Linking an Excel Spreadsheet in Word

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I'm trying to link a spreadsheet into a Word document. When I Insert>Object
and link the file, the spreadsheet includes other columns that are not in the
print area. Also, only one page will be inserted. (It's a 5-page
spreadsheet.) The "set print area" is correct. (By the way, it's important
that the spreadsheet is linked.)

I tried copy and paste special, but that only appears very small and still
on one page in Word.

I'm using Word and Excel 2003.

Thanks so much!
 
I believe you have to do this on a sheet by sheet basis. I am not aware that
you can just link and entire workbook in one fell swoop.

Open both the Microsoft Word document and the Microsoft Excel worksheet that
contains the data you want to create a linked object or embedded object from.
Switch to Microsoft Excel, and then select the entire worksheet, a range of
cells or the chart you want.
Click Copy .
Switch to the Word document, and then click where you want the information
to appear.
On the Edit menu, click Paste Special.
To link or embed the object, do one of the following:
To create a linked object, click Paste link.
To create an embedded object, click Paste.
In the As box, click the entry with the word "object" in its name. For
example, click Microsoft Excel Worksheet Object.
Note If you link data from a worksheet and select the Keep Source
Formatting and Link to Excel option, the linked data will match the
formatting in the Excel source file (source file: The file that contains
information that was used to create a linked or embedded object. When you
update the information in the source file, you can also update the linked
object in the destination file.). If you select the Match Destination Table
Style and Link to Excel option, the linked data will be formatted in the Word
default table style.

With either option you can change the formatting of the linked object in the
Word document. Formatting changes you make will remain when the data is
updated in the source file
 
The spreadsheet is on one sheet, but 5 pages (portrait) long. Should each
page be separated into sheets, then insert each sheet separately?
 
Hi,

Number one I would switch to Landscape so that I could fit more onto the
page in Excel. Then, depending on how long it is, I would do it one sheet
(page) at a time. I hope this has been helpful to you, but you could always
post your question on an Excel newsgroup and see if they could help you
further. Good luck!
 
Thank you, Carol. I'll try that and if it doesn't work, I'll write to the
Excel newsgroup.

You have been very helpful. Don't know what we'd all do without you experts!

Have a great weekend!
 
When you insert an embedded object - such as an Excel workbook file - the
entire file *is* inserted into the doc. In the case of Linking the workbook
isn't inserted, but a 'connection' is made to display it in the doc.

In either case, however, only the foreground worksheet will be visible, and
the portion of that sheet rendered visible is limited to the size of the
'box' it is displayed in. Also, that box cannot span multiple pages. A
separate object will have to be inserted for each portion of the workbook
(separate sheets, different areas of the same sheet) to be displayed/printed
in the doc. Unfortunately, Copy/Paste Special has to be used in order to
specify isolated areas from the source workbook file. (FWIW, I've also heard
concern expressed about creating multiple links in a doc to the same source
file.) Otherwise the assumption is made that you want to start in A1 & go
across/down for whatever extent will fit in the doc. The Print Areas & Page
Breaks in the Excel file have nothing to do with what displays in the doc -
nor do the Excel Headers, Footers, page numbers, etc.

The good news - Once inserted the object can be double-clicked to open it in
the supporting program (Excel in this case), which allows you to access &
modify any aspect of the workbook. A Linked workbook will open in Excel - in
the case of an Embedded workbook Word will 'assume Excel's identity'. When
you update the Link (or click back into the doc if Embedded) the displayed
content should be as last presented in the Excel window, itself.
 
Hi Carol - Where did you find these instructions? I think they may be
somewhat out of date... perhaps for a different version of Word?

Although 'accurate' up to that point, the Note at the end just doesn't seem
to apply in Word 2003...The Paste Special dialog doesn't offer either of the
two formatting options described there:

Nor is there any ensuing dialog that offers them.

Likewise the last point about changing the formatting of the Linked object
in Word is totally false, at least if you use the native object type (MS
Office Excel Worksheet Object in this case). The Formatted text (RTF) & HTML
options deliver Word tables which can be reformatted in the doc, and
Unformatted Text - although editable - renders tabular text without table
structure. Any of the other choices render a graphic object.

A linked object rendered as a graphic is essentially a "snapshot" of the
source file's content & updates based on changes that take place there. In
Word it's treated more like a picture - you can apply Borders & Shading,
Brightness & Contrast, but that's about it. Anything else gets overridden
whenever the link is updated.
 
Hi Taz:

Those are Microsoft instructions that I copied off of their website. I was
at the office and didn't have my Excel books and bibles with me. But you're
right....I need to be more careful. I do believe that most of the
instructions were right on to what the OP needed. As always, thanks for
coming to the rescue when I've fallen a wee bit short.

Have a great weekend!
--
Carol A. Bratt, MCP



CyberTaz said:
Hi Carol - Where did you find these instructions? I think they may be
somewhat out of date... perhaps for a different version of Word?

Although 'accurate' up to that point, the Note at the end just doesn't seem
to apply in Word 2003...The Paste Special dialog doesn't offer either of the
two formatting options described there:

Nor is there any ensuing dialog that offers them.

Likewise the last point about changing the formatting of the Linked object
in Word is totally false, at least if you use the native object type (MS
Office Excel Worksheet Object in this case). The Formatted text (RTF) & HTML
options deliver Word tables which can be reformatted in the doc, and
Unformatted Text - although editable - renders tabular text without table
structure. Any of the other choices render a graphic object.

A linked object rendered as a graphic is essentially a "snapshot" of the
source file's content & updates based on changes that take place there. In
Word it's treated more like a picture - you can apply Borders & Shading,
Brightness & Contrast, but that's about it. Anything else gets overridden
whenever the link is updated.

--
Regards |:>)
Bob Jones
[MVP] Office:Mac
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