Relationship between excel and word tables. Examples of linking documents Linking Word documents. Advantages and Disadvantages of Linking and Embedding
If you need to implement a table block in Word, it is better to create it in Excel and transfer it to a text file. There are two ways to do this - simple insertion and import of data with the establishment of connections. However, it is worth considering that in order to insert a table into Word from Excel, you need to carefully read the procedure.
Copy and paste
If the table size is small and the final version of its contents is the most optimal way to move it is by copying and simple pasting. 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” option, the original design will be preserved, but the ability to make adjustments to the cell area is lost.
Import table
If you need to transfer tabular data with the ability to make changes in the original file and update values in Word, use another method:- In Excel, the desired range is selected and copied.
- The copied object is pasted into Word:
– “Link and use final styles” – the table design style is adapted to the last paragraph of the document; when changes are made in the source code, the values in Word also change;
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When working with Office, 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 a source so it updates automatically, or embed it so you only update the data manually by opening the file. Additionally, using a linked object allows you to create a link to 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 Object and select an option From file.
Find and select the file you want the link to point to and click the button Options.
Check the box link to file ».
Advice: As an icon.
Click the button Insert OK if you are using Excel.
Changing Linked Data
On the menu Edit select team Connections.
If the team Connections unavailable means there is no associated data in the file.
In the section Source file Open source.
On the menu Insert click item Object and select an option From file.
Select the desired file and click the button Options.
Uncheck link to file .
Advice: If you only want to display an icon that you can click to view details, select the As an icon.
Click the button Insert if you are using Word, or the button OK if you are using Excel.
Changing embedded data
Double-click the embedded object.
Make your changes and save them.
On the menu File select command.
On the menu Edit select team Copy.
On the menu Edit select team Special insert, and then - item Insert Link.
In the field How Microsoft Excel Sheet, and press the button OK.
PowerPoint
Embedding data from one file into another
Click the location where you want to embed the file.
On the menu Insert select item object, and then - from file.
If you need 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 the tab file and press the button Update.
On the menu File select team Close and return to [filename].
Please note that the changes are saved in the embedded file.
Copying data from a single file and pasting 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 team Copy.
Browse to another file and click where you want to paste the copied data.
On the menu Edit select team Special insert.
In the field Paste as select the object type, for example Microsoft Excel Sheet, and press 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 the two to make updating easier. For example, suppose you want to link the latest sales revenue to a monthly status report. The report is a Word document and the sales revenue data is in an Excel sheet. Once the document and worksheet are linked, the data in the status report will automatically update when 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 be automatically reflected in all Excel files.
Click where you want to insert the link.
On the menu Insert click item Object and select an option From file.
Select the file you want the link to point to and click the button Options.
Check the box link to file ».
Advice: If you only want to display an icon that you can click to view details, select the As an icon.
Click the button Insert if you are using Word, or the button OK if you are using Excel.
Changing Linked Data
On the menu data select team change connections.
In the section Source file select the desired file and click the button Open source.
Make the necessary changes.
Click the linked file. Please note that there are changes to the file.
Embedding data from one file into another
If you want to preserve the relationship between two files without the main file being updated when the other file changes, you can embed the data. For example, you can embed data in situations where you don't want the status report to update when changes are made in an Excel worksheet, or you don't want the Excel worksheet to reflect changes in instructions. Because all information is stored in a single file, data embedding is useful in situations where you want to send an online version of a file to users who do not have access to the embedded file.
Click the location where you want to embed the file.
On the menu Insert click item Object and select an option From file.
Select the file you want to embed and click the button Options.
If you need to embed an Excel sheet, it must be the first one in the workbook.
Advice: If you only want to display an icon that you can click to view details, select the As an icon.
Uncheck Link to file and press the button Insert, if you are using Word, or the button OK, if you are using Excel.
Changing embedded data
Double-click the embedded file.
Make the necessary changes.
On the menu file select team Update.
Please note that the changes are saved in the embedded file.
Copying data from a single file and pasting it as a linked or embedded object
On the menu Edit select team Copy.
Browse to another file and click where you want to paste the copied data.
On the menu Edit select team Special insert, and then - item Insert Link.
In the field How select the object type, for example Microsoft Word Document, and press 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 the two to make updating easier. For example, suppose you want to link the latest sales revenue to a monthly status report. The report is a Word document and the sales revenue data is in an Excel sheet. Once the document and worksheet are linked, the data in the status report will automatically update when 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 be automatically reflected in all Excel files.
Open source.
Make the necessary changes.
Remember that changes are contained in a linked file.
Embedding data from one file into another
If you want to preserve the relationship between two files without the main file being updated when the other file changes, you can embed the data. For example, you can embed data in situations where you don't want the status report to update when changes are made in an Excel worksheet, or you don't want the Excel worksheet to reflect changes in instructions. Because all information is stored in a single file, data embedding is useful in situations where you want to send an online version of a file to users who do not have access to the embedded file.
For example Sheet, and press the button Change.
Make the necessary changes.
On the menu File select team Close and return to [filename].
Please note that the changes are saved in the embedded file.
Copying data from a single file and pasting it as a linked or embedded object
You can create a link to a 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 the entire worksheet. For example, you might want to 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 team Copy.
Browse to another file and click where you want to paste the copied data.
On the menu Edit select team Special insert, and then - item Insert Link.
In the field How select the object type, for example Microsoft Excel Sheet, and press the button OK.
PowerPoint
Embedding data from one file into another
If you want to preserve the relationship between two files without the main file being updated when the other file changes, you can embed the data. For example, suppose you want to incorporate the latest sales revenue into a monthly status report. The report is a PowerPoint presentation and the sales revenue data is in an Excel sheet. After you embed a sheet into a presentation, the files remain linked.
Click the location where you want to embed the file.
On the menu Insert click item Object and select an option Create from file.
Find and select the file you want to embed.
If you need 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 visible, drag the resizing handle until the contents of the file appear.
Changing embedded data
Click the embedded file.
On the menu Edit hover your mouse over the item Object [object type], For example Sheet, and press the button Change.
Make the necessary changes.
On the menu File select team Close and return to [filename].
Please note that the changes are saved in the embedded file.
Copying data from a single file and pasting it as a linked or embedded object
You can only embed part of a file. For example, in a monthly status report, you might want to embed not the entire Excel sheet, but only a certain range of cells within it.
Select the data you want to paste (for example, a range of cells in an Excel worksheet).
On the menu Edit select team Copy.
Browse to another file and click where you want to paste the copied data.
On the menu Edit select team Special insert.
In the field Paste as select the object type, for example Microsoft Excel Sheet, and press 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 the two to make updating easier. For example, suppose you want to link the latest sales revenue to a monthly status report. The report is a Word document and the sales revenue data is in an Excel sheet. Once the document and worksheet are linked, the data in the status report will automatically update when 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 be automatically reflected in all Excel files.
Source file select the desired file and click the button Open source.
Make the necessary changes.
Remember that changes are contained in a linked file.
Embedding data from one file into another
If you want to preserve the relationship between two files without the main file being updated when the other file changes, you can embed the data. For example, you can embed data in situations where you don't want the status report to update when changes are made in an Excel worksheet, or you don't want the Excel worksheet to reflect changes in instructions. Because all information is stored in a single file, data embedding is useful in situations where you want to send an online version of a file to users who do not have access to the embedded file.
For example Sheet, and press the button Change.
Make the necessary changes.
On the menu File select team Close and return to [filename].
Please note that the changes are saved in the embedded file.
Copying data from a single file and pasting it as a linked or embedded object
You can create a link to a part of a file. For example, you might want to create a link not to the entire Excel worksheet, but only to a specific range of cells within it.
Select the data you want to paste (for example, several sentences in a Word document).
On the menu Edit select team Copy.
Browse to another file and click where you want to paste the copied data.
On the menu Edit select team Special insert, and then - item Insert Link.
In the field How select the object type, for example Microsoft Word Document, and press the button OK.
To link two Word documents, you can use the command Special insert(menu Edit) or command File(menu Insert).
In cases where you need to insert part of a document, you should use the command Special insert.
Because text may be formatted differently in different documents, to ensure that the text being linked is pasted in the format of the destination document into the list box How dialog box Special insert you must select an option Unformatted text.
When the cursor is inside a linkable region of the destination document, the entire region is grayed out. Although linked text can be edited in the destination 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 communication area is not highlighted, select Options(menu Service) and on the tab View in the dropdown list Field shading select the line " When selected" or " Always».
To see the names of the files in the destination document 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 installing the option On request update occurs:
when opening or printing a destination document file;
when pressing the field update shortcut key F9.
Linking an Excel table and a Word document
The procedure for linking an Excel table and a Word document is no different from linking two Word documents discussed above.
The most important consideration when linking a table to a document is choosing a format.
When choosing a format 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 rather than as plain text, select the format RTF text. In this case, you usually have to edit the width of the columns and the height of the rows to make the table look neat.
If you select the format Unformatted text, the table will not be inserted as a table, but as plain text, with the data in the different cells separated by tabs.
When choosing formats Drawing And Raster the table is inserted as a picture and will be edited using Excel by double-clicking on the picture. When linking an Excel chart to a Word document, you should always select the format Drawing.
In general, Word is well prepared for integrating an Excel table into a document as an object. The standard Word toolbar has a button Add Excel table l., which is used to insert an Excel table as an object into a Word document. Clicking this button and selecting the table size will insert a blank table into your document.
When embedding objects, all actions are performed similarly to binding, only the option is activated Insert instead of Link. When embedding a document, there is no connection with the source information, but it remains possible to edit the embedded document using the tools and means of the source application.
Anyone who has ever prepared financial statements in accordance with IFRS requirements knows how much time it takes to copy tables from Excel to Word and then format them. 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 like this.
As you can see, it’s the very best Excel. It has a lot of advantages. First of all, it’s convenient to work with, it can contain the necessary calculations, formulas, it’s convenient to track where the data comes from (high-quality audit trail), etc. .The problem is that it is not in a Word file. And this problem is serious.
There are a couple of ways to paste it into Microsoft Word:
(1) insert it with a picture (advantages - cannot be changed, exact formatting is preserved; disadvantages - again, cannot be changed, weighs a lot, if you insert 30-40 such tables, there may be problems with sending by email, especially from a corporate mailbox) , And
(2) insert it as text (advantages and disadvantages - exactly the opposite).
Both methods have a significant problem. When changing source files with tables, they must be inserted again. When preparing reports, which I wrote about at the beginning, it is possible that tables are updated with enviable regularity, say 5-10 times during preparation. To avoid wasting time updating tables, I suggest inserting related tables.
How to insert a linked table from Excel into Word
(1) Select the Excel table you want to insert into the Word document and click copy,
(2) go to Word, place the cursor where you want to insert the table and click Link and keep original formatting.
If you are using an earlier version of Office (screenshot taken from Microsoft Office 2010), click Special insert... And select the option in the window that appears Link, instead of Insert, 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 the tables in Excel (when you start Word, it will ask you to update the external data - feel free to click Update). 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, pay attention to these books: Microsoft Excel 2010 with examples and Microsoft Excel 2010. User's Bible.
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