How to convert Excel spreadsheets to Word

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How to convert Excel spreadsheets to Word
Microsoft Office applications such as Excel and Word provide various options for copying data. (Jupiterimages/Photos.com/Getty Images)

If you have data saved in an Excel spreadsheet, you can share it between programs within Microsoft Office. Rather than converting an entire spreadsheet file to the Word document format, you can copy some or all of the data from your spreadsheet into Word and save it as a new document. You have a few options to choose from in terms of how you achieve this, depending on how you want the data to behave once it has been pasted into Word.

Skill level:
Moderately Easy

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Instructions

  1. 1

    Convert spreadsheet data using the Paste command. If you plan on only using the converted data in Word after you copy it, you can use the default paste option to insert it into a Word document. This will allow you to later edit the data in Word without affecting the original Excel spreadsheet. To use this option, open your spreadsheet in Excel. Select the data you want to convert and choose "Home." Click the arrow adjacent to "Copy" in the Clipboard group and click "Copy." Open a new Word document and paste the data by selecting "Home" then clicking the arrow next to "Paste" in the Clipboard group and choosing "Paste." You can explore the Paste Options control to alter the formatting of the data.

  2. 2

    Convert spreadsheet data using the Paste Special command. If you want to paste the data in a way that will allow you to edit it in Word and see the changes in Excel, you can use Paste Special. Select the data in Excel and copy it using "Home" then "Copy" from the arrow next to "Copy" in the Clipboard section. Open a Word document and choose "Home" then "Paste Special" from the arrow next to "Paste" in the Clipboard group. Select the "Paste" radio button, choose Microsoft Office Excel Worksheet Object and click "OK."

  3. 3

    Link spreadsheet data to a Word document. If you want to continue using Excel for your data but to copy it to Word in a way that will update when you update the Excel file, you can paste a link. Select the data in Excel and copy it by choosing "Copy" from the "Copy" list in the "Home" Clipboard section. Open a Word document and select "Paste Special" from the "Paste" list in the "Home" Clipboard section. Select the "Paste Link" radio button and choose Microsoft Office Excel Worksheet Object, clicking "OK" to paste.

Tips and warnings

  • To update a linked Excel file, make edits in Excel and save your file, then choose "Update Link" from the right-click menu on the pasted data in Word.
  • You may need to switch Paste Options on for your Word installation, which you can do in the Advanced section of Word Options.

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