Reuse embedded spreadsheet data

Question

I have a word document that has a table in it that contains certain values, This table is an embedded spreadsheet. Later in the document, I would like to use this data to create a pie chart. I created the chart in the spreadsheet, but it is not displayed in the first instance of the spreadsheet. I copied the embedded link and pasted it later in the document and then changed it to show the chart. The problem is that I want the chart to update based on changes made in the table in the first instance of the spreadsheet, and the method I am using is not doing this. This seems like it should be easy, but I can't seem to figure it out or find a solution on the internet. Is this possible?

Answer 1

In Word 2003 and earlier, you could create a chart from a Word table, but that feature is no longer available.

Have you tried inserting a chart in Word and show the user how to edit the Excel data table associated with it? The data table can contain all the same functions as an Excel spreadsheet, because that's what it is.

I could, but they have already edited it once to create the original table. I was hoping to avoid the rework. Unfortunately, the design of the table is a mixture of words and numbers. In Excel I can get the numbers separated, but I am fairly sure those functions dont exist in Word, so creating the chart from a Word table will probably not work.

Answer 2

In later versions of Word, it is still possible to create a chart from a Word table.  It is done by selecting the data in the table and then on the Insert tab of the ribbon, select Object from the Object drop down in the Text section of the ribbon and then select Microsoft Graph Chart.  An Excel chart does however give more scope for customization.

Answer 3

In Word 2003 and earlier, you could create a chart from a Word table, but that feature is no longer available.

Have you tried inserting a chart in Word and show the user how to edit the Excel data table associated with it? The data table can contain all the same functions as an Excel spreadsheet, because that's what it is.

Answer 4

Your solution will work, but I don't think it is exactly what I am trying to accomplish. I falied to mention that the Word document is actually a template that could get used many times, so I was trying to keep it as self-contained as much as feasible. Unless I am mistaken, a linked file would require a separate instance of the spreadsheet for each instance of the document, along with the need to update the linking information. The ultimate goal is to transfer this to another user who is not a Word expert, so I was hoping for a fille that one could just open, make the necessary changes, and save it as a different file name leaving the original file intact.

I could just be thinking about what I am trying to accomplish incorrectly. Do you know of other ways to accomplish the same goal?

Answer 5

The simplest way to accomplish this is to unembed the spreadsheet and instead link it to the Word document.

1. In Excel, select the spreadsheet area and copy it.
2. In Word, choose Home>Clipboard>Paste, clicking on the down-pointing arrowhead on the bottom of the Paste button.
3. Click on Paste Special.
4. Change Paste to Paste link.
5. Set As to Microsoft Excel Worksheet Object.
6. Click on OK.

Then repeat the same steps for the chart in your spreadsheet., but set the Paste Special As to Microsoft Excel Chart Object.

Now you can double-click on the spreadsheet, edit it, and the chart will update both in Excel and in Word.