Handy Tech Tips
How to present Excel Spreadsheets and Power-point Slides in Word
Microsoft Word is a versatile tool, but most of this versatility is often untouched by the millions of users who stick to the common practices. One such practice is to add different file formats into word for presentations and displaying data, statistics and images.
We’ll run through the stages of adding information from two Microsoft sister products; PowerPoint and Excel. Both of which present information (one data-based and one visual/image based), and adding content from these programs can greatly supplement the presentation of facts, and information.
Microsoft Excel: The Quick Way
Excel spreadsheets can be tricky moving into word as often the excel sheets will be far larger than the space on a word page. Trying to cram in a large number of spreadsheet columns into too small a space can cause the columns to wrap into different lines and be nothing but data gibberish. To avoid this it is often best to switch your word document’s display from ‘Portrait’ to ‘landscape’;
1. To open an excel spreadsheet open excel and select the excel document you wish to import into Microsoft word;
2. Select the columns you wish to paste into your word document. Click ‘Ctrl + C’ to copy and ‘Ctrl + V’ to paste the excel columns into the word document;
Microsoft Excel: The Long Way
There is a more complex but ultimately more versatile way to display excel sheets in word, which can link to the excel sheet – something useful if you need to double check data while giving a presentation.
1. Open Word, click on ‘Insert’ from the top menu in Word and click on ‘object’ in the far right-hand corner of the word document and from the drop-down menu that appears click ‘object’ again;
2. From the new dialog box which has opened up click ‘Create From File’ and then click ‘browse’ to find the file you wish to use;
3. From there you can browse your files and open your excel file in Word. Keep in mind however that the excel file you open may have too many columns or rows to fit on a single word page.
Note: Generally the best option here is to create a new excel sheet in the same file and remove any data you don’t need. That way, you can display the data you need to neatly on the page as well as the option to link to the original excel sheet if you need to refer back to your original data.
To display PowerPoint Slides in Word there are two options;
Option 1: Copy Complete Presentation
1. Open the Presentation document you wish to display slides from in Word;
2. Once the chosen PowerPoint file is open, click ‘File’, ‘Export’ and ‘Create Handouts’;
3. The new dialog box below should appear, where you can select how you would like to present your slides on the Microsoft document. You’ll need to choose whether to just ‘paste’ or ‘paste link’. Both add the slides into the document the only difference being that the ‘paste link’ links back to the original presentation;
4. After a few seconds, the slide will appear in whichever format you’ve chosen. From there you should be able to edit the style of the slides if you need to in Word (font, size etc.).
Option 2: Copy Individual Slides
1. Click on the ‘Clipboard’ arrow under the ‘HOME’ tab to open the clipboard side panel (highlighted in yellow);
2. Open the presentation you wish to take slides from, select a slide at a time and click ‘Ctrl’ + ‘C’ to copy each slide you wish to paste into your word document. The copied slides should appear on the clipboard in your word document;
3. From there simply click each slide to add it to your word document.
Information from this lesson was originally brought from www.ITnews.com and their story “Microsoft Word: How to open or import other file formats” By Tech Journalist JD Sartain, June 4th, 2018.