How to Convert Excel Spreadsheets to Word
By Elizabeth Mott
Although Microsoft Word can't open Microsoft Excel files directly, you can incorporate worksheet data in a Word document to provide numeric support for a sales or profit forecast, project quotation or employee-roster report. Whether you bring Excel data into your word processing file through the clipboard or by converting your Excel worksheet into a file that Word can open, you can incorporate your data in various ways, depending on how you want to use it in Word.
Select the cells that contain the Microsoft Excel data you want to incorporate into a Word file. Press "Ctrl-C" to copy your data to the clipboard. Switch to your Word document and the "Home" tab in the ribbon. Click on the arrow below "Paste" and select "Paste Special" from the drop-down menu that appears. You also can press "Ctrl-Alt-V" to trigger Paste Special.
Select "Paste Link" from the Paste Special dialog box and choose "Microsoft Excel Worksheet Object." The cells you copied appear in your Word file.
Double-click on your pasted Excel data to switch to Excel and edit the material. When you return to Word, your changes appear.
Save As Text
Click on the "File" tab in the Microsoft Excel ribbon. Click on "Save As" to open the Save As dialog box.
Click on the "Save as Type" drop-down menu and select "Text (Tab Delimited)." Choose a location for your text file and save your current worksheet in TXT format.
Switch to Microsoft Word. Press "Ctrl-O" and navigate to the location of the TXT file you saved from Excel. Double-click on its name to open it.
Select the text you exported from Excel. Switch to the Insert tab on the ribbon and click on the arrow below "Tables." Select "Convert Text to Tables" and use the "Tab" option to separate your text.
Select and scale the linked Excel data object in Word as if you were altering the appearance of a picture file.
Examine Excel data that you bring into Word closely, and make adjustments to replicate the appearance of your data that used merged cells in Excel.
When you bring Excel data into Word through a TXT file, you can change the Excel file without affecting the version in Word. Once you export a TXT file, the resulting document contains no links to the original Excel file.
The TXT file format doesn't preserve Excel formatting.
Elizabeth Mott has been a writer since 1983. Mott has extensive experience writing advertising copy for everything from kitchen appliances and financial services to education and tourism. She holds a Bachelor of Arts and Master of Arts in English from Indiana State University.