Importing and Exporting Files

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Importing and Exporting Files

Importing and Exporting Files

Importing Text Files

It is often necessary to import data from other applications. Data can be imported from other spreadsheet applications and from database applications, but most of the time when you need to import data into Excel, it will be from a text file. When you do need to import data from another application, it is usually easiest to first convert it from the other application to a text file and then import it into Excel as a text file.

The process of importing text files is very similar to the process of converting text to columns. To import a text file into Microsoft Excel:

  1. From the FILE menu, select Open:FILE Menu
  2. Navigate to the location of the file and in the Open dialog box, in the file type drop-down box, select Text Files:Text Files Command
  3. Select the text file you want to import and click Open:Select Text File
  4. In Step 1 of the Text Import Wizard, select either Delimited (if your data is separated by commas, tabs, or spaces) or Fixed Width (if your data contains a certain number of characters in each field). You will usually select Delimited in this step. Click Next:Wizard Step 1
  5. In Step 2 of the Text Import Wizard, select the Delimiters (assuming you selected Delimited in the prior step). If you aren't sure what to select, you can select and deselect the options and see the results in the Data preview. After making your selection(s), click Next.Wizard Step 2
  6. In Step 3 of the Text Import Wizard, select the data format for each column or you can elect not to import a column. Simply select the column under Data preview and then select the Column data format above. When you are done, click Finish:Wizard Step 3

Exporting Worksheet Data to Microsoft Word

It is easy to copy and paste data from Microsoft Excel into Microsoft Word. When you do so, you can choose from a number of Paste options, including (these options vary slightly in Excel 2007 and 2010):

  1. Keep Source Formatting. The data will be pasted as a Word table using the formatting applied in Microsoft Excel.
  2. Use Destination Styles. The data will be pasted as a Word table using the formatting of the destination in which it is pasted.
  3. Link & Keep Source Formatting. The data will be pasted as a Word table using the formatting applied in Microsoft Excel and the data will be linked to the Excel worksheet from which it was copied, meaning that updating the Excel worksheet will automatically update the Word table.
  4. Link & Use Destination Styles. The data will be pasted as a Word table using the formatting of the destination in which it is pasted and the data will be linked to the Excel worksheet from which it was copied, meaning that updating the Excel worksheet will automatically update the Word table.
  5. Picture. The data will be pasted as a picture.
  6. Keep Text Only. The data will be pasted as text.

To copy and paste data from Microsoft Excel into Microsoft Word:

  1. Select the data in Microsoft Excel.
  2. On the HOME tab, in the Clipboard group, click the Copy command:Clipboard Group
  3. In Microsoft Word, place your cursor where you want to paste the data.
  4. On the Home tab, in the Clipboard group, click the drop-down arrow below the Paste command:Paste Command
  5. Select one of the Paste Options by clicking it:Paste Options Commands

Exporting Excel Charts to Microsoft Word

When you copy and paste charts from Microsoft Excel to Microsoft Word, you can choose from a number of Paste options:

  1. Use Destination Theme & Embed Workbook. The chart will be pasted using the formatting of the destination in which it is pasted and the Excel workbook from which the chart was created will be embedded into Word so the chart can easily be updated later.
  2. Keep Source Formatting & Embed Workbook. The chart will be pasted with the same formatting applied in Microsoft Excel and the Excel workbook from which the chart was created will be embedded into Word so the chart can easily be updated later.
  3. Use Destination Theme & Link Data. The chart will be pasted using the formatting of the destination in which it is pasted and the chart will be linked to the Excel worksheet from which it was copied, meaning that updating the Excel worksheet will automatically update the chart in Word.
  4. Keep Source Formatting & Link Data. The chart will be pasted with the same formatting applied in Microsoft Excel and the chart will be linked to the Excel worksheet from which it was copied, meaning that updating the Excel worksheet will automatically update the chart in Word.
  5. Picture. The chart will be pasted as a picture.

To copy and paste charts from Microsoft Excel into Microsoft Word:

  1. Select the chart in Microsoft Excel.
  2. On the HOME tab, in the Clipboard group, click the Copy command:Clipboard Group
  3. In Microsoft Word, place your cursor where you want to paste the chart.
  4. On the HOME tab, in the Clipboard group, click the drop-down arrow below the Paste command:Clipboard Group
  5. Select one of the Paste Options by clicking it:Select a Paste Option
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