Excel allows you to share data with Word documents and other files in two main ways: pasting static data or linking live data. Each method is useful in different situations.
Paste Excel Data into Word (Static Copy)
Use this method when you want to copy data one time only and don’t need future updates.
Steps:
- Select the data in Excel
- Press Ctrl + C (Copy)
- Open a Word document
- Press Ctrl + V (Paste)
- Click the table handle (top-left corner) to format or add borders
Result:
- The table becomes a static Word table
- Changes in Excel will not update the Word document
Tip:
To remove the table, right-click the table handle and choose Delete Table.
Paste Link (Keep Data Connected to Excel)
Use this option when you want Word to automatically update when Excel data changes.
Steps:
- Copy the data in Excel (Ctrl + C)
- Open Word
- On the Home tab, click the Paste dropdown
- Select Paste Special
- Choose Paste Link → HTML Format
- Click OK
Result:
- Word displays linked Excel data
- Any change in Excel is reflected in Word automatically
Manage Linked Excel Data in Word
To control or remove the link:
- Right-click the table in Word
- Choose Linked Worksheet Object → Links
From here, you can:
- Break the link
- Change the source Excel file
- Update links manually
When to Use Each Method
| Method | Best For |
|---|---|
| Paste | Reports, emails, static documents |
| Paste Link | Dashboards, live reports, frequent updates |
Why Sharing Excel Data Matters
- Avoid manual re-copying
- Keep reports consistent
- Save time updating documents