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Linking Excel objects

From: Word 2010 Power Shortcuts

Video: Linking Excel objects

If you have an Excel Spreadsheet that you would like to reference in your Word document, you can insert it so that you can edit it in Excel. There are two ways to do this. You can paste it as an embedded spreadsheet and use genuine Excel tools to edit it. Or you can link to it so edits happen right in Excel and any changes made to the original will be reflected in your document. In my exercise files I have an Excel spreadsheet called benefits. I will double-click on it. I will click inside the spreadsheet somewhere and do a Ctrl+Shift+8 or Ctrl+*, which highlights all of my contiguous cells, and then I will press Ctrl+C to copy it.

Linking Excel objects

If you have an Excel Spreadsheet that you would like to reference in your Word document, you can insert it so that you can edit it in Excel. There are two ways to do this. You can paste it as an embedded spreadsheet and use genuine Excel tools to edit it. Or you can link to it so edits happen right in Excel and any changes made to the original will be reflected in your document. In my exercise files I have an Excel spreadsheet called benefits. I will double-click on it. I will click inside the spreadsheet somewhere and do a Ctrl+Shift+8 or Ctrl+*, which highlights all of my contiguous cells, and then I will press Ctrl+C to copy it.

I go back over to my Word document, do a Page Down to go down towards the bottom, and I will click underneath Benefits Table. I go up to the Paste button on the ribbon, but drop down the lower a half and I will choose Paste Special. My first option is Microsoft Excel Worksheet Object and I will click OK. The spreadsheet will insert as an object. Notice that if I click on it, I have square handles in the corners and if I double-click on it, it will turn into a miniature Excel Spreadsheet and the Ribbon will temporarily show Excel tools until you click off of the object and back into your document.

Now I am going to press Ctrl+Z twice so that I can remove my Benefits Table. I want to show you another option under Paste Special. I will drop down the Paste button and go back to Paste Special again and I have another option for Paste Link. The process is exactly the same. I will choose Microsoft Excel Worksheet Object and click on it, and here this looks the same. But when I double-click on it, it will open up my Excel spreadsheet and if I make any changes to it, for example, I will change this to $750 and then do a Ctrl+S to save the document and go back to Word again.

To see the change I will right click on the spreadsheet and choose Update Link and now it says 750. The drawback though is that if the original document is moved or renamed or not e-mailed along with this one, the spreadsheet will turn into a static document. If the link breaks and you want to reconnect it, right-click on it and choose Linked Worksheet Object and go into the Links Manager and then here you can change the Source or Break the Link. I will press Cancel.

Now I am going to delete this table one more time and show you yet another technique. The second way to insert a linked spreadsheet allows you to do so without even opening Excel to cut and paste. Go up to the Insert tab and on the far right of the ribbon there is a drop down for Object, drop it down and choose Object. In the dialog box go to the tab for Create from File, put a checkmark here so that it Links to the File to keep the live connection between the two and then I will browse to my spreadsheet.

Again, it's in my Exercise Files under Chapter 11 and it's called benefits. I will click OK. After it has been inserted, I can double-click on the Object to open the original Excel file, and it works the same way as it did with Paste Special as Link. Now occasionally you might get some extra empty cells on the right side or at the bottom. If this happens, make sure your cursors inside the desired range when you save the file. You can also try to set the print area.

When you are getting ready to print your document, you want to make sure that your data is up-to-date before you commit it to paper. Click on the File tab, so we can go to Backstage View and click on Options. Go to the Display section and down at the very bottom the last item says Update linked data before printing, put a checkmark here and click OK. Now when you print, it will go and grab the latest data from Excel. The ability to insert an Excel Spreadsheet without even opening it, really demonstrates the power of the Microsoft Office Suite as a whole.

Occasionally, if Excel insists on adding extra cells going the traditional route with Paste Special maybe easier. And don't forget to make sure the original Excel file travels with your Word document.

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This video is part of

Image for Word 2010 Power Shortcuts
Word 2010 Power Shortcuts

74 video lessons · 12955 viewers

Alicia Katz Pollock
Author

 
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  1. 1m 39s
    1. Welcome
      51s
    2. Using the exercise files
      48s
  2. 44m 45s
    1. Selecting text for formatting
      7m 0s
    2. Mastering the Navigation pane
      3m 53s
    3. Using the Reveal Formatting pane
      4m 47s
    4. Clearing formatting
      1m 38s
    5. Adjusting paragraph spacing
      4m 58s
    6. Setting tabs using the ruler
      5m 59s
    7. Inserting horizontal lines
      3m 39s
    8. Using AutoCorrect to create abbreviations
      2m 12s
    9. Working with the text wrap features
      4m 58s
    10. Setting defaults for new documents
      5m 41s
  3. 4m 59s
    1. Opening recent files
      3m 2s
    2. Changing the AutoRecover settings
      1m 6s
    3. Changing the default saving location
      51s
  4. 6m 23s
    1. Using KeyTips to select Ribbon commands
      3m 18s
    2. Using keyboard shortcuts and function keys
      3m 5s
  5. 6m 48s
    1. Splitting the screen
      2m 12s
    2. Navigating with Browse by Object
      2m 35s
    3. Using the Go To tab in the Find and Replace dialog
      2m 1s
  6. 25m 50s
    1. Inserting random boilerplate text
      44s
    2. Selecting paste options
      4m 2s
    3. Inserting today's date
      2m 41s
    4. Using Click and Type
      45s
    5. Using Overtype mode
      2m 4s
    6. Cutting to the Spike
      2m 48s
    7. Using advanced Find and Replace techniques
      8m 0s
    8. Editing the dictionary
      2m 53s
    9. Refining grammar options
      1m 53s
  7. 38m 22s
    1. Marking inconsistent formatting
      1m 22s
    2. Applying theme colors vs. standard colors
      3m 30s
    3. Hiding text
      1m 56s
    4. Inserting symbols and special characters
      6m 3s
    5. Working with AutoFormat
      4m 36s
    6. Typing symbols with AutoCorrect
      1m 30s
    7. Inserting nonbreaking spaces
      1m 16s
    8. Inserting diacritical marks
      2m 38s
    9. Creating drop caps
      1m 31s
    10. Inserting and removing hyperlinks
      5m 33s
    11. Refining OpenType text features
      4m 5s
    12. Replicating font formatting
      4m 22s
  8. 20m 33s
    1. Adding first-line indents
      3m 23s
    2. Controlling line and page breaks
      5m 59s
    3. Mastering columns
      5m 21s
    4. Inserting line numbering
      3m 7s
    5. Vertically centering a cover page
      2m 43s
  9. 10m 15s
    1. Modifying a heading style to include a page break
      2m 21s
    2. Using multi-level numbering in heading styles
      3m 15s
    3. Saving style modifications for future use
      3m 5s
    4. Assigning a keyboard shortcut to a style
      1m 34s
  10. 9m 24s
    1. Adding captions to tables, figures, and charts
      3m 28s
    2. Using advanced table features
      5m 56s
  11. 20m 29s
    1. Using a drawing canvas
      2m 50s
    2. Creating transparent colors and removing backgrounds
      4m 1s
    3. Editing clip art
      3m 5s
    4. Cropping a picture with a shape
      2m 24s
    5. Aligning, distributing, and grouping graphics
      3m 24s
    6. Compressing images
      4m 45s
  12. 5m 16s
    1. Inserting text from a file
      1m 4s
    2. Linking Excel objects
      4m 12s
  13. 32m 13s
    1. Setting up odd and even pages
      2m 27s
    2. Formatting page numbering for different document sections
      4m 16s
    3. Inserting bookmarks
      3m 6s
    4. Inserting cross-references
      4m 14s
    5. Customizing a table of contents
      4m 21s
    6. Creating citations and a bibliography
      4m 18s
    7. Using a style reference in a header
      3m 41s
    8. Mastering Outline view
      5m 50s
  14. 12m 48s
    1. Saving ink and paper when printing
      3m 46s
    2. Printing a booklet
      2m 28s
    3. Printing document metadata
      1m 8s
    4. Updating fields before printing
      3m 27s
    5. Embedding fonts in the file
      1m 59s
  15. 33s
    1. Goodbye
      33s

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