How to Insert Excel Data Into Word Documents

Sometimes it's helpful to include a table in a Microsoft Word document but Word tables have limitations. Microsoft Excel, on the other hand, creates extensive tables of information involving complex mathematical calculations. Make Excel data part of your Word document. When you insert Excel data into Word, decide whether to link the Excel worksheet to the document or embed it.


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Should You Link or Embed?

When you link an Excel worksheet to a Word document, every time the worksheet is updated, the changes are reflected in the document. All editing takes place in the worksheet and not in the document. Use this option if you plan to make changes to the worksheet, especially if these changes involve complex calculations.

An embedded worksheet is a flat file. Once it's part of a Word document, it behaves like a piece of that document and can be edited in Word. There is no connection between the original worksheet and the Word document it's now a part of. Use this option if you plan to make minimal changes to the table data or if the data involves simple calculations.

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Embedding Options

When you embed an Excel worksheet into a Word document, you can either copy and paste from Excel to Word or embed using the Paste Special feature. The copy-and-paste method is faster but some formatting may change and some table functionality may be lost. The Paste Special feature provides more options for how the data will appear.

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How to Embed Excel Data in a Word Document


  1. Here's how to embed an Excel worksheet using the simple paste option:
  2. Open the Microsoft Excel worksheet, then highlight the data you want to include in the Word document.

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  1. Copy the data. Press Ctrl+C (on a Mac, press Command+C). Or, right-click the selected data and select Copy.
  2. Open the Word document and place the cursor where you want the worksheet data to appear.
  3. Press Ctrl+V (on a Mac, press Command+V). Or, go to the Home tab and, in the Clipboard group, select Paste.
  4. The data appears in the Word document.

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