Re: Inserting Excel Spreadsheet Into Word Document

Subject: Re: Inserting Excel Spreadsheet Into Word Document
From: Dick Margulis <margulisd -at- comcast -dot- net>
To: "TECHWR-L" <techwr-l -at- lists -dot- techwr-l -dot- com>
Date: Sun, 14 Aug 2005 16:11:26 -0400

Jennifer C. Bennett wrote:

If anyone could point me in the right direction on how to get this spreadsheet to appear sideways in the document (perhaps there is better terminology avaiable than "sideways"?) I would really appreciate it.


Let me start by saying that the solution I'm going to describe here is static, not dynamic. That means that if you update the contents of the Excel workbook, you will have to do this procedure again; it won't update automatically in the Word document. If that is unsatisfactory, then you'll need to wait for somebody else's solution.

The basic plan is:

A. Meticulously format the Excel sheet to the exact appearance you want in the Word document (except for its basic orientation, of course).

B. Create a graphic from the Excel sheet.

C. Insert the graphic into the Word document and rotate it to the orientation you want.


A. Format the Excel sheet

1. Insert a blank row at the top of the sheet where you can write your title.

2. Determine the fonts and point sizes you want and make the needed changes.

3. If needed, add narrow blank columns between data columns. These ditches can be useful, for example, in financial tables, where cell-bottom rules can be used for "total" lines but you don't want solid lines all the way across, just under the figure columns.

4. Adjust column widths and row depths, using numeric controls for precision, so that the overall size fits the available space on the Word document page (within the margins).

5. Pay close attention to cell borders and cell margins so that everything aligns the way you want, rules are the correct thickness and extend to the right places, etc.

6. Set the print area and use the print preview to check your work.

B. Create a graphic

1. File > Print.

2. Select Acrobat Distiller as your printer.

3. You may be prompted for a file path and name, with a form that does not have a Browse button. In that case, just type C:\TEMP\mytable.pdf. You can navigate to C:\TEMP easily enough when you're done. If you have to create a TEMP folder on C, do it ahead of time.

4. In Acrobat, open the PDF you made. Resave it in a couple of different formats (EPS, TIFF). Depending on the version of Acrobat you have, these options may be in the Save As dialog or in the File > Export menu.

5. Still in the PDF file, use the Graphic Selection tool to lasso the table in the PDF. Do this carefully so you don't grab any white pixels outside the table. You want just the exact size from the top of the title to the bottom of the bottom rule.

6. With the table selected, switch to the zoom tool (magnifying glass) or just use the plus button next to the current zoom. Take the zoom up to 300%.

7. Press Ctrl+C and wait for a while as the now-enlarged table is copied to the clipboard (a few sips of coffee should do it).

C. Insert the graphic into Word

1. Put the cursor on your blank page, and paste (Ctrl+V). Select the graphic, right click, open the Properties dialog, and make adjustments to scale, orientation, and layout controls.

2. Save As > testversion1.doc

3. Open the original document to the blank page and Insert > Picture > From File. Navigate to your saved PDF, EPS, or TIFF. Try each of them in turn and Save As > testversion2, 3, and 4.

4. Look at the file sizes of the four saved versions. Also open and print the four saved versions. Compare the printouts. If they all look good, use the smallest filesize. Otherwise, go with the best-looking one.

There are some variables (operating system, Word version, Acrobat version) that make it hard for me to predict which of these choices will work best for you; and some of them may not work at all. But once you work through this exercise you'll be in good shape for similar projects in the future.




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