If you need to embed a table block in Word, it is better to form it in Excel and transfer it to text file. There are two ways to do this - simple insert and data import with linking. However, it is worth considering that in order to insert a table into a Word from Excel, you need to carefully read the procedure.
Copy and paste
If the size of the table with the final version of its contents is small, the best way to move is to copy and paste. The algorithm of actions is as follows:
- using the "Use final formatting styles" option - the contents of the inserted range will automatically be formatted in the same style as the text block, cell values can be changed;
- by selecting the "Picture" parameter - the original design will be preserved, but the possibility of making adjustments to the cell area is lost.
Table import
If you need to transfer tabular data with the ability to make changes in the original file and update the values \u200b\u200bin Word, use another method:- In Excel, the desired range is selected and copied.
- In Word, the copied object is inserted:
- "Link and use target styles" - the style of the table adapts to the last paragraph of the document, when changes are made in the source, the values in Word also change;
Anyone who has ever compiled financial statements in accordance with IFRS requirements knows how much time it takes to copy tables from Excel to Word and format them further. Let's save ourselves a lot of time. Now you will only need to insert the tables you need once - they will be updated automatically when they change.
So, we have prepared tables that will go into a document in Microsoft Excel. Let's say it's an income statement. Let's say this.
As you can see, it is the most Excel "Evsky. It has a lot of advantages. First of all, it is convenient to work with it, it can contain the necessary calculations, formulas, it is convenient to track where the data comes from (high-quality audit trail), etc. The problem is that it's not in the Word file, and this is a serious problem.
There are a couple of ways to put it in Microsoft Word:
(1) insert it as a picture (advantages - it is impossible to change, accurate formatting is preserved; disadvantages - again, it is impossible to change, it weighs a lot, if you insert 30-40 such tables, there may be problems with sending via e-mail, especially from a corporate box), and
(2) paste it in text (advantages and disadvantages - exactly the opposite).
Both methods have a significant problem. When changing the sources with tables, they must be re-inserted. When preparing reports, which I wrote about at the beginning, it is possible that tables are updated with enviable regularity, say 5-10 times for preparation. To avoid wasting time updating tables, I suggest inserting related tables.
How to insert a linked table from Excel to Word
(1) Highlight Excel spreadsheet that you want to insert into your Word document and click copy,
(2) go to Word, put the cursor where you want to insert the table and click Link and keep source formatting.
If you are using an older version of office (screenshot taken from Microsoft Office 2010), click Special insert... And select the option in the window that appears. To tie, instead of Paste, which is the default.
The result looks like this.
You probably noticed that you can link in different formats. Each of them has its own advantages and disadvantages. Choose based on your personal preferences. The main thing is that the inserted table will be updated along with updating tables in Excel (when you start Word, it will ask you to update external data - feel free to press Refresh). Now you won't forget to update one table out of 40 inserted into the document!
If you want to learn how to use Excel in your daily work and save a lot of time at the same time, check out these books: Microsoft Excel 2010 by Example and Microsoft Excel 2010. The User's Bible.
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To connect two Word documents you can use the command Special insert(menu Edit) or command File(menu Insert).
In cases where you need to insert a part of the document, you should use the command Special insert.
Since text in different documents may be formatted differently, in order for the linked text to be inserted in the format of the destination document in the list box how dialog box Special insert you must select an option Unformatted text.
When the cursor is inside the linking region of the target document, the entire region is grayed out. Although linked text can be edited in the target document, changes made during editing will be lost when the link is updated. The gray background reminds you that the selected part should not be edited. If the connection area is not highlighted, select the command Options(menu Service) and on the tab View drop down list field shading select the line " When highlighting" or " Always».
To see in the target document the names of the files that the inserted elements are associated with, select the command Options menu Service and on the tab View activate the checkbox Field codes. In this case, the document will not display the inserted information, but indications of the connection with the source files.
Information about the presence and nature of links is displayed in the Links dialog box (command Connections menu Edit) (Fig. 7.7).
Rice. 7.7. command dialog box Connections
Links can be updated automatically if the corresponding button is selected. When setting the option On request update happens:
when opening or printing a destination document file;
when you press shortcut key update fields F9.
Linking an Excel spreadsheet and a Word document
The procedure for linking an Excel spreadsheet and a Word document is the same as linking two Word documents discussed above.
Most important point when linking a table to a document is to choose the format.
When choosing a format An object the table will be inserted as an Excel application object and can be edited in Excel by double-clicking on this object.
To insert a table as a table and not as plain text, select the format RTF text. This usually involves editing the column widths and row heights to make the table look neat.
If you choose the format Unformatted text, the table will be inserted not as a table, but as plain text, with the data of different cells separated by tabs.
When choosing formats Picture and Raster the table is inserted as a picture and will be edited by means of Excel when you double-click on the picture. When binding Excel charts with a Word document, you should always choose the format Picture.
In general, Word is well "prepared" for integrating an Excel spreadsheet into a document as an object. There is a button on the standard toolbar of Word. Add Excel Table l., which is used to insert an Excel table as an object into a Word document. After clicking this button and choosing a table size, a blank table will be inserted into the document.
When embedding objects, all actions are performed similarly to linking, only the option is activated Insert instead of To tie. When a document is embedded, there is no connection with the source information, however, the possibility of editing the embedded document with the tools and means of the source application remains.
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When working with Office suite There are several ways to share data between applications. One way is to copy and paste the data, but you can also link it to the source so it updates automatically, or embed it to only update the data manually by opening the file. In addition, using a linked object allows you to create a link to a part of a file, such as multiple cells in an Excel worksheet.
Advantages and disadvantages of linking and embedding
Word
On the menu Insert click item An object and select an option From file.
Find and select the file you want to link to and click the button Options.
Check box link to file ».
Advice: as an icon.
Click the button Insert OK if you are using Excel.
Changing related data
On the menu Edit select a team Connections.
If the team Connections is not available, it means that there is no associated data in the file.
In chapter Original file Open source.
On the menu Insert click item An object and select an option From file.
Select desired file and press the button Options.
Uncheck link to file .
Advice: If you want to display only an icon that you can click to view details, select the check box as an icon.
Click the button Insert if you're using Word, or the button OK if you are using Excel.
Changing Embedded Data
Double-click an embedded object.
Make your changes and save them.
On the menu File select command .
On the menu Edit select a team Copy.
On the menu Edit select a team Special insert, and then - item Insert link.
In field how Microsoft Excel sheet, and click the button OK.
PowerPoint
Embedding data from one file to another
Click the location where you want to embed the file.
On the menu Insert select item an object, and then - from a file.
If you want to embed an Excel sheet, it must be the first one in the workbook.
Click the button Insert and then the button OK.
Changing Embedded Data
Make the necessary changes.
Open a tab file and press the button Refresh.
On the menu File select a team Close and return to [file name].
Note that the changes are saved in the embedded file.
Copy data from one file and paste it as a linked or embedded object
Select the data you want to paste (for example, a range of cells in an Excel worksheet).
On the menu Edit select a team Copy.
Browse to another file and click the location where you want to paste the copied data.
On the menu Edit select a team Special insert.
In field Paste as select object type, for example Microsoft Excel sheet, and click the button OK.
excel
Linking data between Word and Excel files
If the data is in an Excel file and the related information is in Word file, you can link them to make updating easier. For example, suppose that latest information sales revenue should be linked to the monthly status report. The report is a Word document and the sales revenue data is in an Excel sheet. Once the document and sheet are linked, the data in the status report will automatically update when the sales revenue information changes. It is also possible that instructions from a Word document need to be inserted into several Excel files. If you use data binding, changes to instructions will automatically be reflected in all Excel files.
Click where you want to insert the link.
On the menu Insert click item An object and select an option From file.
Select the file you want to link to and click the button Options.
Check box link to file ».
Advice: If you want to display only an icon that you can click to view details, select the check box as an icon.
Click the button Insert if you're using Word, or the button OK if you are using Excel.
Changing related data
On the menu data select a team change links.
In chapter Original file select the desired file and click the button Open source.
Make the necessary changes.
Click linked file. Please note that there are changes in the file.
Embedding data from one file to another
If you want to keep the relationship between two files, and the main file does not need to be updated when the other changes, you can embed the data. For example, you can embed data when you don't want the status report to update when you make changes to the Excel worksheet, or you don't want the Excel worksheet to reflect changes to instructions. Because all information is stored in one file, data embedding is useful in situations where you want to send the online version of the file to users who do not have access to the embed file.
Click the location where you want to embed the file.
On the menu Insert click item An object and select an option From file.
Select the file you want to embed and click the button Options.
If you want to embed an Excel sheet, it must be the first one in the workbook.
Advice: If you want to display only an icon that you can click to view details, select the check box as an icon.
Uncheck Link to file and press the button Insert if used Word application, or button OK if you are using Excel.
Changing Embedded Data
Double-click the embedded file.
Make the necessary changes.
On the menu file select a team Refresh.
Note that the changes are saved in the embedded file.
Copy data from one file and paste it as a linked or embedded object
On the menu Edit select a team Copy.
Browse to another file and click the location where you want to paste the copied data.
On the menu Edit select a team Special insert, and then - item Insert link.
In field how select object type, for example Microsoft document Word, and click the button OK.
Word
Linking data between Word and Excel files
If the data is in an Excel file and the related information is in a Word file, you can link them to make updating easier. For example, suppose you want to associate the latest sales revenue information with a monthly status report. The report is a Word document and the sales revenue data is in an Excel sheet. Once the document and sheet are linked, the data in the status report will automatically update when the sales revenue information changes. It is also possible that instructions from a Word document need to be pasted into multiple Excel files. If you use data binding, changes to instructions will automatically be reflected in all Excel files.
Open source.
Make the necessary changes.
Remember that the changes are contained in the linked file.
Embedding data from one file to another
If you want to keep the relationship between two files, and the main file does not need to be updated when the other changes, you can embed the data. For example, you can embed data when you don't want the status report to update when you make changes to the Excel worksheet, or you don't want the Excel worksheet to reflect changes to instructions. Because all information is stored in one file, data embedding is useful in situations where you want to send the online version of the file to users who do not have access to the embed file.
for example Sheet, and click the button Change.
Make the necessary changes.
On the menu File select a team Close and return to [file name].
Note that the changes are saved in the embedded file.
Copy data from one file and paste it as a linked or embedded object
You can create a link to part of a file. For example, in a monthly status report, you might want to link to a specific range of cells in an Excel worksheet, rather than to the entire worksheet. For example, you can create a link to specific instructions from a Word document rather than the entire document.
Select the data you want to paste (for example, a range of cells in an Excel worksheet).
On the menu Edit select a team Copy.
Browse to another file and click the location where you want to paste the copied data.
On the menu Edit select a team Special insert, and then - item Insert link.
In field how select object type, for example Microsoft Excel sheet, and click the button OK.
PowerPoint
Embedding data from one file to another
If you want to keep the relationship between two files, and the main file does not need to be updated when the other changes, you can embed the data. For example, suppose you want to embed the latest sales revenue information in your monthly status report. The report is PowerPoint presentation, and the sales revenue data is in an Excel sheet. Once a sheet is embedded in a presentation, the files remain linked.
Click the location where you want to embed the file.
On the menu Insert click item An object and select an option Create from file.
Find and select the file you want to embed.
If you want to embed an Excel sheet, it must be the first one in the workbook.
Click the button Insert and then the button OK.
If the data from the embedded file is not displayed, drag the resize handle until the contents of the file appear.
Changing Embedded Data
Click the embedded file.
On the menu Edit move the mouse pointer over the item Object [object type], For example Sheet, and click the button Change.
Make the necessary changes.
On the menu File select a team Close and return to [file name].
Note that the changes are saved in the embedded file.
Copy data from one file and paste it as a linked or embedded object
You can only embed part of a file. For example, in a monthly status report, you might not want to embed the entire Excel worksheet, but only a certain range of cells on it.
Select the data you want to paste (for example, a range of cells in an Excel worksheet).
On the menu Edit select a team Copy.
Browse to another file and click the location where you want to paste the copied data.
On the menu Edit select a team Special insert.
In field Paste as select object type, for example Microsoft Excel sheet, and click the button OK.
excel
Linking data between Word and Excel files
If the data is in an Excel file and the related information is in a Word file, you can link them to make updating easier. For example, suppose you want to associate the latest sales revenue information with a monthly status report. The report is a Word document and the sales revenue data is in an Excel sheet. Once the document and sheet are linked, the data in the status report will automatically update when the sales revenue information changes. It is also possible that instructions from a Word document need to be pasted into multiple Excel files. If you use data binding, changes to instructions will automatically be reflected in all Excel files.
Source file select the desired file and click the button Open source.
Make the necessary changes.
Remember that the changes are contained in the linked file.
Embedding data from one file to another
If you want to keep the relationship between two files, and the main file does not need to be updated when the other changes, you can embed the data. For example, you can embed data when you don't want the status report to update when you make changes to the Excel worksheet, or you don't want the Excel worksheet to reflect changes to instructions. Because all information is stored in one file, data embedding is useful in situations where you want to send the online version of the file to users who do not have access to the embed file.
for example Sheet, and click the button Change.
Make the necessary changes.
On the menu File select a team Close and return to [file name].
Note that the changes are saved in the embedded file.
Copy data from one file and paste it as a linked or embedded object
You can create a link to part of a file. For example, you may not want to link to everything Excel sheet, but only with a certain range of cells on it.
Highlight the data you want to paste (for example, multiple sentences in a Word document).
On the menu Edit select a team Copy.
Browse to another file and click the location where you want to paste the copied data.
On the menu Edit select a team Special insert, and then - item Insert link.
In field how select object type, for example Microsoft Word Document, and click the button OK.
20.1 Theory
There are many different ways to share data between Microsoft Office programs. For example, Word provides several ways to paste Microsoft data Excel to Word document. Can be copied and pasted spreadsheet Excel to Word document. You can also insert a spreadsheet into a Word document as a linked object or an embedded object.
The main differences between linking and embedding (embedding) objects are where the data is stored and how the data is updated after it has been placed in the document.
A linked object is an object (for example, a spreadsheet) created in one file and inserted into another file with support for linking between files. Related object can be updated at the same time as updating source file. The linked object is not part of the file in which it is inserted.
An embedded object is an object (such as a spreadsheet) that is embedded in a file. Once embedded, the object becomes part of the file. Double-clicking an embedded object opens it with the program in which it was created. Any changes you make to an embedded object are reflected in its containing file.
Linking and embedding can be done both using the clipboard and using the "Paste Object" dialog box, which is called by the Object command on the Insert menu.
To complete this lab, you must be familiar with how Microsoft Office programs share data. Implementation using the "Insert Object" dialog box is described in the lecture course and in the recommended sources of information.
20.2 Purpose of work
Acquisition of practical skills in working with Microsoft Excel and Word programs in the process of creating documents, copying, linking and embedding a Microsoft Excel object (spreadsheet) into a Word document.
20.3 Statement of the problem
To complete the lab, do the following:
- create a Word document in accordance with the attached sample shown in Figure 20.1;
- create a blank book, complete the worksheet according to the attached sample shown in Figure 20.2, and perform the necessary calculations;
- Insert the created Excel spreadsheet into a Word document in the following ways:
- in the form of a Word table;
- as an embedded object;
- as an associated object.
After inserting an Excel table into a Word document, delete the data in cell G5 in all tables and update the data.
Rice. 20.1
Rice. 20.2
20.4 Work step by step
20.4.1 Turn on the PC
Click the button power on the system block PC.
20.4.2 Start Microsoft Word and Excel
20.4.2.1 Start Microsoft Word using the Main Menu command.
After starting Microsoft Word, the application window "Document 1 - Microsoft Word", which displays an empty Text Document A that is based on the Regular. Create a document according to the attached template shown in Figure 20.1 and save it.
20.4.2.2 Without closing Word, start Microsoft Excel.
After starting Microsoft Excel, an application window will open showing a blank workbook "Book 1" with three worksheets. Create a new workbook and complete the worksheet according to the attached template shown in Figure 20.2. Perform all calculations (fill in rows and column "Total" and row "Total") in the spreadsheet and save the file (workbook).
20.4.3 Insert the generated Excel spreadsheet into a Word document in various ways
20.4.3.1 Insert the generated Excel spreadsheet into a Word document as a Word table.
- go to your Word document, select where to insert the table, and click the Insert button on the toolbar.
20.4.3.2 Insert the generated Excel spreadsheet into a Word document as an embedded object.
To do this, follow these steps:
- select a range of table cells;
- click the Copy button on the toolbar;
- go to the Word document, select the place to insert the embedded object;
- set the switch to Insert;
20.4.3.3 Insert the generated Excel spreadsheet into a Word document as a linked object.
To do this, follow these steps:
- select a range of table cells;
- click the Copy button on the toolbar;
- go to the Word document, select the place to insert the linked object;
- select the Paste Special command from the Edit menu;
- set the switch to the Link position;
- In the "As:" list, select Microsoft Sheet Office Excel(object) and click OK.
20.4.4 Delete the data in cell G5 in all tables inserted in the Word document and update the data
20.4.4.1 Delete the data in cell G5 (number 128) of the Word table created by the copy method and update the data in the entire table.
For this:
- recalculate the data in the entire table.
20.4.4.2 Delete the data in cell G5 (number 128) of the Word table created by the object embedding method and update the data in the entire table.
For this:
- double click on the embedded object (table) to open it with Excel programs in which it was created;
- delete the number 128 in cell G5;
- click outside the embedded object field to return to Word.
20.4.4.3 Delete the data in cell G5 (number 128) of the Word table created by the object linking method and update the data in the entire table.
Do the following:
- double-click on the associated object (table), an Excel application window will open with an open workbook;
- delete the number 128 in cell G5;
- data in the entire table will be automatically recalculated;
- close the Excel application to return to Word.
20.4.5 Shutdown
Report to the teacher about the work done. After permission to shut down, close application programs Microsoft Word and Excel, after which you can start passing tests on the work performed.
