word2007 linked or embedded Excel worksheets

If you want to create dynamic links between the contents of the document and the contents of the Microsoft Office Excel Workbook, you can insert the content as an object. Unlike pasting content, such as pasting by pressing CTRL + V, you can work with content in the original program when you insert it as a linked object or embedded object.

If you insert a cell as an Excel object in a document, Microsoft Office Word runs Excel when you double-click the cell, so that you can use the Excel command to work with the worksheet contents.

If you insert an entire EXCEL worksheet as an object, only one sheet is displayed in the document. To display a different worksheet, double-click the Excel object, and then click the worksheet that you want.

What do you want to do?

Learn the difference between a linked object and an embedded object

Update a Nested object

Change a linked object or embedded object

Insert a linked object or embedded object from an Excel file

Create a new worksheet within a document

Learn the difference between a linked object and an embedded object

The main difference between a linked object and an embedded object is that the data is stored in a different location and the data is updated differently after the data is placed in a Word file.

You can place a link to the object or a copy of the object in the document. In this way, you can insert objects from any program that supports linking and embedding objects (object linking and embedding, also known as OLE) technology.

For example, a monthly status report can contain information that is maintained separately in an EXCEL worksheet. If a report is linked to a worksheet, the data in the report is updated whenever the source file is updated. If you embed a worksheet in a report, the report contains a static copy of the data.

Linked objects

When you link to an object, if you modify the source file, the information is updated. The linked data is stored in the source file. The Word file or destination file stores only the location of the source file and displays the linked data. If you are concerned about the size of the file, you can use a linked object.

If you want to include information that is maintained separately, such as data collected by other departments, and you need to keep that information up to date in a Word document, it is also appropriate to use links.

Embedded objects

When you embed an Excel object, the information in the Word file does not change if you modify the source Excel file. The embedded object becomes part of the Word file and is no longer part of the source file after it is inserted.

Because the information is fully contained in a Word document, embedding is appropriate when you do not want the information to reflect changes in the source file, or if you do not want the document recipient to consider updating the link information.

Update linked objects

By default, linked objects are automatically updated. This means that every time you open a Word file or change the source Excel file while the Word file is open, Word updates the linked information. However, you can change the settings of a single linked object so that the linked object is not updated, or only when the document reader chooses to manually update the linked object.

You can also prevent Word from automatically updating links in all open documents. You can treat it as a security measure to prevent files that may be from untrusted sources from being updated on documents.

Important When you open a document that contains a linked object, Word prompts you to update the document with the data in the linked file. If you suspect that the linked file may be from an untrusted source, click No in this message.

In addition, you can permanently break the connection between a linked object and its source Excel file. When a connection is interrupted, you can no longer edit the object in the Word document, and it becomes a picture of the Excel content.

To manually update linked objects

1. Click Office button, point to Prepare, and then click Edit Link to file.

2. Click the link that you want to update manually, and then under Update the selected link, click Manual Update. or press CTRL+SHIFT+F7.

Prevent updates to linked objects

1. Click Office button, point to Prepare, and then click Edit Link to file.

2. Click the link for which you want to block updates, and then under Update the selected link, select the Locked check box, or press F11.

Note To unlock the link, click the linked object, and then press CTRL+SHIFT+F11.

Prevent Word from automatically updating links in all documents

1. Click Office button, and then click Word Options.

2. Click Advanced, and then scroll down to general.

3. Clear the Update automatic link on open check box.

The connection between an interrupted object and its source

1. Click Office button, point to Prepare, and then click Edit Link to file.

2. Click the link you want to disconnect, and then click Break Link. or press CTRL+SHIFT+F9.

Change a linked object or embedded object

Double-click the object, and then make the changes you want.

If it is an embedded object, the change takes effect only in the copy of the object within the document. If it is a linked object, the source file is changed.

Insert a linked object or embedded object from an Excel file

1. Open the EXCEL worksheet that contains the Word document and the data from which you want to create the linked object or embedded object.

2. Switch to Excel, and then select the entire worksheet, range of cells, or chart that you want.

3. Press CTRL + C.

4. Switch to the Word document, and then click where you want to display the information.

5. On the Start tab, in the Clipboard group, click the arrow under Paste, and then click Paste Selective.

6. In the As list, select Microsoft Office Excel object.

7. Click Paste to insert the embedded object, or click Paste link to insert a link to the object.

Create a new worksheet within a document

When you create a new worksheet within a document, the worksheet is inserted as an embedded object in the document.

1. Place the insertion point where you want to create the worksheet.

2. On the Insert tab, in the Table group, click Table, and then click Excel Spreadsheet.

3. Fill in the required information on the worksheet.

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