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How to use excel-style spreadsheets in microsoft word

How to use excel-style spreadsheets in microsoft word

Like peanut butter and chocolate, a word processor with some basic spreadsheet chops makes a fantastic combination. When you want some rather easy number-crunching embedded in an otherwise ordinary text document, Microsoft Word has you covered, thanks to baked-in functionality from its sister program Excel.

Word’s implementation of Excel spreadsheets essentially embeds a tiny copy of the program, right in the middle of your weekly newsletter to the Booster’s Club. While editing the Excel section of the document, you have access to all of the Excel controls as if you were using Excel in its own window. You can add standard text and numeral value cells, and crucially, formulas that apply specifically to the Excel mini-window.

To insert an Excel table in Word 2016, click the “Insert” tab at the top of the window, and then click the “Table” button. Click the “Excel Spreadsheet” button in the drop-down menu.

How to use excel-style spreadsheets in microsoft word

Here’s a basic example. I’ve filled the standard cells with made-up values for Stanley’s Sprocket sales, and used one of the most common sum formulas for the cells in the last column. So, for the “Yearly Total” value for “Space Sprockets” in cell F2, I use the formula “sum(B2:E2)” to add all four values across the row and get my total automatically. You can use any Excel formula you like in this embedded version of the program.

How to use excel-style spreadsheets in microsoft wordThis is a screenshot of Word, but the menus and controls from Excel appear when editing the embedded spreadsheet.

Excel spreadsheets have basically infinite amounts of rows and columns, but that’s not practical when you’re using that data as a table in a Word document. To change the number of visible rows and columns, click and drag the anchor points, the black squares that appear in each corner and midpoint of the box around the Excel spreadsheet.

How to use excel-style spreadsheets in microsoft word

When you’re done editing those values, you can click any other part of the Word document and the formatting defaults back to a basic table, suitable for printing or disseminating via read-only formats like PDF. Here, you can adjust the width and height of the table to better fit the formatting of the Word document without changing the number of visible columns or rows.

How to use excel-style spreadsheets in microsoft word

To start editing the spreadsheet again, double-click anywhere inside it to bring back the Excel controls.

It’s also possible to embed an existing Excel file, which is handy if you’re trying to share data you’ve already accumulated. From the Insert table, click the “Object” button (the small blue-bordered square under the “Text” section):

How to use excel-style spreadsheets in microsoft word

In the window that pops up, click “Create from file,” then click “Browse” to navigate to and open the Excel spreadsheet on your computer’s storage drive. You also have a couple of other options here. Selecting the “Link To File” option keeps the spreadsheet you see in Word linked to the actual Excel spreadsheet, so long as they are kept in the same locations as when you linked them. Changes you make in either place are reflected in the other. You can also choose the “Display As Icon” option to show the spreadsheet as a simple icon in the Word document that you can click to open the spreadsheet in Excel.

When you’re done, just click “OK” to insert the spreadsheet.

How to use excel-style spreadsheets in microsoft word

Depending on your Word formatting, you may need to resize or edit it to make everything visible.

How to use excel-style spreadsheets in microsoft word

Sometimes, you want to include the data on an Excel spreadsheet in your Microsoft Word document. There are a couple of ways to do this, depending on whether or not you want to maintain a connection with the source Excel sheet. Let’s take a look.

What’s the Difference Between Linking and Embedding?

You actually have three options for including a spreadsheet in a Word document. The first is by simply copying that data from the spreadsheet, and then pasting it into the target document. For the most part, this only works with really simple data because that data just becomes a basic table or set of columns in Word (depending on the paste option you choose).

While that can be useful sometimes, your other two options—linking and embedding—are much more powerful, and are what we’re going to show you how to do in this article. Both are pretty similar, in that you end up inserting an actual Excel spreadsheet in your target document. It will look like an Excel sheet, and you can use Excel’s tools to manipulate it. The difference comes in how these two options treat their connection to that original Excel spreadsheet:

  • If you link an Excel worksheet in a document, the target document and the original Excel sheet maintain a connection. If you update the Excel file, those updates get automatically reflected in the target document.
  • If you embed an Excel worksheet in a document, that connection is broken. Updating the original Excel sheet does not automatically update the data in the target document.

There are advantages to both methods, of course. One advantage of linking a document (other than maintaining the connection) is that it keeps your Word document’s file size down, because the data is mostly still stored in the Excel sheet and only displayed in Word. One disadvantage is that the original spreadsheet file needs to stay in the same location. If it doesn’t, you’ll have to link it again. And since it relies on the link to the original spreadsheet, it’s not so useful if you need to distribute the document to people who don’t have access to that location.

Embedding a document, on the other hand, increases the size of your Word document, because all that Excel data is actually embedded into the Word file. There are some distinct advantages to embedding, though. For example, if you’re distributing that document to people who might not have access to the original Excel sheet, or if the document needs to show that Excel sheet at a specific point in time (rather than getting updated), embedding (and breaking the connection to the original sheet) makes more sense.

So, with all that in mind, let’s take a look at how to link and embed an Excel Sheet in Microsoft Word.

How to Link or Embed an Excel Worksheet in Microsoft Word

Linking or embedding an Excel worksheet into a Word is actually pretty straightforward, and the process for doing either is almost identical. Start by opening both the Excel worksheet and the Word document you want to edit at the same time.

In Excel, select the cells you want to link or embed. If you would like to link or embed the entire worksheet, click on the box at the juncture of the rows and columns in the top left-hand corner to select the whole sheet.

How to use excel-style spreadsheets in microsoft word

Copy those cells by pressing CTRL+C in Windows or Command+C in macOS. You can also right-click any selected cell, and then choose the “Copy” option on the context menu.

How to use excel-style spreadsheets in microsoft word

Now, switch to your Word document and click to place the insertion point where you would like the linked or embedded material to go. On Home tab of the Ribbon, click the down arrow beneath the “Paste” button, and then choose the “Paste Special” command from the dropdown menu.

How to use excel-style spreadsheets in microsoft word

This opens the Paste Special window. And it’s here where you’ll find the only functional different in the processes of linking or embedding a file.

If you want to embed your spreadsheet, choose the “Paste” option over on the left. If you want to link your spreadsheet, choose the “Paste Link” option instead. Seriously, that’s it. This process is otherwise identical.

Whichever option you choose, you’ll next select the “Microsoft Excel Worksheet Object” in the box to the right, and then click the “OK” button.

How to use excel-style spreadsheets in microsoft word

And you’ll see your Excel sheet (or the cells you selected) in your Word document.

How to use excel-style spreadsheets in microsoft word

If you linked the Excel data, you can’t edit it directly in Word, but you can double-click anywhere on it to open the original spreadsheet file. And any updates you make to that original spreadsheet are then reflected in your Word document.

If you embedded the Excel data, you can edit it directly in Word. Double-click anywhere in the spreadsheet and you’ll stay in the same Word window, but the Word Ribbon gets replaced by the Excel Ribbon and you can access all the Excel functionality. It’s kind of cool.

How to use excel-style spreadsheets in microsoft word

And when you want to stop editing the spreadsheet and go back to your Word controls, just click anywhere outside the spreadsheet.

Note: If you working on a Word document and want to include a spreadsheet that you haven’t created yet, you can. You can actually insert an Excel Spreadsheet right from the Table dropdown menu on the Ribbon.

Last updated on October 10, 2020 by Ekaant Puri Leave a Comment

Best guide on how to make a spreadsheet in Microsoft Word. You can use this method to create a spreadsheet in Microsoft Word. Create a Spreadsheet and quickly collect all your data. Users can make the unlimited Spreadsheet in Microsoft Word. You can make in Microsoft Word 2006, 2010, 2013 and 2016.How to use excel-style spreadsheets in microsoft word

You have ever wondered how to make a spreadsheet in Microsoft Word? One of the best features in Microsoft Office is the ability to conjoin two common programs we use daily, like Microsoft Word and Microsoft Excel. Although the best application for spreadsheet use is Microsoft Excel, there can be times when you might to need to add a spreadsheet to something like a business report.

How to Make a Spreadsheet in Microsoft Word – 3 Easy Methods

Even though Microsoft Word is a word processing software, it’s still possible to add a spreadsheet to it. It can be done through Insert Table feature. Or creating a spreadsheet using tables. Or by inserting a blank Excel document directly to the Word document. Moreover, you can also use the Insert Object option to add a previously made Excel spreadsheet into Microsoft Word.

It is a method to link an already completed spreadsheet with Word document in a single file. Today we are going to show you how to make a spreadsheet in Microsoft Word.

How to Make a Spreadsheet in Microsoft Word using Insert Spreadsheet Feature – Word Spreadsheet Template

  1. Open the Word document in which you want to add a spreadsheet.
  2. Place the cursor where you want to insert the spreadsheet.
  3. Go to the Insert tab on the ribbon and click on Table.How to use excel-style spreadsheets in microsoft word
  4. Click on Excel Spreadsheet.
    Word will create a new blank spreadsheet where your cursor is placed.How to use excel-style spreadsheets in microsoft word
  5. Enter the data you want to in the new spreadsheet.
    When finished click outside to return to Word.
  6. Double-click on the worksheet to edit.

How to Make a Spreadsheet in Microsoft Word using Insert Table Menu

  1. Open the Word document >Insert tab >click on Table.
  2. Click on Insert Table, and a dialog window will appear.
  3. Enter some columns and rows in your spreadsheet.How to use excel-style spreadsheets in microsoft word
  4. Click on OK to insert the spreadsheet into your document.
  5. You can add rows or columns in the spreadsheet from Layout tab in the ribbon.

How to Make a Spreadsheet in Microsoft Word using Insert Object Function

  1. Open the Word document >Insert tab >click on Object.How to use excel-style spreadsheets in microsoft word
  2. From the drop-down list click on Object.
  3. Select the spreadsheet type (Microsoft Excel Worksheet) of your choice from Object Type.How to use excel-style spreadsheets in microsoft word
  4. Word will now create a new blank spreadsheet where your cursor is placed.
  5. Alternatively, if you want to add a previously made spreadsheet, then go to Create from File and insert the Excel file.How to use excel-style spreadsheets in microsoft word

Conclusion

Microsoft Word is a great way to make any documentation. Several people have asked for an inbuilt feature of Spreadsheet. But till now no specific update is released. But there is a hidden method on how to make a spreadsheet in Microsoft Word. Users can use these three amazing methods to create a spreadsheet in Microsoft Word.

You can also share another technique you know on how to make a spreadsheet in Microsoft Word in the comments section below. Do share this article on how to create a spreadsheet in Microsoft Word with your friends.