any of the other choices render a graphic object. A linked object rendered as a graphic is essentially a "snapshot" of the source file's content & updates based on changes that take place there. In Word it's treated more like a picture - you can apply Borders & Shading, Brightness & Contrast, but that's about it. Anything else gets overridden whenever the link is updated. -- Regards |:) Bob Jones [MVP] Office:Mac "Carol" wrote in message ... I believe you have to do this on a sheet by sheet basis. I am not aware that you can just link and entire workbook in one fell swoop. Open both the Microsoft Word document and the Microsoft Excel worksheet that contains the data you want to create a linked object or embedded object from. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells or the chart you want. Click Copy . Switch to the Word document, and then click where you want the information to appear. On the Edit menu, click Paste Special. To link or embed the object, do one of the following: To create a linked object, click Paste link. To create an embedded object, click Paste. In the As box, click the entry with the word "object" in its name. For example, click Microsoft Excel Worksheet Object. Note If you link data from a worksheet and select the Keep Source Formatting and Link to Excel option, the linked data will match the formatting in the Excel source file (source file: The file that contains information that was used to create a linked or embedded object. When you update the information in the source file, you can also update the linked object in the destination file.). If you select the Match Destination Table Style and Link to Excel option, the linked data will be formatted in the Word default table style. With either option you can change the formatting of the linked object in the Word document. Formatting changes you make will remain when the data is updated in the source file -- Carol A. Bratt, MCP "MB" wrote: I'm trying to link a spreadsheet into a Word document. When I InsertObject and link the file, the spreadsheet includes other columns that are not in the print area. Also, only one page will be inserted. (It's a 5-page spreadsheet.) The "set print area" is correct. (By the way, it's important that the spreadsheet is linked.) I tried copy and paste special, but that only appears very small and still on one page in Word. I'm using Word and Excel 2003. Thanks so much! -- MB |
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