Start your free trial now, and begin learning software, business and creative skills—anytime, anywhere—with video instruction from recognized industry experts.

Start Your Free Trial Now

Illustrating with charts: Inserting a chart from Excel


Word 2010 Essential Training

with Gini Courter

Video: Illustrating with charts: Inserting a chart from Excel

When you want to illustrate a concept, you can use a symbol or photo, clip art, or even a shape. But when you want to illustrate a group of numbers, then you should naturally reach for a Chart. There are two ways to insert Charts in Microsoft Word documents. In either case, we're going to be using Microsoft Excel as the tool to create Charts, because it's what it does best. First, I might already have a Chart that someone sends me, or that I've created in Excel, that I can use to illustrate the concept in this document.
Expand all | Collapse all
  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 23s
    1. Using the Word interface
      8m 32s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye

please wait ...
Microsoft Word Essential Training Tutorials from
8h 3m Beginner Jun 08, 2010

Viewers: in countries Watching now:

In Word 2010 Essential Training, Gini Courter uses real-world examples to teach the core features and tools in Word 2010. The course starts off with an orientation of the Word 2010 interface, and then delves into the functionality at the heart of Word: creating, editing, and formatting documents. It also covers proofing documents, reviewing documents with others, sharing and securing documents, working with tables, and illustrating documents. Exercise files are included with the course.

Topics include:
  • Creating documents with templates
  • Adding SmartArt diagrams to documents
  • Working with fonts
  • Setting up document styles
  • Formatting headers, footers, and cover pages
  • Organizing text in tables
  • Modifying page layout, including margins, orientation, and page size
  • Tracking changes and showing markup
  • Sharing documents
Business Education + Elearning
Gini Courter

Illustrating with charts: Inserting a chart from Excel

When you want to illustrate a concept, you can use a symbol or photo, clip art, or even a shape. But when you want to illustrate a group of numbers, then you should naturally reach for a Chart. There are two ways to insert Charts in Microsoft Word documents. In either case, we're going to be using Microsoft Excel as the tool to create Charts, because it's what it does best. First, I might already have a Chart that someone sends me, or that I've created in Excel, that I can use to illustrate the concept in this document.

I'm going to switch to my Excel workbook, and here I have a wonderful Chart on the Headquarters Headcount that I'd like to use to illustrate this. I'm going to include the Table in the document, but I'd also like to include this Chart. The Chart is formatted, of course, with colors based on the theme in Microsoft Excel. If I want to know what that is, I can quickly go to Page Layout and notice that it's our custom Two Trees report theme that we created. I'm going to select and copy this Chart, then return to Microsoft Word, position my insertion point and then paste my Chart in.

I can either click the down arrow on the Paste button, to get my Paste options, or I can right-click and choose Paste Options and review them here in the document, which is kind of nice. There are three ways that I can paste this. The first thing I can do is I can make a copy of this Chart and its supporting data, and unfortunately, perhaps, all of the data in this workbook. If there are 25 worksheets in this book, I'm going to have them all if I make either of the choices that embed this.

Not only that, but it's a copy. This isn't connected to that workbook anymore. It just scoops the whole workbook up and stuffs it into Microsoft Word, so that it can show me this Chart, and so that I can edit this Chart using Excel's Chart tools. So one choice is to embed this as it would appear using the theme in this document. My second choice is to embed it in exactly the same way, but to retain the original theme for Microsoft Excel. Both of these choices put a whole workbook in here, even if we rarely see it.

The next two choices allow me to use Excel's tools for editing, but rather than embedding the entire workbook, they create a link to this Chart and this Chart's data in the original Excel workbook. So I can use the theme in this document, but grab the data and the Chart from Microsoft Excel. Or I can grab the Data Chart and the formatting from Excel. Any of these first four choices allow me to edit this Chart. If I embed it, I'll be editing that here in word, the local copy.

If I link it, I'll be editing the Chart back in Excel. The plus here is that if my Excel data changes, so will my Chart. Here, if I want to change the data, I'll need to do it here in this copy, in this Word document. I have one more choice I can make, and that is to say that I actually don't care about future changes in the data, and I don't need to be able to edit this Chart. This Chart is fine the way it is, and I want a picture of it.

If I do this, I only get one button. There's not a choice to use the destination formatting, because this is almost the same as if I had used the Screen Clipping feature, which we will see later in this chapter, to take a picture of this Chart. This is how the Chart looks in Excel. This is how the Chart is going to look here. So I'm going to choose Embedding the Chart with the original formatting. After I paste, no matter how I paste, I will have a Paste Options dropdown that I can use to open the Paste Options list, and I can change my mind.

So even if we Undo, and I simply Paste, no other choice, Ctrl+V or Paste, I can still make any and all of those choices here on the Paste Options dropdown button. Because I've chosen using the destination theme and link to the data, that is the default choice, by the way, if I make no other choice. Now I have just the like copy, here in this document, I don't have the whole workbook, and if in the future, the numbers are changed or the Chart is changed, in Microsoft Excel, that will be reflected here.

This is good, and this is bad. Here is the upside. If the data changes, I get a Chart that's absolutely up-to-date. Here's the downside. If somebody renames the workbook, hides the workbook or puts it in a location, that I can no longer access, this Chart will still be frozen in time, as if I had simply embedded it in the first place. And it won't be linked anymore, and I might not notice that it's not. The benefit of choosing picture, by the way, there is one huge benefit, is that when I choose picture, I get an image that I can size, and that will look good at any size.

So if I care the most about how crisp my images look, here in this document, and I'm satisfied with the quality of the information from the Excel workbook, choosing picture is a very good choice for me. Now what if I have data and I don't have a Chart? It's very easy to insert a Chart, here in Word. So I'm going to make a space for my Chart. I'm going to go to Insert and choose Chart. I'm going to choose a Chart type. This is a familiar Microsoft Excel dialog box, and I'm going to choose a type that we haven't used so far, so that this Chart will look different.

And I'm going to say OK. And Word resizes itself, opens a small workbook on the right-hand side, and shows me my Chart. This is a sample Chart in the style I chose. Here is the data. It's just sample data. I want to substitute my data here for this data. I could either begin typing, which would work just fine, if I added different numbers and different words, so if I don't already have a Table, I could go in and create one. I could create a Table of States, like California, and Nevada, and Oregon.

And I could put in different terms, like I could put in Rosemary Oil. And notice that it changes the Chart. So typing works here, but I don't need to type. I actually have my data. So I'm going to select my data here in word and copy it. I'm going to paste that data here in Excel. I can format this in Excel if I wish, but I really don't need to, because I have the Chart that I want. Now the last thing that I can do is I can choose to save this workbook, which is really simply my data, as a separate Excel workbook.

If I choose File > Save As, I can save it. If I simply close Excel, then a copy of that workbook is actually placed in my Word document, so that I can edit this as easily as I could edit any other Chart that I created. So here is my Table. Here's my Chart. If I want to edit this Chart and I click, notice that I have Chart tools, three tabs of them: Design, Layout and Format the same tools for design and layout that I would actually see in Microsoft Excel. These are Excel's tools with Edit Data, Change Chart Type, for example.

So if we wanted to have some pointy little trees next to each other, we could do that. I can change my formatting for my Chart, so that it's all in different shades of green, for example, nice olive colors. I can save this is a template. I can change my Chart Layouts, and I can format any of the text or elements that are in my Chart. I also have the ability, of course, because this is an object, to wrap text around it and to position it, as I would a picture. My picture, on the other hand, only gives me Picture tools, and there is the difference in the choice that I made to paste this particular Chart as a picture.

If you already have a Chart in Excel, it's simple to copy and paste that Chart into Word as a picture, an embedded object, or a linked object. But if you need to create a Chart, and you just know even a little bit about how to create a Chart in Excel, it's wicked easy to create that Excel Chart and insert it directly here without ever leaving your Microsoft Word document.

Find answers to the most frequently asked questions about Word 2010 Essential Training .

Expand all | Collapse all
please wait ...
Q: The Panning Hand feature for scrolling through documents shown in the movie "Using the Word interface" does not appear in my version of Word.
A: This appears to be an issue with Word, in that the Panning Hand icon does not appear in every installation of Word. The Panning Hand feature was originally designed for a tablet PC and it will always appear on a tablet. However, onother laptops and desktops, the Panning Hand icon's appearance is dependent on the version of Windows and how much tablet PC functionality is built into that version.
Q: Why am I seeing the following error message when trying to open the exercise files in Word 2010? Word experienced an error trying to open the file. Try these suggestions: * check permissions * open the file with text recovery
A: This is a permissions/trust issue specific to your install of Microsoft Office. Contact your IT department make sure documents downloaded from email and the web are not blocked. A workaround solution is to try opening the files in an older version of Word or try to edit your Trust Center settings.
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.

Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

* Estimated file size

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.

Mark all as unwatched Cancel


You have completed Word 2010 Essential Training.

Return to your organization's learning portal to continue training, or close this page.


Upgrade to View Courses Offline


With our new Desktop App, Annual Premium Members can download courses for Internet-free viewing.

Upgrade Now

After upgrading, download Desktop App Here.

Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Start your FREE 10-day trial

Begin learning software, business, and creative skills—anytime,
anywhere—with video instruction from recognized industry experts. provides
Unlimited access to over 4,000 courses—more than 100,000 video tutorials
Expert-led instruction
On-the-go learning. Watch from your computer, tablet, or mobile device. Switch back and forth as you choose.
Start Your FREE Trial Now

A trusted source for knowledge.


We provide training to more than 4 million people, and our members tell us that helps them stay ahead of software updates, pick up brand-new skills, switch careers, land promotions, and explore new hobbies. What can we help you do?

Thanks for signing up.

We’ll send you a confirmation email shortly.

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.