How to Insert an Excel Table Into Microsoft Word
Inserting an Excel table into Microsoft Word may be easy. But does the result look the way you want it to? The tables in the two programs can look quite different. This tutorial will show you how to import Excel data into Word so that the table look similar. The basic principle is to insert the data cells from the Excel spreadsheet into a Word table.
Step 1: Open a Microsoft Excel file
To start this tutorial, you will need an Excel table to practice with.
- You may create a new Excel file, enter some data in it, and save it to your computer, or
- You may already have an Excel file with a table you want to copy.
The example below is a large Excel table called "Introduction.xls." We just open that file by double clicking, and it looks as shown below. In your case, the data and table will be different, because this is just an example.
Step 2: Select All or Part of the Excel table
The next step is to select the data from the Excel file that you want to appear in the Word document. So, we need to copy all or part of that table. Select all or part of the information in the table by highlighting it.
In the example below, we selected part of the "Introduction.xls" table to insert into the Microsoft Word file.
It is a good practice to count the total number of rows and columns you have selected. This is not mandatory, but this will help you to create a nice-looking Word table of exacly the right size, with borders. If you don't count the number of rows and columns, the main difference is that the Microsoft Word table that receives the data will will be borderless.
Step 3: Copy the Data From the Excel Table
We need to copy the table. To do this, right-click on the highlighted part of the table which we selected in Step 2. Right-clicking brings you a menu of options. Choose the Copy option to copy the data table.
Step 4: Prepare the Word File to Receive the Table Data
So you have some data on the Clipboard, but you will not paste that just data yet. First you need to create a Word table with the correct dimensions. So, do the following steps:
- Open a new or existing document in Microsoft Word. For example, here we created a Word file named MyWordDocument.docx.
- Click the Insert tab from the Word ribbon.
- Locate the Tables group, select the Tables icon, and from there choose Insert Table.
With the Insert Table option open, we need to configure the table, which will we do in the next step.
Step 5: Configure the Microsoft Word Table
We have to create a table large enough--ideally, the same dimensions as the data--to receive the Microsoft Excel table data we want to paste into it. To create a table in Word, we have to define the number of rows and columns. To do that, we use the information we got in Step 2.
- In the Number of columns field, under the Table Size option in the Insert Table dialog box, we choose the number of columns in the table you are going to paste. fIn our example, the selected data has 3 columns, so we select 3 in the field Number of columns.
- In the Number of rows field just below, choose the number of rows in the table you are going to paste. In our example, the selected data has 10 rows, so we select 3 in the field Number of rows.
- Under AutoFit Behavior in this Insert Table dialog box, select Fixed column width, and choose the associated behavior as Auto.
- Click the OK button to create a table and insert it into the Microsoft Word file.
Step 6: Highlight the Word Table
After completing Step 5, we will see a table in our Word document. Highlight the rows and columns which best match the dimensions of the Excel table we are pasting. For example, after selecting the rows and columns, our table might look like the following:
Step 7: Select "Paste Special" Option
We will get ready to import the Excel table data that we copied into the Clipboard in Step 3. Just do the following:
- Click the Home tab from Microsoft Word ribbon, and you will see the Paste option at the left side of your Microsoft Word software.
- Click on the arrow pointer under Paste button, and the button will expand and show more options in a drop-down menu.
- Form the options in the expanded menu, select Paste Special and click on it.
Step 8: Select Format for Paste Special option
This is the most important step of this tutorial. Microsoft Word offers a lot of formats in which to paste data, including Microsoft Excel Worksheet (code) Object, Formatted Text (RTF), Unformatted Text, Bitmap, Picture (Enhanced Metafile), HTML Format, Unfomatted Unicode Text. Each option has its own features. What we need here is an option that inserts the contents of the clipboard as text without formatting. So select Unfomatted Unicode Text and click the OK button.
After pressing OK, you will see the copied data are pasted into the Word table looking exactly the same as in the original Excel table.
The resulting Word table looks just like an Excel table. Tables like this look professional in magazine articles, theses, scientific reports, and other publications. Try this method whenever you need to move data from Excel into Word.