Link or Embed – Create a Dynamic link connecting content and a Excel workbook

Linking versus Embedding Excel data into a word document, do you understand the differences?  They may seem similar but the truth is they generate different processes and accomplish unique functions.  The main differences are, where the data is stored and how you choose to update the data after placed into a Word document.

Linking a file/data creates a link between the original data source (Excel spreadsheet) and the file ( Word document).  When a change is made to the data source the destination file is updated.

Embedding a file places a copy of the original data source into the Word document or the destination file. A change to data source will not be reflected in the destination file.  In effect, embedding creates a static copy of the data.

Insert a Linked Object - Excel Data into a Word document

1.  From Excel, select the data and press Ctrl + C (copy)

2.  From Word, click in the location where the data is to be placed.  From the Home tab, click on Paste and select Paste Special from the drop down menu.  

3.  From the Paste Special dialog box, select Paste link. Within the As list, select Microsoft Office Excel Worksheet Object and click on OK.

Edit/ update date the data in Excel.  You can manually open the Excel document or you can save time and launch the Excel file directly from word.

4.  Right-click the data and select Linked Worksheet Object, from the sub menu, select Edit Link. 

Or the fastest method--from Word double click the data to open the Excel data source file!

Embed an Object - Excel data into a Word document

**Remember- when you embed an excel object, data in the Word document doesn't change if you update the Excel worksheet.

1.  From Excel, select the data and press Ctrl + C (copy)

2.  From Word, click in the location where the data is to be placed.  From the Home tab, click on Paste and select Paste Special from the drop down menu.  

3.  From the Paste Special dialog box, select Paste.  Within the As list, select Microsoft Office Excel Worksheet Object and click on OK.

Additional Resources:

Microsoft - http://office.microsoft.com/en-us/word-help/link-or-embed-an-excel-worksheet-HA010120810.aspx

About.com - http://wordprocessing.about.com/od/workingwithotherprograms/l/blexcellink.htm