Special insert table in Word from Excel. Instructions for transferring Excel tabular data to Word

Word is not very suitable for complex calculations, so they are all carried out in Excel. Subsequently, it becomes necessary to transfer Excel tables to Word. Unknowingly, some users may start simply "interrupt» all data into the created table in text document, turning a simple task into a chore, but actually inserting an Excel spreadsheet into Word is very easy. For this, there is even no need to convert the Excel table to Word in any way.

The easiest way to paste an Excel table into Word is to select the entire table in Excel, copy it to the clipboard with a keyboard shortcut "CTRL+C" or through the menu, place the cursor in the desired location on Word sheet, and paste the table from the clipboard with the key combination "CTRL+V" or through the menu. By default, a regular table will be inserted with all the copied data, but a special icon will appear in the lower right corner of the table, by clicking on which you can select various paste options. By moving the cursor from one type of insertion to another, you can immediately observe the result on the sheet, which allows you to most accurately select the required insertion parameter, if necessary.

As a rule, with complex calculations and a large amount of data, various adjustments are possible, which lead to a change in the data in Excel spreadsheet. Transferring an Excel table to Word every time after each such change is not an option, especially if there are several such tables. Fortunately, you can insert an Excel table into Word in such a way that there is a constant connection between them and when changes are made in the Excel file, the data changes in word table. This is done using the menu. "Paste Special", which can be found on the tab "Home" on the menu "Insert".

Before selecting this menu item, you need to copy the table to Excel. After selecting an item "Paste Special" a window appears in which you must select "To tie" and in the graph "How:" select "Sheet Microsoft Excel(an object)". As a result, when changing data in excel data will change in Word as well. By double clicking on such a table, we will get to this table in the Excel file. If necessary, you can force the update of the data in the Word table through the menu. To do this, press right click mouse on the table and select "Update Link".

Word and Excel are popular office applications created by a well-known company Microsoft. With each of them, you can create files that include texts, tables, diagrams, images, and diagrams.

In the life of any person, there are times when you have to combine work in these two programs. In order to change the file format, you can use both various converters and the built-in functions of Excel and Word.

Transferring information from Excel to Word

You can accomplish this task in various ways:

• Using applications or online services for data conversion;
• By means of copying;
• Using the "Paste Special" function;

Each of these methods has its own nuances. You can choose any of them, depending on the complexity of the task.

Method 1: Convert

This method is most suitable for those who did all the work in an XLSX file, but it turned out that it was accepted only in DOCX format. In this case, we will consider the online converter, since this option is much more convenient when you need to quickly convert files.

Site to convert XLSX file to DOCX format

1. 1. To get started, open the converter website. You can find a link to it above. Click on "Select XLS File".

1. 1. Now select the file you want to interact with and click "Open".

1. 1. After the file is uploaded to the site, click on Convert to Word, the conversion process will start.

1. 1. Wait for the file conversion process to finish.

1. 1. It remains only to download the resulting file by clicking on the appropriate button.

1. 1. Now you should check how the converted file looks like. You can easily see that outwardly it is no different from the original.

Method 2: Copying data

Actually, the very first thing that comes to mind when you have to transfer information from Excel to Word is to copy it. Consider step by step how to do this, using an example Microsoft Office 2016.

1. 1. Launch Excel 2016.

To do this, open the menu "Start", move the mouse pointer over the corresponding icon, right-click on it, select the item from the drop-down menu "Open".

1. 1. Launch Word 2016 in the same way.

1. 1. Open the existing XLSX file. To do this, hover over the item "Open" on the left side of the screen. On the right, you will see the most recently used documents. If you want to select one of them, just click on desired file. If you do not see the document you are looking for in the list, click on "This computer" and specify the path where the data is stored.

1. 1. Now in Word create new document by clicking on the corresponding button on the right or open an existing one using the item "Open other documents" in the panel on the left.

1. 1. Select the area you want to copy. To do this, simply select it by holding the left mouse button.

1. 1. Click on the right mouse button and select the item "Copy". You can also use the keyboard shortcut for this. ctrl + V.

1. 1. The selection line after the manipulations will become dotted. This means that a section of the document has entered the "clipboard" and is ready for transfer.

1. 1. Switch to the file created in Word. If you have just created it, we recommend saving it using the item "Save as" located in the left pane of the window.

1. 1. Select a location, name the new file, and click "Save".

1. 1. Right-click on an empty space in a Word document and you will see how many different data insertion methods are present here.

1. 1. You can choose any of them, but if you want to appearance resembled the one in the XLSX file, you should choose the very first "Keep Source Formatting".

That's all, this method is quite suitable for simple cases of data transfer. For example, you create some kind of instruction or document, which must be in DOCX format, but some data, for example, tables with calculations, are stored in Excel.

Method 3: Paste Special

This method is very similar to the previous one, with the only difference being that after transferring the table, you will be able to interact with it just as fully as in Excel.

1. 1. First of all, open and create files in the same way as in the previous method.
   2. Select the area that we will use.

1. 1. Click "Copy".

1. 1. Go to tab "Home", click on the button "Insert", select from the dropdown list "Paste Special".

1. 1. The program will prompt you to choose what exactly you want to insert. In this case, it is worth stopping the selection on the first line.

1. 1. By clicking on the table twice, you will see that you can work with it in the same way as in Excel, the functionality is saved.

With the help of these simple ways each user will be able to easily and simply import data.

If you need to transfer information that consists of data in a similar format, such as a list phone numbers or addresses, you can use the import function, which is provided in the package programs Microsoft office.

Data import

First, make sure that all data has the same formatting (same font, correct punctuation, etc.). This will ensure that the imported data is placed as correctly as possible. Turn on the display of all formatting marks in the "Paragraph" tab by clicking on the corresponding icon. In a formatted list, you'll find a paragraph mark at the end of each line, or at the end of a line, and one on a blank line between items. These characters will be used by you to insert characters, which will then move to the appropriate cells. If the list uses a paragraph on an empty line between items, it must be removed or the import may fail. To do this, simultaneously hold down the Ctrl + H keys. In the window that appears, in the "Find" field, set a special character, for example, "~". You can find a paragraph symbol to replace in the "more>>" menu, selecting the "special" item, and in it - "Paragraph mark". If you see that the text has a paragraph both at the end and between elements, select "Paragraph Mark" twice. After you have done all the steps, click on the "Replace All" button. The elements of the processed list will be combined with each other.

Setting the correct formatting

After setting up the display of inventory items in consecutive lines, you need to designate specific data that will be displayed in Excel fields. If your list contains, for example, a name or actual address in the first line, then you need to replace the remaining paragraph marks (^p) with a comma (,). After that, they will be replaced by commas, thereby formatting specific lines into separate fields.

As you can see, your list now looks like a continuous line of characters and letters, separated into chunks by commas. We need to return this data to the list view. Again, open the "Find and Replace" tab, enter the previously selected character (we have it "~") and in the "Replace with" field, select the paragraph sign. Click on the "Replace All" button.

Formatting is complete and you need to save the document as a text file. It is in this format that Excel will study and correctly place the data between the fields. In the upper left corner, open the "File" tab and select "Save As". Select "Plain Text" from the "File Type" drop-down menu. Name your document and save to any drive. In some cases, you may see a File Conversion window appear. There is nothing to change, complete the action by clicking "OK".

Go to Excel and in the "File" tab, select "Open". The drop-down menu is usually set to "All excel files". You need to change this setting and select " Text files". Then mark your document. In the “Text Wizard” window that appears, you need to go to the next page by clicking “Next”, find the “Delimiter Field” and specify a comma there. Click the "Next" button again, and then "OK". If you did everything right, separate categories of your data will be in different fields. Further, if desired, you can adjust the borders, fonts and fills in the table.

Converting a table created in Word

You can also convert the data using Word and then transfer it to Excel. Select all the text you want to convert, and in the "Insert" tab, select "Table". More modern versions of Word have built-in templates, such as a calendar, a matrix, or a double table. In addition, you can draw or insert an Excel spreadsheet into your document yourself. The easiest option is to select the number of columns and rows, which you will immediately see by opening the "Table" menu. Select the table using Ctrl+C and copy it. After that, open Excel and check the box where the top left cell of the table will be located. Paste using the Ctrl+V keys or select the "Paste" command from the context menu by clicking the right mouse button.

If the imported data includes several identical criteria at the same time (city name, region, postal code), then they can fall into one cell. However, Excel allows you to correct setting. First select the column to be formatted. Find the "Data" tab, and in it - "Text by columns". Click the "Next" button and in the next menu, select a comma and a space as the separator character. After you agree to change the parameters, a window will appear with the following content: “There is already data here, do you want to replace it?”. We answer OK and observe how the criterion moves from one column to the next.

Both programs make it easy to create tables, and if necessary, transfer information from one to another without losing data. Now you know how to convert word document in Excel.

Word is a very powerful text editor. But sometimes we have to use two programs at once - create tables in Excel, and continue working in Word. In this article, we will look at how to convert Excel to Word. It is worth noting that in Excel you cannot save a book in docx format. Even if you try to do it through export, you still won't succeed. But there are many other methods that work. Let's consider the most basic of them.

There are several options for copying information in the Excel editor. Let's consider them in more detail.

Using the context menu

In order to use this method, you need to perform the following steps.

1. Select the entire amount of data.

1. Make a right mouse click on the selected area. Select "Copy" from the menu that appears.

1. As a result, the table will be highlighted with a dotted line.

1. Go to Word.

1. Press the keyboard shortcut Ctrl + V . The result will be the following.

As you can see, everything copied very well. But during the transfer, the original size of the rows was lost. More precisely, the column width remained the same, but the text did not fit. The fact is that Word adds indents that Excel did not have. That is why it is not recommended to do so that the text is pressed to the edges as much as possible, since everything can move out.

1. Return to Excel and slightly increase the size of the "Name" column.

1. Now repeat the steps above again. This time it should look much better.

Hotkeys

You can copy the desired range of cells in another way. It is, however, much faster.

1. Select a table.

1. Press the hotkeys Ctrl +C . As a result, a dotted frame should appear around the table, which will move clockwise. This is a sign that you did everything right.

1. Go to Word. Press the key combination Ctrl + V . As a result, exactly the same transformation will occur.

It doesn't matter how you copied the cells. When you press Ctrl + V you will always get the same result.

Please note: in both cases, you can edit the data that is in the table.

Using the toolbar

If you can't remember the key combination or find it inconvenient to constantly call context menu, you can always use the buttons on the main panel.

1. Click on the "Copy" icon. This will result in two options. When choosing the first of them, everything that was said above will happen.

1. But if you click on "Copy as Picture", you will see a completely different result.

Let's consider these parameters in more detail.

If you select this item, then during the paste you will see all the cell lines. Even those who had no boundaries. On a small scale, they are not immediately noticeable. Especially if there are very few such cells. Therefore, we will show in an enlarged form.

If you use this copying method, then you will not see anything like this. In this case, you will not be able to select "Image Format".

After pasting, you will see the following.

The empty cells have no outlines. But at the same time, the table itself became not very beautiful.

Please note: in both cases, editing the data is now impossible, since this is a picture, not a table.

Therefore, before converting data and moving it to a Word document, think several times in what format to do it. Try to use ones where you can make some changes in the future.

Import data into Word

In all the cases described above, the keyboard shortcut Ctrl + V was used during the insertion of the table. But this is not the only way. In order to see other options, you need to do a few simple steps.

1. Select the desired range of cells. Copy the table using the hot keys Ctrl + C .

1. Go to the Word editor and click on the "Paste" icon. It is located on the Home tab.

1. The same thing will happen as if you pressed Ctrl + V .

1. Now click on the small triangle under the Paste icon. As a result, you will see a large list of different paste options.

1. When you hover over each icon, you will see a preview.

You will need to click when you make your choice.

The number of icons depends on what exactly is on the clipboard. Such a large set is possible only if there is a table. If it's just a picture, then it will be something like this.

In order to call this window, you need to perform the following steps.

1. Go to the "Home" tab. Click on the "Insert" icon. Select the appropriate menu item. Or press the keyboard shortcut Ctrl + Alt + V .

1. Immediately after that, the "Paste Special" window will open. In this case, the number various options also depends on the contents of the clipboard.

1. After you make your choice, you will need to click on the "OK" button.

Word Editor Version Difference

The instructions described above are only suitable for modern Word (2007, 2010, 2013 and 2016). V old version In 2003, the possibilities are much smaller, but at the same time it cannot be discounted.

If you press the key combination Ctrl + V (after copying the table to the clipboard), you will see the following result.

The table turned out to be very beautiful, but at the same time, the borders of empty cells were displayed. By default, in Word 2003, a table has grid display enabled. In order to disable it, you need to perform the following steps.

1. Click on the main menu "Table". Select Hide Grid.

1. After that, all unnecessary borders will instantly become invisible.

As a result, the result became even better.

V outdated version there are no different icons to insert in different formats. Nevertheless, this item is already present, but it is in the "Edit" section.

The list is almost exactly the same as in Word

Online Services

If you don't have modern word editor or you can’t take advantage of its capabilities, then in this case various online portals that specialize in this area come to the rescue.

If you open search engine and enter the query "excel to word converter", you will see the following result.

Let's consider some of them. Keep in mind that not everyone can do their job. Especially if your file has a complex structure. For example, several merged cells or the use of text wrapping in them. Only a few sites can convert this. If the converter gives an error or a blank page in the final file, then this service is not suitable for you.

You can upload a file in several ways:

• from a computer;
• from the cloud "Drop Box" or "Google Drive";
• provide a link to the document.

We will use the first method.

1. Click on the "From Computer" link. In the window that appears, select the book you need. Then click on the "Open" button.

1. Right after that this document will be displayed in the list (you can work with several instances at the same time). Click on the dropdown next to the word "to".

1. Select the "Document" category. Then the item "DOC" or "DOCX".

1. After that, click on the "Convert" button.

1. Wait until the conversion to the desired format is completed.

1. As soon as "Finished" appears, the file can be transferred to your computer. To do this, click on the "Download" link.

1. In order to export a file, you must specify the desired directory and the desired document name. Then click on "Save".

1. As a result of this operation, you will get the following.

As you can see, the contents of the book were transferred correctly. But the borders were completely different. Please note that there are empty cells to the left and at the top of the table. The fact is that during the conversion, all cells are converted from 1 to the last (where your information ends), and not from where the filled cells begin.

Finally, consider the English portal ZamZar. It also looks pretty simple. And even a novice user will not be able to figure it out here. The main thing is to understand the basic words in English.

This service is good because it is free and at the same time can convert almost any format. Including in a Word document.

In order to take advantage of its capabilities, you need to do the following operations.

1. Click on the "Choose Files" button.

1. Select the required document.

1. Immediately after that, the "Files to convert" section will appear. That is, you can work with several files at the same time.

Another error is also possible.

Additional software

On the Internet you can find a large number of various applications that can cope with this task. However, most of them are either paid or do not work correctly. And some do not work with modern formats at all.

As an example, consider the Total Excel Converter program. You can download it from the official website of the developer.

This utility opens the contents of the desktop by default. A directory tree also appears.

Using this software is very easy. It is enough to check the box next to the desired item and select the final format.

Immediately after that, a window will appear in which you can specify the file name and its location. To continue, click on the "Start" button.

At the same time, some of the data did not fit across the width of the page. In this case, you will have to manually reduce the width of the columns. You will also have to delete the empty cells that were in the original workbook before the table.

Conclusion

In this article, we examined step by step how data is converted from Excel editor v Word program. At the same time, the capabilities of both the Word itself and third party applications including online services.

If something doesn't work for you, chances are you're missing something. For example, select the wrong cells. Or you don't highlight anything at all. Try to repeat the steps above again, but now more carefully.

Video instruction

If for some reason you still didn’t succeed, then you should not immediately despair. All is not yet lost. A video is attached below, in which the described methods are discussed with additional comments.

Often there are situations when you need to transfer data from Excel programs(Excel) to Word (Word). Although both programs are part of the same Microsoft Office package, they do not support each other's file formats. What to do in this case when you need to transfer a table or text?

The option is simple. It is enough to copy the selected table or block of text into Excel and paste it into Word. This can be done through the context menu (copy / paste), after selecting the table or range. Next, save our file in formats for Word.

To do this, when inserting data, you need to select a special insert. This can be done using a special insert. When installing a copy in Word, select "Paste Special". That's all now the changes made to the Excel file will be applied to the Word files. One condition is that the files must be in the same folder.