How to insert and link Excel data into Word

Manage the tools of Microsoft Office With ease, it opens the doors to endless possibilities and time savings, especially when we need to connect data between applications. A clear example of this is taking advantage of The advantages of inserting or linking information from an Excel sheet into a Word document, whether to automatically update data, create mail merges, or simply improve document management. Many people are unaware of all the available alternatives or the differences between methods, so a thorough review is always helpful.

Are you one of those people who still manually copy and paste data over and over again? There are much more efficient ways. From embedding an object that maintains the original formatting, to creating dynamic links that update automatically every time you change something in Excel, to mail merges to customize hundreds of letters in minutes. Here's how. All the ways to insert and link Excel data in Word, its advantages, detailed steps and Tricks so you can choose the best one according to your needs.

Differences between inserting, pasting, and linking Excel data in Word

When working with Word and Excel, we have several options for mixing data between the two. Insert It involves bringing data from Excel into a Word document, turning it into a kind of object within the file. Take It is the classic, quick and simple method, but it has its limitations, since once you paste, the data remains static and editing will be more limited. Link It is the most professional option when you want updates in your Excel to be automatically reflected in your Word.

This point is vital: If you just copy and paste, the changes you make in Excel will NOT be reflected in Word.. However, when linking, any changes to the spreadsheet will be directly reflected in the Word document. So before you jump in, consider whether you need the information to remain fixed or synchronized.

How to Copy and Paste Excel Data into Word (Traditional Paste)

The classic method for Include an Excel table or data in Word It simply consists of copying the information and pasting it in the desired place in the document.

1. Open your Excel sheet and Select the table or range of cells you want to include in Word.
2. Right click on the selection and choose "Copy" or use the key combination Ctrl + C (available in Windows) or Cmd + C (available in Mac).
3. Go to Word document where you want to insert the information.
4. Place the cursor exactly where the table will go and right-click. Choose "Paste" or use Ctrl + V (on Windows) or Cmd+V (on Mac).

In this way, the table is glued with the Word formatIf you want to keep Excel's original appearance, click on the Paste Special options and select "Keep Original Formatting" or similar. This method is quick, but, as we mentioned, the information remains fixed: If you modify Excel, Word won't know.

Insert Excel data into Word as a linked or embedded object

If you prefer to keep the structure and advanced functions of Excel (such as formulas), you can choose insert the spreadsheet as an objectThis allows data to be updated easily and, depending on the method, maintains a direct link to the source file.

Steps to insert or link an Excel file into Word

1. In your Word document, go to the “Insert” tab and select "Object".
2. In the window that appears, choose the tab “Create from file”.
3. Press on "Examine…" and select the Excel file you want to use.
4. Now you have two possibilities:
   • Embed the file: You insert a copy of the Excel file into Word, which remains as a separate object.
   • Link to file: Choose “Link to file” so that changes made in the original Excel are automatically reflected in the Word document.
5. If you want the object to be displayed as an icon and not as a table, check “Show as icon”.
6. Click on "To accept".

With this, it is insert a copy of the Excel sheet or a direct link, depending on your needs. At any time, you can double-click the object to edit it directly from Word (if embedded) or to update it (if linked).

Advanced Method: Paste Special to link specific data

There is another interesting option, ideal If you only need to link a table or a specific part of Excel and not the entire file. Use the “Paste special” with the “Paste link” variant:

1. Select the range of cells in Excel and copy it (Ctrl + C or right click and “Copy”).
2. Go to Word, select where you want the content and access the tab "Start". Displays the options "Paste" and choose “Special glue…”.
3. In the window that appears, select “Paste link” and then, in the list on the right, choose “Spreadsheet of Microsoft Excel Object".
4. Press on "To accept".

Thus, The pasted table is linked to the original Excel and will be updated every time you modify the source values, which is very useful if the data can change often.

Mail Merge: The Perfect Solution for Personalized Letters

One of the most powerful and least known applications of the relationship between Excel and Word is the Combination of correspondence. It is the best friend of those who have to send many letters, invoices, labels or emails personalized, changing only one piece of information (for example, names or addresses) but keeping the same body of text.

How does mail merge work with an Excel spreadsheet?

The concept is simple: Word uses the Excel table as a database to automatically insert the information from each row (for example, name, address, date, etc.) into the corresponding place in the document.

1. Prepare your Word document with the base text of the letter or document you want to personalize.
2. Create your Excel sheet with the data you plan to use (for example, one column for “Name,” another for “Address,” etc.). Save the Excel file, making sure the first row contains the column headings.
3. In Word, go to the tab "Correspondence" and choose “Start Mail Merge”.
4. Select the type of document you want to create (letters, envelopes, labels, etc.).
5. Choose “Use an existing list” and look for your Excel file.
6. When selecting the file, make sure to check the option that the first row contains headers, if applicable.
7. Select specific recipients if you don't want to include everyone on the list.
8. Now, place your cursor where you want Word to insert the custom data. Go to "Insert Merge Field" and choose the field (Name, Address, etc.).
9. Continue through the merge wizard and preview how each document will look with the actual names or data.
10. Finally, complete the merge and print or save your customized documents.

This process makes it possible to generate hundreds of personalized documents in a matter of minutes.Plus, you can combine it with formatting features to keep your correspondence stylish and consistent.

Format data to avoid errors when linking

One of the biggest headaches is often when linking columns with special formats in Excel, such as postal codes, percentages, phone numbers, etc. If you don't manage this properly, they can lose leading zeros, change format, or cause errors when combining.

1. For data like postal codes, select the column in Excel, go to the tab "Start" and choose “Format” → “Text”, before importing or linking.
2. If you are importing data from .txt or .csv, use the Import Wizard to mark each column as text or the appropriate format.
3. In mail merge, if you need to display Symbols currency or percentage, add them manually in the Word merge field to avoid formatting errors.

Taking a few minutes to review and adjust these details will save you trouble when printing dozens of important letters or documents.

Related article:

Linked Cells and Form/ActiveX Controls in Excel: Use, Customization, and Data Protection

Isaac

Passionate writer about the world of bytes and technology in general. I love sharing my knowledge through writing, and that's what I'll do on this blog, show you all the most interesting things about gadgets, software, hardware, tech trends, and more. My goal is to help you navigate the digital world in a simple and entertaining way.