Word and Excel are two of the most often used applications in the Microsoft Office Suite. The former is an advanced word processor that can help you compose almost any type of document and the latter is a spreadsheet application that facilitates the handling of any quantitative data. Occasionally you may need to import data from Excel into Word. There are three ways to do this and each has a specific effect on the Excel data you imported.
- Leave the data as it is. The simplest method of putting Excel data into a Word document is through copy and paste. Both Excel and Word programs should be opened with both the pertinent worksheet and document loaded. Go to the Excel worksheet and use your mouse to drag the cursor across the particular rows and columns you want to put in your Word document. To copy this data, you can either right-click and choose 'Copy' from the right-click menu or simply press Ctrl+C. Go to Word and position the cursor exactly where you want this data inserted. To paste the copied data, you can either right-click and choose 'Paste' from the right-click menu or press Crtl+V. The copied data will now appear as a basic table. This method assumes that you don't need to make any changes to the data and editing or formatting the table is done through the Table function in Word.
- Maintain Excel formula functions for adjustments. Excel has formula functions that carry out mathematical operations on the data in the spreadsheet. It's possible to carry over these operations when you import the data into a Word document. This is done through the Paste Special function in Word. Again have both the relevant Excel worksheet and Work document open. Just like in the first method, highlight the needed rows and columns of data and copy it. Go to Word, position the cursor where you want the data inserted and then click on 'Edit' at the standard toolbar. In the drop-down menu that will appear, choose 'Paste Special.' The Paste Special window will pop up and on it will be listed several choices of format the copied data can be pasted as. Choose 'Microsoft Excel Worksheet Object' and then click OK. The copied data will appear on the surface as a basic table but when you double-click it, you'll see that it's still actually an Excel worksheet. Any formula functions you established will therefore still operate. If the figures in the last row are sums of the numbers in the preceding rows, changing any piece of data in the preceding rows will automatically change the output shown in the last row. These changes however will not affect the original Excel worksheet.
- Adjust both imported data and original spreadsheet. If the Word document and the Excel worksheet are significantly related, this method can save you time going back and forth between the two applications and matching the changes between the imported/copied data and the original worksheet. Just as in the first two methods you will need to copy the relevant data from Excel. In Word, you will also need to pull-down the Edit menu, but this time you'll be choosing the 'Paste as Hyperlink' option. The copied data will still appear as a table but each piece of data will now be a hyperlink. Clicking on it will lead you back to the original Excel worksheet. Any changes you make in the original will then be reflected on the copied data in Word.
One of the things that justify Microsoft Office as a complete productivity tool is the fact that its separate applications can work in tandem. A user who can familiarize himself with the various functions that enables this linkage can make his work so much easier and save a lot of time.