How to Transfer Data from Excel to Word Automatically

Excel lives up to its name when crunching numbers or organizing data. However, when you want to convey ideas beyond the table or graph, you will almost certainly turn to Word or PowerPoint. In the examples below, we are going to look at several different ways you can export, or incorporate, spreadsheets into your Word documents.

Find out the Variety of Options to Transfer Data

To follow using our example, download ExportWorksheetsToWord.xlsx. You will need a blank Word document open. This feature applies to Excel/Word 2010 and later versions. Images were taken using Excel 2013 on Windows 7.

Solution One: Copy/Paste

The simplest way to display Excel data in a Word document is to use Copy/Paste.

1. Open the destination Word document.
2. In the source Excel spreadsheet, select the data you want to copy then hit CTRL-C.
3. In the destination Word document, place the cursor where you want the data, then hit CTRL-V.

4. The default paste will use the Keep Source Formatting (A) paste option. This preserves any formatting you have done in Excel and pastes the data into Word as a table using that same formatting. As you can see, you may need to clean up your table after the paste to make it look correct in the new document.
5. To change the paste option, click the Ctrl dropdown option in the bottom right corner of your new table after pasting and select a new option. Other Paste options include:
   Use Destination Styles (B) – This will paste the data into Word as a table and adapt the display elements into the same formatting as the Word document. Use this to make your fonts and colors consistent in the destination without having to edit in Excel beforehand.Copy as Picture (C) – This will paste the data range as a Word image object. You will be able to resize and edit the image as you would any other picture, but you will not be able to edit the data. The paste will use the original Excel formatting to generate the picture.Keep Text Only (D) – This will paste the data contained within each cell as individual lines of text in the Word document. Data in columns will be separated by a tab, rows will appear as individual paragraphs.

Hint! If you frequently use a paste option that is not Keep Source Formatting, you can click the Set Default Paste link and change the default settings in the Cut, copy and paste section of Word Options.

Solution Two: Insert Excel Object

Copy/Paste brings Excel tables or Worksheet data into the Word document by changing it to a Word table or text. Inserting your workbook as an Excel object embeds a mini-version of Excel itself into the middle of your Word document. This Excel object can include multiple sheets, filters and many of Excel’s features.

1. Click the Insert tab the destination Word document, then select Object from the Insert Embedded Object dropdown button.

2. Select the Create from File tab, then browse to the workbook you wish to embed.
3. Choose whether you wish the object to be linked or not:
   1. A linked object will automatically update in the destination Word document if the source Excel spreadsheet is changed.
   2. An object that is not linked will not be updated automatically in the Word document if the source is changed.
4. Click OK to complete the embed.

If your object is not linked, you can edit the data directly – including formulas – from within Word. Double-click on the table and make changes as you would in Excel. If the object is linked, then clicking on the table will open the Excel window.

Solution Three: Insert a Blank Excel Table

If you will be creating or entering your data table from scratch within Word, but want the functionality of an Excel spreadsheet, you can embed a blank Excel spreadsheet and work just as you would in Excel.

1. Click the Insert tab, then select Excel Spreadsheet from the Table dropdown menu.
2. Double-click on the worksheet. The Excel ribbon will appear and you will be able to add your data, insert formulas and filter and display the data as if you were working directly in Excel.
3. Click outside the spreadsheet pane or hit Escape to continue editing your Word document.

Learn Excel Basics (Or Go Beyond the Basics) With Courses From Pryor Learning

Would you like to add the line “proficient in Excel” to your resume? Or perhaps you already have your dream job but would like to be more efficient and valuable to your employer. Then, consider enrolling in or downloading one of Pryor Learning’s Excel courses.

Microsoft Excel Basics

This one-day seminar is perfect for beginning or intermediate Excel users.

During this course, learn the basics of producing spreadsheets that communicate. You’ll learn to master an array of Excel formulas and functions that will put useful data at your fingertips. You’ll learn how to edit your worksheet – including how to transfer Excel table to Word. We’ll even teach you simple macros that will help you increase your productivity.

Microsoft Excel: Beyond the Basics

You may already be proficient in Excel, but you would like to learn how to use this program at a more advanced level. If so, consider enrolling in Microsoft Excel: Beyond the Basics, a one-day seminar offered live online.

Here’s the agenda for this course:

• Setup and Editing Success
• Formulas and Functions That Cut Work Down to Size
• How to Make the Most of Macros
• Data Exchange with Other Applications
• The Power of Tables, Databases, and Lists

If you’ve shopped around for technical training, you know that it often comes with a hefty price tag. However, this full-day advanced course is only $149. You won’t find any other technical school offering such affordable, high-value training.

60 Minutes of Excel Secrets

Learn hidden Excel tips and tricks from this helpful one-hour webinar. Besides learning how to transfer data from Excel to Word automatically, you’ll learn how to customize your Excel environment to increase your efficiency.

In addition, you’ll learn how to create time-saving macros and organize your spreadsheet to access the data you need. In short, this hour-long session will teach you how to better customize, organize, and format your spreadsheets.

Excel Dashboard 101

Managers, analysts, and others who spend their time looking at spreadsheet data will benefit from Excel Dashboard 101. This course is for you if you have always thought there would be a better way to view and analyze your business data.

You can download this one-hour webinar today to learn how to make your data more visually appealing and, thus – easier to understand.

You’ll learn to set up a navigational menu and move through the dashboard using only links. In addition, you’ll learn how to do the following:

• Create a key performance indicator stoplight graph
• Create a key performance indicator graph using conditional formatting
• Create a completion percentage graph
• Arrange multiple graphs on a dashboard
• And more!

Microsoft Excel Made Easy

This article has already shown you options on how to transfer Excel to Word. Imagine how more efficient you would be at creating, organizing, and analyzing spreadsheets with an hour-long course called Microsoft Excel Made Easy.

This downloadable course offered by Pryor Learning will help you discover the data analysis tools available in Excel that will make it easy to achieve your information goals. In addition, the information will be presented clearly by a professional instructor – not a frustrated IT person with very little patience dealing with someone who doesn’t have a computer science degree.

This course covers Excel 2010 – as well as previous versions. You’ll learn how to utilize old worksheets and modify new ones to be accessible to everyone.

Depend on Pryor Learning for Quality Software Training

Pryor Learning offers software training for beginning, intermediate, and advanced users. Besides providing training in Excel, Pryor Learning also has courses to help you with QuickBooks, Outlook, PowerPoint, and Word.

Are you a leader of your organization? Then, schedule in-person training for your entire staff to improve the efficiency and effectiveness of your employees. We offer a wide range of courses – including time management seminars that would be helpful to everyone.

Pryor Learning offers several different learning options. While we pioneered the one-day seminar during the 1970s, we have changed with the times. As a result, we currently provide 9,000 live and online training options in various helpful subjects – from software training to personal development training to OSHA and workplace safety training.

To become more proficient at Excel, click on one of the courses highlighted in this article. Or consider purchasing an annual pass to access all of Pryor Learning’s great content.