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IMPORTING EXCEL CHARTS IN MICROSOFT WORD 2013

Microsoft Word 2013

This article covers the most essential procedures for importing Excel Charts in Word (2013), including the five different paste options from which you have to choose one to finish the import successfully. Also, this article shows that even the Excel cells can be pasted in Word, not just the tables. This allows using excel in the Word document through a decreased Excel workbook window.

To import an Excel chart in Word, first you must create one. We will create one on the easy way provided by the Recommended Charts icon in Excel.

01 - Selecting Data for Chart

Select the data (cells) which you want to be the base of the chart.

02 - Recommended Charts Icon

Then, from the Insert tab in the Excel’s ribbon, select the Recommended Charts icon.

03 - Recommended Charts Tab

In the appeared Insert Chart dialogue box select the Recommended Charts tab. Here select the type of chart you like to create and press OK.

04 - Chart Appearing

The chart will appear in the current Workbook.

05 - Chart Copying

Right click on the Chart and select Copy or you can select the chart and press Ctrl + C.

06 - Paste Options

Then switch to the Word document and right click on the point where you wish the chart to be. Under the Paste Options there are five icons from which you have to choose to paste the previously copied chart. These five icons have different effect on your pasted chart although they seem to have same result.

07 - First Icon from Paste Options

When you choose the first icon in the row, called “Use Destination Theme & Embed Workbook”, Word will paste the copied Excel chart formatted by the Word’s look.

08 - Chart by Word's look

The second part of the icon’s name “Embed Workbook” means that this chart is not related with the chart or the table’s data from the original Excel file, where you first made the Table and the Chart. But even if it is not related still you can change the chart’s data (parametars) in Excel.

09 - Edit Data Tab

Right click on the Chart Area and point to the Edit Data tab. You will see two options.

10 - Decreased Excel Version

The Edit Data option provides you a decreased version of Excel where you can change the data. When you change some figure in the new Excel window, it will be automatically reflected in the Word chart. If you try to scroll the Word document, you will see that the Excel area is not moving which means that the Excel window is not part of the Word document or Word chart. When you finish with data press the Close button to remove the Excel window in Word.

It is the same when you select Edit data in Excel 2013 in the Edit Tab, after right clicking on the Chart Area. The difference is that you get the full Excel window with all visible options.

It is very important to mention the fact that these new Excel windows (smaller or larger), are not related to the original Excel file where you made the table and the chart. These are just copy of it. This difference can be sawn in the Excel’s window title where it says “Chart in Microsoft Word”, not “Excel1 – Excel” (Excel1.xlsx – the original file). So when you close the Charts in Microsoft Word, the original file’s data will not be changed.

11 - Second Icon from Paste Options

The second icon in the row, called “Keep Source Formatting & Embed Workbook” is same as the first one, with the difference that the format of the pasted chart will be the same as the chart from the original Excel file.

12 - Third Icon from Paste Options

The third icon in the row, called “Use Destination Theme & Link Data” connects the pasted chart with the original Excel file and uses the Word chart formatting.

13 - Decreased Excel Version (Linked Data)

So, when you right click on the Chart Area in the pasted chart in Word, and select Edit Data or Edit Data in 2013 from the Edit Data tab, you will see the original Excel file. Any data changes in the shorter or the larger Excel window will be reflected in the original Excel file. If you change the data in the original Excel file, while the Word document with the related chart is closed, you will not see the changes in the chart until you right click on the Chart Area in Word and select Edit Data or Edit Data in Excel 2013.

14 - Fourth Icon from Paste Options

The fourth icon in the row, called “Keep Source Formatting & Link Data”, has the same function as the third icon. The only difference is that the formatting of the pasted chart will be same as the formatting in the Original Excel file.

15 - Fifth Icon from Paste Options

The fifth and the last icon called “Picture” will insert the copied chart only as picture which means that the Edit Data and Edit Data in Excel 201 options will be disabled.

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