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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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